Club Policies

Anti-Bullying Policy

Anti-Bullying Policy

Bullying of any kind is unacceptable and will not be tolerated by Appleton AFC. Should anyone become aware of any incidents of bullying then this should be reported immediately to Club Welfare Officer. This will then be dealt with promptly and effectively. 
To be clear, bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim and can be:
- Emotional, being unfriendly, excluding (emotionally and physically), sending hurtful text messages and tormenting, (e.g. Hiding football boots/shin pads, threatening gestures)
- Physical, pushing, kicking, hitting, punching or any use of violence
- Racial, Racial taunts, graffiti, gesture
- Sexual, unwanted physical contact or sexually abusive comments
- Homophobic, because of, or focussing on the issue of sexuality
- Verbal, name-calling, sarcasm, spreading rumours, teasing

Club Ethos

Club Ethos

  • To provide football to children of all ages and abilities, in a safe, friendly and enjoyable environment.

  • To deliver age-appropriate coaching to support long-term player development.

  • To offer a challenging but supportive environment where children can learn from their mistakes without undue pressure or anxiety.

  • To encourage all players to try their best and make the most of their abilities. Core values of hard work, honesty, togetherness and striving to be the best to be demonstrated at all times.

  • To promote good behaviour and respect for others through our Team Officials (Coaches)/Player/Spectator Codes of Conduct.

  • We do not support winning at all costs. 

Player Development

Player Development

To support player development and provide the most appropriate level of challenge, team managers may decide that players should move across teams.  This may occur during the WJFL transfer windows or at the end of the season.

Parent/Carer/Spectator Code of Conduct

Parent/Carer/Spectator Code of Conduct

We all have a responsibility to promote high standards of behaviour in the game.

This club supports The FA’s Respect programme to ensure football can be enjoyed in a safe, positive environment.

Remember children’s football is a time for them to develop their technical, physical, tactical and social skills. Winning isn’t everything.

Play your part and observe The FA’s Respect Code of Conduct for spectators and parents/carers at all times.
I will:
• Remember that children play for FUN
• Applaud effort and good play as well as success
• Always respect the match officials’ decisions
• Remain outside the field of play and within the Designated Spectators’ Area (where provided)
• Let the coach do their job and not confuse the players by telling them what to do
• Encourage the players to respect the opposition, referee and match officials
• Avoid criticising a player for making a mistake – mistakes are part of learning
• Never engage in, or tolerate, offensive, insulting, or abusive language or behaviour.

I understand that if I do not follow the Code, any/all of the following actions may be taken by my club, County FA, league or
The FA:

I may be:
• Issued with a verbal warning from a club or league official
• Required to meet with the club, league or County FA Welfare Officer
• Required to meet with the club committee
• Obliged to undertake an FA education course
• Obliged to leave the match venue by the club
• Requested by the club not to attend future games
• Suspended or have my club membership removed
• Required to leave the club along with any dependents.

In addition:
• The FA/County FA or the Warrington Junior League could impose a fine and/or suspension on the club
• I understand and agree that I will reimburse the club for the cost of any fine caused by inappropriate behaviour by either myself or my child.

General Code of Conduct

General Code of Conduct

Appleton AFC insists that all officials, players, parents and spectators agree with and adhere to the following code of conduct:

  • Never argue with a referee or any linesmen or spectator
  • Never molest match officials
  • Never blame the referee for your mistakes or inability
  • Never lose your temper or self control
  • Never take the law into your own hands by retaliation
  • Never cheat
  • Never get involved in matters that do not concern you
  • Never attempt to get opponents into trouble
  • Never copy bad habits of others
  • Never fail to respect the authority of referees

Failure to control your emotions can result in the referee reporting the incident to the Warrington & District Junior Football League (W&DJFL) and further action may be taken by Cheshire County Football Association (CCFA). Substantial fines can be imposed and the club banned from playing all football at all ages until the fine is paid.

