Privacy Policy

St Albans Shirley FC Privacy Policy

This Policy describes how St Albans Shirley FC (SASFC), incorporation number 2635013 of Edward Avenue, Edgeware, Christchurch collects, uses and discloses personal information and also explains your rights and how to contact SASFC.

SASFC is committed to protecting your personal information in accordance with the Information Privacy Principles (Principles) of the Privacy Act 1993 (Act).

This Policy also describes your personal information protection rights, including a right to object to some of the processing which SASFC carries out.

Personal information is any information about an identifiable individual. This Policy applies to personal information collected from and about members of SASFC and any other person whose personal information SASFC may collect from time to time.

Please read this Policy carefully.  This Policy explains:

• what kind of personal information SASFC collects; where SASFC collects personal information from;
• how SASFC uses personal information;
• how SASFC stores personal information;
• how SASFC may disclose your personal information;
• how you can access/amend your personal information; how long SASFC holds personal information;
• who you can contact for further information; and
• how you can make a complaint regarding any breach of the Principles.

From time to time, SASFC may review and update this Policy – for example, to reflect changes to the law, technology or our structure. You should check the version of this Privacy Policy available on our website or App periodically to read about any updates.

Summary of how SASFC uses your Personal Information

SASFC uses your personal information to administer your online and offline relationship with SASFC, to manage the safety and security of SASFC’s venues and events to comply with SASFC’s legal obligations and to provide you with SASFC’s products, services and other offerings. Some of this information will be provided by you, and others will be generated by SASFC or provided by third parties.

SASFC’s website may provide interactive features that engage with social media sites, such as Facebook, Instagram and Twitter. If you use these features, these sites will send SASFC personal information about you.

SASFC uses cookies and other tracking technologies to personalise content and advertising and to make SASFC’s content function better.

Where SASFC relies on your consent, such as for direct marketing purposes, or to place cookies, you can withdraw this consent at any time, by directly contacting office@sasfootball.club.

Section 1: What Personal Information SASFC collects

1. In the course of its operations, SASFC may collect, use and disclose the personal information of players, administrators, participants and other individuals for the purposes of governing, administering and promoting of the sport of football, as further described in this Policy. SASFC may also collect, use and disclose details of other people who come into contact with SASFC such as suppliers, subcontractors and other service providers, sponsors, advertisers, agents, and businesses.
2. In each case, the precise nature of the collection, use and disclosure of personal information by SASFC depends on the services you request and receive from, and your interaction with, SASFC.
3. The types of personal information held by SASFC may include (but is not limited to) your name, address, phone numbers, email address (and any other contact details), date of birth, gender, occupation, nationality, country of birth, evidence of NZ parentage and, if required, grand parentage, passports, residency details, social media details. Depending on the services you receive from SASFC, SASFC may also collect and hold details of and about your participation history, your club and membership history as well as your emergency contact information, driver’s license details, details of the items ordered or purchased from SASFC, parent’s passports, parent’s employment history, and any other information as required by any of the regional New Zealand football federations/associations, New Zealand Football, and/or FIFA to prove eligibility such as Birth Certificates, Certificates of Citizenship, Academic information (including records or correspondence from your school), Visa and immigration information.
4. In certain circumstances, SASFC may collect information about your health.  SASFC may use health information about you to ensure that football programmes in which you participate are run safely and in accordance with any specific health needs you may have and for insurance purposes.
5. When you provide SASFC with personal information, this Policy will apply to the manner in which the information is collected, used, disclosed and stored by SASFC. If you chose not to provide certain personal information, SASFC may not be able to communicate with you.  It may also affect SASFC’s ability to provide you with the products and services you require.  For example, you may not be able to register to play football or participate in some of the activities on the SASFC website if you do not provide certain personal information.

Section 2: Where SASFC collects your Personal Information

1.Personal information about you may be collected by SASFC from you or, where authorised by you, from a third party. SASFC uses forms, online portals and other electronic or paper correspondence to collect this information.

2. If SASFC provides online services to a child (under 18), SASFC will need parental/guardian consent for this, and may ask for a parent's or guardian’s email address, in order to ask for consent.

3. For example, SASFC may collect personal information about you:

a. from the SASFC website – www.sasfootball.club

b. when you provide personal information to SASFC when you register online, or when you are filling in forms approved by SASFC from time to time (including when you register to play football, register for a coaching or refereeing course, or any other football event hosted by SASFC);

c. when you contact SASFC by email, in writing or otherwise;

d. when you engage with SASFC via social media;

e. when you subscribe to receive football related newsletters or other information;

f. when you enter a competition that is being conducted by, or on behalf of, SASFC;

g. when you request information from SASFC or provide feedback to SASFC in relation to an event, promotion or other activity through the SASFC Site; and

h. if you participate in football.

