Burntwood Rugby Football Club ("Burntwood RUFC", "we", "us" or "our") respects your privacy and is committed to protecting the personal information that we hold about our players, parents/guardians, members, volunteers, supporters, sponsors and other people who interact with the club.

This Privacy Policy explains what personal information we may collect, how we use it, how we protect it and what rights you have in relation to your information.

## 1. Who we are

Burntwood Rugby Football Club is a community rugby club based in Burntwood, Staffordshire.

For the purposes of applicable UK data protection legislation, Burntwood RUFC is responsible for deciding how and why your personal information is processed.

If you have any questions about how we use your personal information, please contact the club using the contact details provided on our website.

## 2. What information we collect

Depending on your relationship with the club, we may collect some or all of the following information:

* Name
* Email address
* Telephone/mobile number
* Postal address
* Date of birth or age, where necessary for club administration
* Emergency contact details
* Membership and registration information
* Player, team and participation information
* Volunteer information
* Sponsor or business contact information
* Information relating to payments, subscriptions or purchases
* Your communication preferences
* Information about your interactions with the club
* Photographs or video footage taken at club activities and events, where appropriate

We will only collect information that is reasonably necessary for the purposes described in this policy.

## 3. How we use your information

We may use your personal information to:

* Administer club membership and registrations
* Organise rugby fixtures, training and competitions
* Communicate important information relating to club activities
* Organise teams, events and club activities
* Manage volunteers and club officials
* Process payments and subscriptions
* Manage relationships with sponsors and partners
* Respond to enquiries
* Promote the club and its activities
* Send newsletters and other marketing communications where you have provided the appropriate consent or where another lawful basis permits us to do so
* Organise fundraising and community activities
* Maintain the security and effective operation of club systems
* Comply with legal, regulatory or safeguarding obligations

We will not use your personal information for purposes that are incompatible with the purposes for which it was collected without providing appropriate information or obtaining consent where required.

## 4. Club newsletters and marketing communications

If you choose to receive marketing communications from Burntwood RUFC, we may use your email address to send you information such as:

* The monthly Burntwood RUFC newsletter
* Club news and updates
* Fixtures and results
* Clubhouse and social events
* Fundraising activities
* Community initiatives
* Relevant club promotions and announcements
* Information about opportunities to support or get involved with the club

Where consent is required for electronic marketing, we will obtain this through a clear opt-in process.

You can withdraw your consent at any time by using the unsubscribe option included in our emails or by contacting the club.

We will maintain appropriate records of marketing preferences and consent.

UK electronic marketing rules generally require consent before sending marketing emails to individual subscribers unless a specific exception applies.

## 5. How we obtain your information

We may obtain personal information:

* Directly from you
* From a parent or guardian where appropriate
* Through club membership or registration processes
* When you contact the club
* When you participate in club activities
* When you volunteer for the club
* When you become a sponsor or business partner
* Through our website or online forms
* Through our newsletter signup forms
* At club events or activities
* From organisations involved in administering rugby competitions or registrations, where appropriate

Where information is collected directly from you, we will provide appropriate privacy information at the time it is collected.

## 6. Marketing consent

Providing your email address to the club does not automatically mean that you have consented to receive marketing communications.

Where consent is required, we will ask you to actively opt in to receive marketing communications.

Marketing consent will be kept separate from other information collected for essential club administration.

You can withdraw your marketing consent at any time.

## 7. Our legal basis for using personal information

Depending on the circumstances, we may process personal information because:

* You have given us consent
* Processing is necessary to provide or administer a service or membership you have requested
* Processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests
* We have a legal or regulatory obligation to process the information
* Another lawful basis permitted under applicable data protection legislation applies

Where we rely on consent, you have the right to withdraw that consent at any time.

## 8. Sharing your information

We will not sell your personal information.

We may share appropriate personal information with trusted organisations where this is necessary to operate the club or provide services.

These may include:

* Rugby governing bodies and competition organisers
* Membership or registration providers
* Payment providers
* Email marketing providers
* Website and technology providers
* Professional advisers or service providers
* Relevant public authorities where legally required

For example, if you subscribe to our newsletter, your email address may be processed by our email marketing provider, such as MailerLite, on our behalf.

We will take reasonable steps to ensure that organisations processing personal information for us do so appropriately and securely.

We will not provide your personal information to third parties for their own marketing purposes unless we have an appropriate legal basis and have provided the required information or obtained your consent where necessary.

## 9. Photographs and video

Photographs and video may be taken at Burntwood RUFC matches, training sessions, events and other club activities.

We may use appropriate photographs and video to promote the club, celebrate achievements and report on club activities through channels such as:

* The club website
* Social media
* Club publications
* Matchday materials
* Promotional materials

Where appropriate, we will provide information about photography and filming at events and will take account of relevant privacy, safeguarding and consent requirements.

Particular care will be taken when dealing with photographs or video involving children and young people.

## 10. Children's information

Burntwood RUFC provides activities for children and young people.

Where we collect personal information relating to children, we will take appropriate steps to protect that information and will involve a parent or guardian where appropriate.

Information relating to children will only be used for legitimate club, sporting, safeguarding or administrative purposes.

## 11. How we protect your information

We take reasonable technical and organisational measures to protect personal information against:

* Unauthorised access
* Loss
* Misuse
* Alteration
* Disclosure
* Destruction

Access to personal information will be limited to people who reasonably need it for their role within or on behalf of the club.

However, no method of storing or transmitting information can be guaranteed to be completely secure.

## 12. How long we keep your information

We will only keep personal information for as long as reasonably necessary for the purposes for which it was collected, including where necessary to meet legal, accounting, safeguarding or regulatory requirements.

Marketing information will be reviewed periodically to ensure that it remains appropriate to retain.

If you unsubscribe from marketing communications, we may retain limited information on a suppression or "do not contact" list so that we can respect your request not to receive future marketing communications.

## 13. Your rights

Under applicable UK data protection legislation, you may have rights including:

* The right to be informed about how your information is used
* The right to access the personal information we hold about you
* The right to request correction of inaccurate information
* The right to request deletion of information in certain circumstances
* The right to request restriction of processing in certain circumstances
* The right to object to certain processing, including direct marketing
* The right to withdraw consent where we rely on consent
* The right to data portability in certain circumstances

You can exercise your rights by contacting Burntwood RUFC using the contact details provided on our website.

## 14. Unsubscribing from marketing emails

Every marketing email we send should include a clear and simple way to unsubscribe.

If you unsubscribe, we will stop sending you marketing emails and update your communication preferences.

You can also contact the club directly if you wish to change your communication preferences.

## 15. Cookies and website information

Our website may use cookies and similar technologies to provide functionality, understand website usage and improve the website.

Where required, we will obtain appropriate consent before using non-essential cookies or similar technologies.

Further information may be provided in our website's Cookie Policy.

## 16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our activities, technology, legal requirements or how we use personal information.

The latest version will be made available through the club's website.

## 17. Contact us

If you have any questions about this Privacy Policy, your personal information or your communication preferences, please contact Burntwood Rugby Football Club using the contact details provided on our website.

If you are unhappy with how we have handled your personal information, please contact us first so that we have an opportunity to address your concerns.

You also have the right to complain to the UK's data protection regulator:

**Information Commissioner's Office (ICO)**
Website: https://ico.org.uk/

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**Burntwood Rugby Football Club**
Community Rugby Club
Burntwood, Staffordshire

**Privacy Policy last updated:** August 2026