Coaches Code of Conduct

Coaches Code of Conduct

  • Coaches must respect the rights, dignity and worth of each and every person and treat each equally within the context of the sport.
  • Coaches must place the well-being and safety of each player above all other considerations, including the development of performance.
  • Coaches must adhere to all guidelines laid down by governing bodies.
  • Coaches must develop an appropriate working relationship with each player based on mutual trust and respect.
  • Coaches must not exert undue influence to obtain personal benefit or reward.
  • Coaches must encourage and guide players to accept responsibility for their own behaviour and performance.
  • Coaches must ensure that the activities they direct or advocate are appropriate for the age, maturity, experience and ability of players.
  • Coaches should, at the outset, clarify with the players (and, where appropriate, parent) exactly what is expected of them and also what they are entitled to expect from their coach.
  • Coaches must cooperate fully with other specialists (e.g. other coaches, officials, sports scientists, doctors, physiotherapists) in the best interests of the player.
  • Coaches must always promote the positive aspects of the sport (e.g. fair play) and never condone violations of the Laws of the Game, behaviour contrary to the spirit of the Laws of the Game or relevant rules and regulations or the use of prohibited substances or techniques.
  • Coaches must consistently display high standards of behaviour and appearance.
  • Coaches must not use or tolerate inappropriate language.

Neither team managers or coaches shall:

  • Allow themselves to be in a single adult/child situation that could conceivably lead to an allegation of improper behaviour
  • Appoint other helpers in contact with the children without consultation with the Committee
  • Other than for routine matters, hold meetings with parents without proper notice to the committee.

Team Officials Code of Conduct

Team Officials Code of Conduct

This Code applies to all team / club officials (although some items may not apply to all officials).

Obligations towards the Game

The team official should  

  • Set a positive example for others, particularly young players and supporters.
  • Promote and develop his own team having regard to the interest of the Players, Supporters and reputation of the national game.
  • Share knowledge and experience when invited to do so, taking into account the interest of the body that has requested this rather than personal interests.
  • Avoid all forms of gamesmanship.
  • Show due respect to Match Officials and others involved in the game.
  • Always have regard for the best interests of the game, including where publicly expressing an opinion of the game and any particular aspect of it, including others involved in the game.
  • Not use or tolerate inappropriate language.

Obligations towards the Team

The team official should

  • Make every effort to develop the sporting, technical and tactical levels of the club/team, and to obtain the best results for the team, using all permitted means.
  • Give priority to the interests of the team over individual interests.
  • Resist all illegal or unsporting influences, including banned substances and techniques.
  • Promote ethical principles.
  • Show due respect for the interests of the players, coaches and officials, their own club/team and others.

Obligations towards the Supporters

The team official should

  • Show due respect for the interests of supporters.

Respect towards the Match Officials

A team official should

  • Accept the decisions of the Match Official without protest.
  • Avoid words or actions which may mislead a Match Official.
  • Show due respect towards Match Officials

Player Disciplne & Behaviour

Player Disciplne & Behaviour

  • Give maximum effort and strive for the best possible performance during a game, even if his team is in a position where the desired result has already been achieved.
  • Any player whose conduct falls short of the required standard of good sportsmanship and fair play at all times will be withdrawn from the match or training session whatever the circumstances and will be subject to further disciplinary action to be determined by his manager. Swearing, Spitting or Fighting will not be tolerated at any time.
  • Players must accept success and failure, victory and defeat, equally.
  • Treat opponents with due respect at all times, irrespective of the result of the game.
  • Abide by the instructions of their Coach and Team Officials, provided they do not contradict the spirit of this Code.
  • If a player is cautioned during a match then the player shall:-
  1. reimburse the Club the amount of the fine imposed by W&DJFL or CCFA,
  2. be suspended for a minimum of 1 subsequent match actually played, or as the Manager deems fit,
  3. be suspended for a minimum of 2 subsequent matches actually played in the event of a second caution, increasing proportionally should subsequent offences occur.
  • If a player is sent off during a match then the player shall:-
  1. reimburse the Club the amount of the fine imposed by W&DJFL or CCFA,
  2. be suspended for up to four subsequent matches actually played, the exact number to be determined by a panel of 3 committee members convened by the Club Secretary having been notified by the player's team manager of the offence.
  • In the event of a further sending off the same procedure shall be followed and the period of suspension determined shall include the previous suspension served. A subsequent caution shall result in a suspension of one match plus the previous suspension served.
  • A player may appeal against the suspension in writing to the Club Secretary who shall convene a panel of the Club Committee whose decision will be final.
  • All players must be up to date with their weekly membership payments. No player will be allowed to participate in either training or matches unless he has paid all monies due to the club.
  • All players must wear appropriate soccer strip at all training sessions i.e., Shirt, Shorts, Socks, Shin pads, Boots or Trainers (depending on surface). The Club will provide Kit for matches.
  • Any player unable to attend training or a match must notify his team manager as soon as possible. Parents are responsible for ensuring that players safely arrive at, and return from, training and matches
  • Any player injured during any coaching session or match must report the incident to the team manager no matter how slight the injury.