4. SASFC may also generate or collect personal information about you by itself or from third parties.  In an online context, much of this is set out in section 6 (SASFC Sites, Cookies and Other Technologies).  SASFC may also collect personal information about you from third parties, including:

a. an SASFC member, regional association, club and/or a competition administrator registered with SASFC from time to time (Football Administrators);

b. your representatives;

c. SASFC corporate partners, licensees, sponsors, suppliers and broadcasters (SASFC Partners);

d. from event organisers, when you purchase tickets to a football related event;

e. when you login to a site or app (if applicable) using Facebook Connect you will be asked if you wish to share information from your Facebook account with SASFC.  If you use a "like" or a "share" button for a feature on SASFC’s site or app, then the third party will share information with SASFC;

f. from vendors, when you purchase football related merchandise;

g. the organisations identified under section 5 (Disclosing Your Personal Information) below;

h. publicly available information (such as telephone directories or websites); and

i. commercially available mailing and marketing lists.

5. SASFC also receives information about individuals that the police or other sports stakeholders recommend or require SASFC to ban individuals from SASFC’s premises, grounds and events.

Section 3: Using Your Personal Information

1.SASFC may use the personal information collected about you in a variety of ways, including:

• the general administration of the game of football, including statistical analysis and research and player welfare (including sharing of such information with regional federations/associations and New Zealand Football);
• for sending you newsletters and other football related communications;
• the promotion of the game of football, including the marketing to members by SASFC Partners of the game of football;
• to verify your identity;
• to organise, conduct and promote football competitions, matches, programmes and other events (including for the purpose of distributing newsletters and providing information);
• to develop programmes, activities, events, products and services relating to football;
• to provide you with information about SASFC products and services, including information about game and training schedules, events, merchandise and special offers, or which SASFC reasonably believe may be of interest you;
• to investigate and take action in the event that applicable laws or regulations are breached, including, but not limited to, codes of conduct;
• to carry out market research and surveys;
• to contact you if you win a prize in a competition you have entered and to send the prize to you; and
• any use that is reasonably apparent at the time the information is collected.

2. SASFC may also use the personal information collected about you:

• to administer, manage and improve the SASFC Site and to provide you with access to the same;
• to ensure that content from the SASFC Site is presented in the most effective manner for you and for your computer;
• to allow you to participate in interactive features of the SASFC Site (if any), when you choose to do so;
• for direct marketing communications from SASFC in relation to products, services, merchandise and special offers made available by SASFC or SASFC Partners. You will be able to opt-out of direct marketing at any time if you so choose, by utilising the unsubscribe feature on electronic marketing communications, or in the case of other direct marketing materials by contacting office@sasfootball.club in accordance with section 11 below.
• any use that is reasonably apparent at the time the information is collected.

Section 4: How SASFC stores your Personal Information

1.SASFC stores some personal information electronically through its registration system, ‘Friendly Manager’. And by way of third parties including but not limited to Grade Coordinators, Club Coaches, Team Coaches and Managers, and Tournament Organisers. SASFC stores some personal information in paper form at 5a Massey Crescent, St Albans, Christchurch 8014.

2. SASFC will take reasonable steps to safely and securely store your personal information against loss, unauthorised access, disclosure, use, modification or other misuse.

Section 5: Disclosing Your Personal Information

1.SASFC may share your personal information with a regional football association/federation and/or Football New Zealand, which may then use your personal information to administer the game of football and keep you updated with information about them.

2. SASFC may also share your personal information with third parties in relation to the operation of SASFC's business including:

• Regional football associations/federations and/or New Zealand Football and FIFA (Fédération Internationale de Football Association) and its members, including the Oceania Football Confederation;
• Sport New Zealand, and/or the New Zealand Olympic Committee;
• SASFC’s insurers (if any and if necessary);
• SASFC’s professional advisors, including accountants, auditors and lawyers;
• Third party service providers, suppliers and partners (including but not limited to Grade Coordinators, Club Coaches, Team Coaches and Managers, and Tournament Organisers);
• as required or authorised by law or where SASFC has a public duty or requirement to do so, including for purposes of safety and security; and
• where you have consented to your personal information being disclosed to others.

3. If you receive a product or service from, or your information is otherwise collected by, an SASFC Partner, the relevant SASFC Partner or Football Administrator may have a separate privacy policy which applies to their collection, use and disclosure of your personal information. You should refer to that privacy policy for further details about how the relevant SASFC Partner or Football Administrator may collect, process, use, store and disclose your information and how you can contact the relevant SASFC Partner or Football Administrator if you have any queries, or wish to make a complaint, about their handling of your personal information.

