Tir Conaill Football Club Privacy Policy

Last updated: 15 October 2026

Tir Conaill Football Club is operated by TIR CONAILL FOOTBALL CLUB LTD, trading as Tir Conaill Football Club.

The company—not its directors, coaches or volunteers personally—is the data controller responsible for the personal information described in this policy.

Registered company name:
Company number: SC891817
Registered office: TIR CONAILL FOOTBALL CLUB LTD
Website: https://tirconaillfc.com
General and privacy enquiries: club@tirconaillfc.com
Chair: Darren O’Donnell
Chair’s email: darren@tirconaillfc.com
Safeguarding contact: cwpo@tirconaillfc.com
ICO registration number: TBC

This policy covers:

• players and prospective players;
• parents, carers and emergency contacts;
• coaches, officials and volunteers;
• employees and contractors;
• members and supporters;
• sponsors, partners and suppliers;
• visitors to our website; and
• anyone attending or enquiring about Club activities.

Depending on your relationship with the Club, we may collect:

• names, dates of birth and contact details;
• parent, carer and emergency-contact details;
• addresses and proof of identity or age;
• player registrations and football history;
• attendance, availability and team information;
• coaching observations and player-development information;
• medical conditions, injuries, allergies and medication;
• disability and accessibility requirements;
• safeguarding and welfare information;
• accident and first-aid records;
• membership fees and payment records;
• photographs, video and match footage;
• coaching and volunteer applications;
• qualifications, references, training and PVG information;
• complaints, conduct and disciplinary records;
• emails, messages and form submissions; and
• website information, including IP addresses, devices and cookie choices.

We only collect information reasonably required to operate the Club, provide football activities, protect participants and comply with our responsibilities.

We may receive information:

• directly from you;
• from a parent, carer or emergency contact;
• through registration, membership, trial or volunteer forms;
• during training, matches, events or other activities;
• through our website, email or social-media accounts;
• from coaches and authorised Club representatives;
• from football associations, leagues or other clubs;
• from Disclosure Scotland;
• from schools, community partners or local authorities;
• from payment, registration or technology providers; or
• from police, healthcare, social-work or safeguarding services where lawful.

If you provide information about another person, you must have authority to do so.

We use personal information to:

• respond to enquiries;
• arrange trials and registrations;
• manage memberships, teams and age groups;
• organise training, matches and events;
• communicate with players and families;
• collect fees and maintain financial records;
• support player development;
• protect health, safety and wellbeing;
• provide first aid and respond to emergencies;
• safeguard children and adults at risk;
• recruit and manage coaches, volunteers and staff;
• meet football, insurance, tax and legal requirements;
• manage complaints and disciplinary matters;
• operate and secure our website;
• apply for funding and administer programmes; and
• promote the Club where lawful.

We will not use personal information for an unrelated purpose unless the law permits or requires it.

Depending on the purpose, we rely on:

• Contract: to provide membership, football activities or another requested service.
• Legal obligation: to comply with legal, accounting, employment or regulatory duties.
• Legitimate interests: to operate, administer, protect and develop the Club.
• Recognised legitimate interests: where applicable, including necessary safeguarding activity.
• Vital interests: to protect someone’s life or safety in an emergency.
• Consent: where a genuine choice is appropriate, including certain photography or marketing activities.

Before relying on legitimate interests, we consider whether our need to use the information is overridden by the person’s rights—particularly where a child is involved.

Health, disability, ethnicity, religion, sexual orientation and certain other information receive additional legal protection.

We will only use this information where we have both a normal lawful basis and an additional condition permitted by data-protection law.

Depending on the circumstances, this may include:

• explicit consent;
• vital interests;
• safeguarding children or adults at risk;
• legal claims;
• employment and social-protection obligations; or
• permitted activities of a not-for-profit body.

Access will be limited to people who genuinely need the information.

The Club may collect, record and share information where necessary to protect a child or another person.

Safeguarding information may be shared without consent where asking for consent would:

• place someone at risk;
• interfere with an investigation;
• prevent the Club from acting properly; or
• otherwise be inappropriate or unlawful.

Safeguarding concerns should be sent to:

cwpo@tirconaillfc.com

This inbox is the Club’s safeguarding contact point. Concerns will be handled confidentially and referred to the Club’s appropriately qualified acting Child Wellbeing and Protection Officer where required.

If anyone is in immediate danger, call 999. For non-emergency police assistance, call Police Scotland on 101.

Children deserve particular protection.

We will:

• put the child’s best interests first;
• collect only information that we reasonably need;
• explain its use clearly;
• involve parents or carers where appropriate;
• limit access to authorised people;
• follow safeguarding procedures;
• avoid direct marketing to children; and
• securely remove information when it is no longer required.

A parent or carer does not automatically own a child’s information. A child with sufficient age and understanding may exercise their own data-protection rights.

We may use photographs or video for:

• coaching and match analysis;
• reporting on Club activities;
• celebrating achievements;
• maintaining Club history; or
• promoting the Club.

We will follow safeguarding procedures and obtain consent where it is required.

Consent may be withdrawn for future use. Withdrawal cannot always remove material already printed, lawfully published or shared by third parties.

Parents, carers and spectators must comply with any photography restrictions communicated by the Club.

Photography and Filming Policy: TBC

Where necessary and lawful, we may share information with:

• SFA & SYFA;
• SYFA West & registered leagues;
• other clubs and match officials;
• venues and facility operators;
• insurers and insurance advisers;
• first-aid providers and emergency services;
• healthcare professionals;
• Police Scotland;
• social-work services and safeguarding authorities;
• Disclosure Scotland;
• banks and payment providers;
• website, email and IT providers;
• team-management and registration platforms;
• accountants, solicitors and other advisers;
• funders, auditors and local authorities; and
• courts, regulators or public authorities.