Club Complaints Procedure

Club Complaints Procedure

In the event that any member feels that he or she has suffered discrimination in any way, or that the Club Policies, Rules or Code of Conduct have been broken, should follow the procedures below. They should report the matter to the Club Secretary or another member of the Committee.

Your report should include:

  • Details of what, when, and where the occurrence took place.
  • Any witness statement and names.
  • Names of any others who have been treated in a similar way.
  • Details of any former complaints made about the incident, date, when and to whom made.
  • A preference for a solution to the incident.

The Club's Management Committee will sit for any hearings that are requested.

The Club's Management Committee will have the power to:

  • Warn as to future conduct
  • Suspend from membership
  • Remove from membership any person found to have broken the Club's Policies or Codes of Conduct

Club Anti Discrimination Policy

Club Anti Discrimination Policy

Appleton Amateur Football Club is responsible for setting standards and values to apply throughout the club at every level. Football belongs to and should be enjoyed by everyone, equally. Our commitment is to confront and eliminate discrimination whether by reason of sex, sexual orientation, race, nationality, ethnic origin, colour, religion or disability.

Equality of opportunity at Appleton Football Club means that in all our activities we will not discriminate or in any way treat anyone less favourably, on grounds of sex, sexual orientation, race, nationality, ethnic origin, colour, religion or disability.This includes:

  • The advertisement for volunteers.
  • The selection of candidates for volunteers.
  • Courses.
  • External coaching and education activities and awards.
  • Football development activities.
  • Selection for teams.
  • Appointments to honorary positions.

Appleton Amateur Football Club will not tolerate sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal, and will work to ensure that such behaviour is met with appropriate action in whatever context it occurs.

Appleton Amateur Football Club is committed to the development of the programme of ongoing training and awareness raising events and activities, in order to promote the eradication of discrimination within its own organisation, and within football as a whole.

Club Constitution

Club Constitution

  1. The club will be called Appleton Association Football Club (hereafter referred to as Appleton AFC).
  2. The club will be run for the benefit of promoting amateur football within the area.
  3. The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate use their best endeavours to ensure that others conduct themselves so that the business and affairs of the Club are carried out in accordance with the Rules and Regulations of the Football Association (‘F.A.’), County F.A. to which the Club is affiliated and then Competitions in which the Club participates, for the time being in force.
  4. The Club will also abide by The F.A.’s Child Protection Policies and procedures, Codes of Conduct and the Equal opportunities and Anti-Discrimination Policy as shall be in place from time to time.
  5. The Committee will be comprised of Chairperson, Treasurer, Secretary and as many members as is necessary to promote the club’s activities. Ideally, this should include one representative from each age group. Additional Committee members may be added in the interim period before/after the A.G.M. with this in mind and will be elected by the present Committee.
  6. The Committee will be elected annually and will serve for a one year period. The committee will meet every month to discuss the business of the club. (12 monthly meetings, second Monday of each month).
  7. Election of the Committee will take place at the club’s Annual General Meeting (A.G.M.). Nominations for election to the Committee will be accepted on the evening of the A.G.M. Each Manager will be allowed one vote for the election of each official. Voting by proxy will only be allowed at the discretion of the Committee.
  8. In the result of the resignation of an official, the Committee will be empowered to elect a stand-in official to ensure the continued running of the club until the next A.G.M.
  9. For the Committee to sit, a minimum of 5 members must be present.
  10. Major changes to how the Club is operated would need to be discussed at an EGM
  11. Club funds will by the responsibility of the Treasurer and the signing of cheques a dual operation (one other nominated official to sign with the Treasurer). The Club must keep all funds in an agreed Bank account.
  12. The Club will be affiliated to both the Football Association and the County FA.
  13. The training and selection of the teams will be the responsibility of the individual team managers. In the absence of the aforementioned, the responsibility will be the manager’s nominated deputy.
  14. Dissolution.
    (a) A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.
    (b) The dissolution shall take effect from the date of the resolution and the members of the Club Committee shall be responsible for the winding up of the assets and liabilities of the Club.

© Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be transferred to another Club, a Competition, the County F.A or The F.A. for use by them for related community sports.

Website Terms & Conditions of Use

Website Terms & Conditions of Use

1. Introduction

1.1 These terms and conditions shall govern your use of our website.

1.2 By using our website, you accept these terms and conditions in full; accordingly, if you disagree with these terms and conditions or any part of these terms and conditions, you must not use our website.

1.3 If you register with our website, submit any material to our website or use any of our website services, we will ask you to expressly agree to these terms and conditions.

1.4 You must be at least 13 years of age to use our website; by using our website or agreeing to these terms and conditions, you warrant and represent to us that you are at least 13 years of age.

1.5 Our website uses cookies; by using our website or agreeing to these terms and conditions, you consent to our use of cookies in accordance with the terms of our privacy and cookies policy.

2. Copyright notice

2.1 Copyright (c) 2018 Appleton AFC .

2.2 Subject to the express provisions of these terms and conditions:

(a) we, together with our licensors, own and control all the copyright and other intellectual property rights in our website and the material on our website; and

(b) all the copyright and other intellectual property rights in our website and the material on our website are reserved.

3. Licence to use website

3.1 You may:

(a) view pages from our website in a web browser;

(b) download pages from our website for caching in a web browser;

(c) print pages from our website;

(d) stream audio and video files from our website; and

(e) use our website services by means of a web browser,

subject to the other provisions of these terms and conditions.

3.2 Except as expressly permitted by Section 3.1 or the other provisions of these terms and conditions, you must not download any material from our website or save any such material to your computer.

3.3 You may only use our website for your own personal and business purposes, and you must not use our website for any other purposes.

3.4 Except as expressly permitted by these terms and conditions, you must not edit or otherwise modify any material on our website.

3.5 Unless you own or control the relevant rights in the material, you must not:

(a) republish material from our website (including republication on another website);

(b) sell, rent or sub-license material from our website;

(c) show any material from our website in public;

(d) exploit material from our website for a commercial purpose; or

(e) redistribute material from our website.

3.6 Notwithstanding Section 3.5, you may redistribute our newsletter in print and electronic form to any person.

3.7 We reserve the right to restrict access to areas of our website, or indeed our whole website, at our discretion; you must not circumvent or bypass, or attempt to circumvent or bypass, any access restriction measures on our website.

4. Acceptable use

4.1 You must not:

(a) use our website in any way or take any action that causes, or may cause, damage to the website or impairment of the performance, availability or accessibility of the website;

(b) use our website in any way that is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity;

(c) use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, rootkit or other malicious computer software;

(d) conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent;

(e) access or otherwise interact with our website using any robot, spider or other automated means, except for the purpose of search engine indexing;

(f) violate the directives set out in the robots.txt file for our website; or

(g) use data collected from our website for any direct marketing activity (including without limitation email marketing, SMS marketing, telemarketing and direct mailing).

4.2 You must not use data collected from our website to contact individuals, companies or other persons or entities.

4.3 You must ensure that all the information you supply to us through our website, or in relation to our website, is true, accurate, current, complete and non-misleading.