4. SASFC may appoint other organisations or volunteers to carry out some administration, processing and other services on SASFC's behalf.  This may require SASFC to share your personal information with service providers who perform services based on SASFC instructions.  SASFC service providers will not be authorised by us to use or disclose your personal information except as necessary to perform services on SASFC's behalf or to comply with legislation.

5. SASFC requires third parties to use your personal information for the specific purpose for which it was given to SASFC and to protect the privacy of your personal information.  SASFC will only disclose your personal information to third parties on the basis that such parties agree with SASFC to keep your information confidential.

6. If you do not permit the disclosure of some personal information as SASFC requests, SASFC may not be able to meet its legal obligations or may not be able to do business with you or register you as a member. If this is the case, SASFC will let you know.

Section 6: SASFC Sites, Cookies and Other Technologies

1.If you visit the SASFC Site, SASFC may record information such as your Internet Protocol (IP) address, browser type, Internet Service Provider (ISP), referring/exit pages, operating system, the SASFC Site pages accessed and any information downloaded.  This information is used for statistical, reporting and website administration and maintenance purposes, including identifying usage trends, to track users’ movements around the SASFC Site and to gather demographic information about SASFC users collectively.

2. Like many other websites, the SASFC Site may use ‘cookies’ from time to time. Cookies are small pieces of information that are stored by your browser on your computer's hard drive and they are used to record how you navigate an SASFC Site on each visit, including providing SASFC with information about who has seen which pages, properties and advertisements (including click through from emails), how frequently particular pages are visited and the most popular areas of the SASFC Site.  SASFC may use cookies to enrich your experience of using the SASFC Site by allowing SASFC to develop and improve the SASFC Site to reflect your interests by tailoring what you see to reflect what SASFC has learned about your preferences during your visits to the SASFC Site. This will mean some of your stored browsing history can be accessed by SASFC.

3. Apple iOS and Android Devices (as applicable)

By accessing any SASFC application from these devices you consent to cookies being stored to your device (and other tracking technologies being used to read information from your device) for the following purposes: keeping you logged in, ensuring that an appropriate version of content is presented, analytics and advertising.  Many of these cookies and technologies are essential to the operation of the application.  It is not currently possible to opt out or remove these cookies (or prevent use of these technologies) from the device without deleting the application.

4. In addition to cookies, SASFC use Google Analytics and other tracking software including but not limited to Google, Facebook, Instagram and Twitter retargeting throughout the SASFC Site to understand and optimise user experience and to improve SASFC advertising.  This tracking software collects and analyses certain types of information, including cookies, IP addresses, device and software identifiers, referring and exit URLs, onsite behaviour and usage information, and other similar information.  SASFC and the third party analytics service providers SASFC use may also use cookies to anonymously track and target advertising based on your browsing behaviour.

5. You do not have to accept cookies and can change your browser settings to prevent cookies being stored on your device.  But, if you do turn cookies off this will limit the service that SASFC is able to provide to you and may affect your visitor experience.  For further information on cookies and how to switch them off see www.allaboutcookies.org. (http://www.allaboutcookies.org/)

6. The SASFC Site may also detect and use your IP address or domain name for internal web traffic monitoring and capacity purposes, or to otherwise administer the SASFC Sites. No personal information is obtained, rather the patterns of use by visitors to a website may be tracked for the purposes of providing improved service and content based on statistical review of aggregated user website traffic patterns.

7. In some cases SASFC and its third party service providers may use cookies and other technologies such as web beacons and JavaScript on the SASFC Site in connection with online services like banner advertising, website analytics and surveys to collect information about your use of the SASFC Site. The use of these technologies allows SASFC and its third party service providers to evaluate a user’s use of the SASFC Site, deliver customised advertising content, measure the effectiveness of the advertising and provide other services relating to website activity and internet usage.  The services SASFC may use from time to time include Google Analytics, Nielsen, AdTech, and Facebook.  You can find more details in the privacy policies for those services, including information on how to opt-out of certain conduct.

8. When SASFC sends you emails or other electronic messages, SASFC may record where you open the message and click on particular links.  This helps SASFC better understand what information is of interest to you.

Section 7: Other Websites

1.To the extent that the SASFC Site contain links to sites operated by third parties, including other organisations, those linked websites are not controlled by SASFC and SASFC is not responsible for the privacy practices of the site operators.

2. Before you disclose your personal information on any linked websites or SASFC’s website, SASFC recommends that you examine the website’s privacy policy and terms and conditions of use.

Section 8: Protecting your Personal Information

1.SASFC takes the security of personal information seriously.