We do not sell personal information.

Our principal service providers are:

• Website host: GoDaddy
• Club email provider: GoDaddy
• Player or team-management system: Comet
• Payment provider: GOCardless
• Online forms provider: Microsoft
• Cloud-storage provider: OneDrive

Providers acting on our behalf must only use information under our instructions and appropriate contractual protections.

Some technology providers may process information outside the United Kingdom.

Where this happens, the company will use a legally approved transfer arrangement and appropriate safeguards.

[LIST ANY PROVIDERS THAT STORE INFORMATION OUTSIDE THE UK, OR CONFIRM THAT THIS IS COVERED IN THEIR CONTRACTS]

We keep personal information for as long as it is reasonably necessary to operate the Club, protect participants, meet safeguarding responsibilities, respond to complaints or claims, and comply with our insurance, accounting, football and legal obligations.

The periods below are our normal retention and review periods. They are guidelines rather than automatic deletion deadlines. Information may be retained for longer where the Club or company reasonably considers this necessary, lawful and proportionate.

InformationNormal retention or review periodUnsuccessful enquiries and trial applicationsReview after 12 monthsPlayer and membership recordsReview 24 months after the person leavesParent, carer and emergency-contact detailsReview when the player leaves or the information is replacedMedical, medication and accessibility informationReview regularly and when the player leavesFinancial, payment and accounting recordsNormally at least six years after the relevant company financial yearAccident and injury recordsRetained in accordance with legal and insurance requirements, taking particular care where a child is involvedSafeguarding and child-welfare recordsRetained under Scottish FA guidance and any instructions from relevant authoritiesUnsuccessful coach, employee or volunteer applicationsReview after six monthsCoach, employee and volunteer recordsReview six years after the role endsPVG and disclosure informationRetain only the information lawfully required to record the recruitment decisionComplaints and disciplinary recordsReview six years after the matter closesPhotographs, videos and Club historyReview at least every three yearsWebsite and general enquiriesReview after 12 monthsWebsite security and access logsReview after 12 monthsCookie-consent recordsReview after two years or when consent is renewed or withdrawnMarketing preferencesRetain while marketing continues; a minimal suppression record may be kept after an unsubscribe request

We may retain information beyond these normal periods where:

• a safeguarding or welfare concern exists;
• an accident, complaint, disciplinary matter or investigation is open;
• an insurance or legal claim has been made or could reasonably arise;
• the information is needed to establish, exercise or defend legal rights;
• a regulator, governing body, insurer, police force, social-work service or court requires it;
• the information forms part of an important and appropriate Club archive;
• the law

We use reasonable organisational and technical safeguards, including:

• limiting access according to role;
• strong passwords;
• multi-factor authentication where available;
• approved email and cloud-storage accounts;
• device and software updates;
• confidentiality requirements;
• staff and volunteer guidance;
• secure disposal;
• appropriate backups; and
• procedures for reporting data breaches.

Coaches and volunteers must not:

• share player information through unauthorised accounts;
• leave records publicly accessible;
• retain Club information unnecessarily on personal devices;
• share passwords; or
• use personal information for their own purposes.

No system is completely secure. If a breach occurs, we will investigate it and notify affected people and the Information Commissioner’s Office where legally required.

Our website may use cookies and similar technology.

Strictly necessary cookies may operate without consent where permitted by law. Non-essential analytics or marketing cookies will remain disabled until the visitor makes an appropriate choice.

Visitors must be able to reject non-essential cookies as easily as they can accept them.

Cookie Policy: [INSERT LINK]
Cookie settings: [INSERT LINK OR BUTTON]

Messages about registration, payments, sessions, safety, fixtures and Club administration are operational communications.

We will only send optional promotional or fundraising emails and text messages where legally permitted. Recipients may unsubscribe at any time.

We do not intend to send direct marketing to children.

The Club uses FACEBOOK, INSTAGRAM, TIKTOK, YOUTUBE, LINKEDIN.

When someone interacts with a Club account, the social-media platform may also use their information under its own privacy policy.

Medical, safeguarding and other sensitive information must not be posted publicly. It should be sent through the Club’s designated private contact channel.

The Club does not make decisions with legal or similarly significant effects using only automated systems.

Coaching statistics may help inform decisions, but selection and player-development decisions will involve human judgement.

Depending on the circumstances, you may ask us to:

• provide a copy of your information;
• correct inaccurate information;
• delete information;
• restrict its use;
• transfer certain information;
• stop processing based on legitimate interests; or
• record the withdrawal of consent.

These rights are not absolute. We may need to retain or withhold information because of safeguarding, another person’s privacy, a legal obligation or a potential claim.

Send requests to:

club@tirconaillfc.com

We may ask for reasonable identification. We will respond without undue delay and normally within one calendar month.

Data-protection complaints should be sent to:

Tir Conaill Football Club
Email: club@tirconaillfc.com
Postal address: Eastworks, 9 Gateway Court, G40 4DS

We will:

• acknowledge a data-protection complaint within 30 days;
• investigate it appropriately;
• keep the complainant informed; and
• explain the outcome.

You may also complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

We will review this policy at least annually and whenever the Club introduces a new form, system, provider or use of personal information.

The latest version will be published on our website.

TIR CONAILL FOTBALL CLUB LTD
Trading as Tir Conaill Football Club
Company number: SC891817
Registered office: Eastworks, 9 Gateway Court, G40 4DS
General and privacy enquiries: club@tirconaillfc.com
Chair: Darren O’Donnell
Chair’s email: darren@tirconaillfc.com
Safeguarding contact: cwpo@tirconaillfc.com