5. Limited warranties

5.1 We do not warrant or represent:

(a) the completeness or accuracy of the information published on our website;

(b) that the material on the website is up to date; or

(c) that the website or any service on the website will remain available.

5.2 We reserve the right to discontinue or alter any or all of our website services, and to stop publishing our website, at any time in our sole discretion without notice or explanation; and save to the extent expressly provided otherwise in these terms and conditions, you will not be entitled to any compensation or other payment upon the discontinuance or alteration of any website services, or if we stop publishing the website.

5.3 To the maximum extent permitted by applicable law and subject to Section 6.1, we exclude all representations and warranties relating to the subject matter of these terms and conditions, our website and the use of our website.

6. Limitations and exclusions of liability

6.1 Nothing in these terms and conditions will:

(a) limit or exclude any liability for death or personal injury resulting from negligence;

(b) limit or exclude any liability for fraud or fraudulent misrepresentation;

(c) limit any liabilities in any way that is not permitted under applicable law; or

(d) exclude any liabilities that may not be excluded under applicable law.

6.2 The limitations and exclusions of liability set out in this Section 6 and elsewhere in these terms and conditions: 

(a) are subject to Section 6.1; and

(b) govern all liabilities arising under these terms and conditions or relating to the subject matter of these terms and conditions, including liabilities arising in contract, in tort (including negligence) and for breach of statutory duty, except to the extent expressly provided otherwise in these terms and conditions.

6.3 To the extent that our website and the information and services on our website are provided free of charge, we will not be liable for any loss or damage of any nature.

6.4 We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control.

6.5 We will not be liable to you in respect of any business losses, including (without limitation) loss of or damage to profits, income, revenue, use, production, anticipated savings, business, contracts, commercial opportunities or goodwill.

6.6 We will not be liable to you in respect of any loss or corruption of any data, database or software.

6.7 We will not be liable to you in respect of any special, indirect or consequential loss or damage.

6.8 You accept that we have an interest in limiting the personal liability of our officers and employees and, having regard to that interest, you acknowledge that we are a limited liability entity; you agree that you will not bring any claim personally against our officers or employees in respect of any losses you suffer in connection with the website or these terms and conditions (this will not, of course, limit or exclude the liability of the limited liability entity itself for the acts and omissions of our officers and employees).

7. Breaches of these terms and conditions

7.1 Without prejudice to our other rights under these terms and conditions, if you breach these terms and conditions in any way, or if we reasonably suspect that you have breached these terms and conditions in any way, we may: 

(a) send you one or more formal warnings;

(b) temporarily suspend your access to our website;

(c) permanently prohibit you from accessing our website;

(d) block computers using your IP address from accessing our website;

(e) contact any or all of your internet service providers and request that they block your access to our website; and/or

(f) commence legal action against you, whether for breach of contract or otherwise.

7.2 Where we suspend or prohibit or block your access to our website or a part of our website, you must not take any action to circumvent such suspension or prohibition or blocking.

8. Variation

8.1 We may revise these terms and conditions from time to time.

8.2 The revised terms and conditions shall apply to the use of our website from the date of publication of the revised terms and conditions on the website, and you hereby waive any right you may otherwise have to be notified of, or to consent to, revisions of these terms and conditions.

8.3 If you have given your express agreement to these terms and conditions, we will ask for your express agreement to any revision of these terms and conditions; and if you do not give your express agreement to the revised terms and conditions within such period as we may specify, we will disable or delete your account on the website, and you must stop using the website.

9. Assignment

9.1 You hereby agree that we may assign, transfer, sub-contract or otherwise deal with our rights and/or obligations under these terms and conditions. 

9.2 You may not without our prior written consent assign, transfer, sub-contract or otherwise deal with any of your rights and/or obligations under these terms and conditions. 

10. Severability

10.1 If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect.

10.2 If any unlawful and/or unenforceable provision of these terms and conditions would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect. 

11. Third party rights

11.1 A contract under these terms and conditions is for our benefit and your benefit, and is not intended to benefit or be enforceable by any third party.