2. SASFC takes reasonable steps to protect the security and privacy of your personal information.  SASFC and its third-party provider have security systems in place which are intended to protect your personal information from misuse, loss, unauthorised access, modification or disclosure by the use of various methods including, for example, an IT system which ensures only authorised computers and employees are granted access to SASFC computer network and a security policy which controls what folders and files employees have access to. SASFC has directed its staff that personal information must be dealt with in accordance with this Policy and kept secure from unauthorised access or disclosure.

3. If you are considering sending SASFC any other personal information through the SASFC Site or other electronic means, please be aware that the information may be insecure in transit, particularly where no encryption is used (e.g. email, standard HTTP). Any transmission is therefore at your own risk.  Once SASFC has received your personal information, SASFC will take reasonable steps to protect all personal information within its direct control from unauthorised access.  If SASFC receives personal information about you which it did not request and which it does not reasonably require, SASFC may destroy or de-identify this information where appropriate.

4. Where SASFC has given you (or where you have chosen) a password that enables you to access certain parts of the SASFC Site or App, you are responsible for keeping this password confidential.  SASFC suggests that you do not share the password with anyone and to change it regularly.

5. If you reasonably believe that there has been unauthorised use or disclosure of your personal information, please contact office@sasfootball.club

Section 9: Disclosing Your Personal Information Abroad

1.Your personal information stored by SASFC may be transferred outside of New Zealand if required or if one of SASFC’s service providers or suppliers is located in a country outside New Zealand.  SASFC may also disclose your personal information outside of New Zealand in accordance with section 5 (Disclosing Your Personal Information), including to facilitate the registration of a player by an international football association.

2. In all cases, by providing your personal information to SASFC or using SASFC’s services, you consent to the disclosure of your personal information outside New Zealand as set out in this Policy, and acknowledge that SASFC is not required to ensure that overseas recipients handle your personal information in compliance with New Zealand privacy law. 

3. However, where practicable in the circumstances, SASFC will take reasonable steps to ensure that overseas recipients use and disclose such personal information in a manner consistent with this Policy.  You may have rights to enforce such parties' compliance with applicable data protection laws, but you may not have recourse against those parties under the Act in relation to how those parties treat your personal information.

Section 10: Access to and Correction of Your Personal Information

1.SASFC takes all reasonable precautions to ensure the personal information that SASFC collects, uses and discloses is accurate, complete and up-to-date.  However, the accuracy of that information depends on the information you provide.  SASFC recommends that you let SASFC know if there are any errors in your personal information and keep SASFC up-to-date with changes to your personal information such as your contact details.

2. You have the right to ask for access to the personal information SASFC holds about you, and you can request the correction or deletion of your personal data if it is inaccurate, incomplete or out of date. If you would like to do so, please contact the SASFC’s Privacy Officer to submit an enquiry to access the personal information SASFC holds about you.

3. If you provided your personal information via registration through ‘Friendly Manager’ you can also update your personal information at any time by logging into your membership profile and saving the updated information.

4. The rights set out in this Section 10 may be limited, for example if fulfilling your request would reveal personal information about another person, where it would infringe the rights of a third party (including SASFC’s rights) or if you ask SASFC to delete information which SASFC is required by law to keep or have compelling legitimate interests in keeping. Relevant exemptions are included in both the General Data Protection Rules and in the Act.  SASFC will inform you of relevant exemptions SASFC rely upon when responding to any request you make.

Section 11: Opting Out of Direct Marketing Communications

1.You can opt out of receiving direct marketing, messages or communications from SASFC at any time by following the unsubscribe instructions in the message sent to you.  If you wish to unsubscribe from communications SASFC send you, you can also send an email to office@sasfootball.club

Section 12: How long SASFC holds your Personal Information

1. SASFC will keep your personal information only for as long as necessary to achieve the purpose for which it was collected.

Section 13: Changes to This Policy

1. SASFC may modify, alter or otherwise update this Policy at any time by publishing the new version of the Policy on the SASFC website.  SASFC will indicate any changes by updating the date and version number of this Policy.  If you have any questions about this Policy, please contact the SASFC using the details below.

Section 14: Contacting SASFC and Making Complaints

1.You may contact SASFC by writing to office@sasfootball.club or Club Manager, St Albans Shirley Football Club, at 5a Massey Crescent, St Albans, Christchurch 8014

2. You may complain about SASFC’s collection, use, or disclosure of your personal information by contacting SASFC using the contact details above with your full name and contact details, together with a detailed description of the complaint. SASFC will respond to your complaint within a reasonable period of time and inform you of the next steps SASFC will take in dealing with your complaint. If SASFC is unable to resolve your complaint, SASFC will inform you of the steps available to you in those circumstances.

Date: 10 January 2023