11.2 The exercise of the parties' rights under a contract under these terms and conditions is not subject to the consent of any third party.

12. Entire agreement

12.1 Subject to Section 6.1, these terms and conditions, together with our privacy and cookies policy, shall constitute the entire agreement between you and us in relation to your use of our website and shall supersede all previous agreements between you and us in relation to your use of our website.

13. Law and jurisdiction

13.1 These terms and conditions shall be governed by and construed in accordance with English law.

13.2 Any disputes relating to these terms and conditions shall be subject to the exclusive jurisdiction of the courts of England.

14. Our details

14.1 This website is owned and operated by Appleton AFC .

14.2 You can contact us:

(a) using our website contact form; or

(b) by email, using .

Child Protection Policy

Child Protection Policy

The FA Child Protection Policy Statement as adopted by Appleton AFC

  • Appleton AFC supports the FA's Whistle Blowing Policy.  Whereby, any adult or young person with concerns about an adult in a position of trust with football can 'whistle blow' by contacting the FA safeguarding Team on 0800 169 1863, by writing to the FA Case Manager at The Football Association, Wembley Stadium, PO Box 1966, London SW1P 9EQ or by emailing  or alternatively by going direct to the Police, Children's Social Care or the NSPCC.
    Appleton AFC encourages everyone to know about the FA's Whistle Blowing Policy and to utilise it if necessary.

  • Appleton FC understands that every child or young person, defined, as any person under the age of 18, who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from abuse.

  • This is the responsibility of every adult involved in football.
  • Appleton FC recognises its responsibility to safeguard the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. It is determined to meet its obligation to ensure that those clubs and organisations providing football opportunities for children and young people do so, to the highest possible standard of care. (Appendix 1 Football Association Regulation)
  • These procedures apply to anyone involved with Appleton Football Club whether in a paid or voluntary capacity. For example, volunteers, referees, and club officials, helpers on club tours, football coaches and medical staff.
  • Appleton FC embraces the policy that it will consider, having taken advice, whether anyone who has a previous criminal conviction or caution for offences related to the abuse of children or young people, violence or any sexual offences should be excluded from working with children and young people. This position is re-enforced by UK legislation and guidance. Appleton FC will support this by ensuring all Managers & Coaches of youth teams will undertake a CRB check through the Football Association.

The FA Child Protection Policy

(b) Club Objectives 

Are to:

  • Promote the awareness of club officials, parents and supporters towards the protection of the children involved from any actual or possible abuse
  • Comply with rules set down by the League and the Football Association
  • Promote best practice and encouragement at all times
  • Put the safety and needs of the children first

(c) Club Policy 

  • To promote the appropriate training methods to the relevant age group.
  • To ensure all equipment complies with all safety standards.
  • To promote positive and ethical behaviour from Club Officials, Parents and Supporters.
  • To give the same protection and respect to all children no matter whether a club member or not.
  • To encourage all Club Officials, Parents and Supporters to be positive and constructive at all times in relation to children’s performance.
  • To recognise the need to confront and eliminate any form of abuse, be it Verbal, Physical, Emotional or Neglect.
  • To record and act upon any reports of actual or potential Child Protection issues.
  • To take all-reasonable steps to ensure unsuitable people are prevented from working with children.

(d) Adherence

  • All club officials shall agree to abide by and adhere to the Child Protection Policy as specified by the FA and applied within the Rules and Constitution of the Club.

Data protection Policy

Data protection Policy

  1. About this Policy
    1. Appleton AFC (AAFC) (“we”, “our”, “us”) handle personal data about current, former, and on occasion prospective players and their parents or guardians, volunteers, committee members, other Club members, referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that we communicate with. 
    2. In your official capacity with AAFC you may process personal data on our behalf and we will process personal data about you. We recognise the need to treat all personal data in an appropriate and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR). 
    3. Correct and lawful treatment of this data will maintain confidence in AAFC, and protect the rights of players and any other individuals associated with the Club. This Policy sets out our data protection responsibilities and highlights the obligations of AAFC, which means the obligations of our, committee, volunteers, members, and any other contractor or legal or natural individual or organisation acting for or on behalf of the Club.
    4. You are obliged to comply with this policy when processing personal data on behalf of the Club, and this policy will help you to understand how to handle personal data.
    5. The AAFC committee will be responsible for ensuring compliance with this Policy. Any questions about this Policy or data protection concerns should be referred to the committee.
    6. We process volunteer, member, referee, coach, manager, contractor, committee, supplier and third party personal data for administrative and Club management purposes. Our purpose for holding this personal data is to be able to contact relevant individuals on Club business and our legal basis for processing your personal data in this way is the contractual relationship we have with you. We will keep this data for 6 months after the end of your official relationship with the Club, unless required otherwise by law and / or regulatory requirements. If you do not provide your personal data for this purpose, you will not be able to carry out your role or the obligations of your contract with the Club.
    7. All the key definitions under GDPR can be found here.
  2. What we need from you
    1. To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We have set out the key guidance in this section but please do read the full policy carefully.
    2. Please help us to comply with the data protection principles (set out briefly in section 3 of this policy and in further detail below):
      1. please ensure that you only process data in accordance with our transparent processing as set out in our Privacy notice;
      2. please only process personal data for the purposes for which we have collected it (i.e. if you want to do something different with it then please speak to the club secretary first).
      3. please do not ask for further information about players and / or members and / or staff and / or volunteers without first checking with the club secretary;
      4. if you are asked to correct an individual’s personal data, please make sure that you can identify that individual and, where you have been able to identify them, make the relevant updates on our records and systems;
      5. please comply with our retention periods listed in our Privacy Notice and make sure that if you still have information which falls outside of those dates, that you delete/destroy it securely;
      6. please treat all personal data as confidential. If it is stored in electronic format then please consider whether the documents themselves should be password protected or whether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider the security levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a car overnight or disposed of in a public place;
      7. if you are looking at using a new electronic system for the storage of information, please talk to the club secretary first so that we can decide whether such a system is appropriately secure and complies with GDPR;
      8. if you are planning on sharing personal data with anybody new or with a party outside the FA structure then please speak to the club secretary before doing so who will be able to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
      9. if you receive a subject access request (or you think somebody is making a subject access request for access to the information we hold on them) then please tell the club secretary as soon as possible because we have strict timelines in which to comply;
      10. if you think there has been a data breach (for example you have lost personal data or a personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to the club secretary who will be able to help you to respond.

If you have any questions at any time then please just ask the club secretary. We are here to help.

  1. Data protection principles
    1. Anyone processing personal data must comply with the enforceable principles of data protection. Personal data must be:
      1. processed lawfully, fairly and in a transparent manner;
      2. collected for only specified, explicit and legitimate purposes; 
      3. adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
      4. accurate and, where necessary, kept up to date;
      5. kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed; 
      6. processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
    2. We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.
  2. Fair and lawful processing
    1. This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
    2. Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met. 
  3. Processing for limited purposes
    1. The Club collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
    2. We will only process personal data for the purposes of the Club as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as possible thereafter.
  4. Consent
    1. One of the lawful bases on which we may be processing data is the individual’s consent.
    2. An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action. 
    3. Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. 
    4. Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
    5. Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
    6. Our Privacy Notice sets out the lawful bases on which we process data of our players and members.
  5. Notifying individuals
    1. Where we collect personal data directly from individuals, we will inform them about:
      1. the purpose(s) for which we intend to process that personal data;
      2. the legal basis on which we are processing that personal data;
      3. where that legal basis is a legitimate interest, what that legitimate interest is;
      4. where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
      5. the types of third parties, if any, with which we will share that personal data, including any international data transfers;
      6. their rights as data subjects, and how they can limit our use of their personal data;
      7. the period for which data will be stored and how that period is determined;
      8. any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
    2. If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
    3. We will also inform those whose personal data we process that we, the club, are the data controller in regard to that data, and which individual(s) in the club are responsible for data protection.
  6. Adequate, relevant and non-excessive processing
    1. We will only collect personal data that is required for the specific purpose notified to the individual.
    2. You may only process personal data if required to do so in your official capacity with the club. You cannot process personal data for any reason unrelated to your duties.
    3. The Club must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.
  7. Accurate data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data. 

  1. Timely processing

We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.

  1. Processing in line with data subjects’ rights
    1. As data subjects, all individuals have the right to:
      1. be informed of what personal data is being processed;
      2. request access to any data held about them by a data controller;
      3. object to processing of their data for direct-marketing purposes (including profiling);
      4. ask to have inaccurate or incomplete data rectified;
      5. be forgotten (deletion or removal of personal data);
      6. restrict processing;
      7. data portability; and
      8. not be subject to a decision which is based on automated processing.
    2. The club is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the County FA for guidance. 
  2. Data security
    1. We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
    2. We have proportionate procedures and technology to maintain the security of all personal data. 
    3. Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
    4. We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
    5. Our security procedures include:
      1. Entry controls. Any stranger seen in entry-controlled areas should be reported.
      2. Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold personal data.
      3. Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
      4. Equipment. Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
      5. Personal Devices. Anyone accessing or processing the club’s personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have the Clubs’s personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support the Club.
  3. Disclosure and sharing of personal information
    1. We share personal data with Cheshire County FA and The FA, the Warrington Junior Football League and with applicable leagues using Whole Game System.
    2. We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
    3. We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our employees, players, other individuals associated with the Club or others. 
  4. Transferring personal data to a country outside the EEA

We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided that one of the appropriate safeguards applies.

  1. Reporting a personal data breach
    1. In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual. 
    2. If you know or suspect that a personal data breach has occurred, inform a member of the committee immediately, who may need to escalate to the County FA as appropriate. You should preserve all evidence relating to a potential personal data breach. 
  2. Dealing with subject access requests
    1. Individuals may make a formal request for information we hold about them. Anyone who receives such a request should forward it to the board/committee immediately, and where necessary escalated to the County FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.
    2. When receiving telephone enquiries, we will only disclose personal data if we have checked the caller's identity to make sure they are entitled to it.
  3. Accountability
    1. The Club must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
    2. The Club must have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
      1. providing fair processing notice to individuals at all points of data capture;
      2. training committee and volunteers on the GDPR, and this Data Protection Policy; and
  4. reviewing the privacy measures implemented by the Club.
  5. Changes to this policy

We reserve the right to change this policy at any time. Where appropriate, we may notify you by email.

Club Privacy Notice

Club Privacy Notice

Appleton AFC ("we", "our", "us") take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified.

We collect, use, store and transfer some personal data of our participants and their parents or guardians, and other Club members.

You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches, to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/ Processing Activity

Lawful Basis for processing under Article 6 of the GDPR.

processing membership forms and payments/ subs

Performance of a contract

organising matches

Performance of a contract

sending out match or Club information and updates

Performance of a contract

sharing data with coaches, managers or officials to run training sessions or enter events

Performance of a contract

sharing data with leagues we are in membership of, county associations and other competition providers for entry in events

Performance of a contract

sharing data with committee members to provide information about club activities, membership renewals or invitation to social events

The Club has a legitimate interest to maintain member and participant correspondence for club community purposes.

sharing data with third party service or facility providers

The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members.

sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members.

publishing match and league results

Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian

sending out marketing information such as newsletters and information about promotions and offers from sponsors

Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.

To ensure we understand possible health risks

Consent. We will only process details on your medical history with your consent.

Who we share your personal data with

When you become a member of the Club, information regarding the player and (when the player is under 18) the parent/guardian is entered onto the FA's Whole Game System. Information regarding the player will be made to the County FA, the Warrington Junior Football League, the Cheshire Girls Football League and any other leagues or competition where it is necessary to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches, match organisers, tournament or event organisers relating to activities undertaken with the club. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data within 6 months of a participant or member leaving or otherwise ending their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject, you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time and may inform you of any changes in how we handle your personal data.

If you have any questions about this Privacy Notice then please contact the club secretary at