Privacy Policy

SFCA Privacy Notice, Protecting your privacy

Reflecting the new EU General Data Protection Regulation (GDPR), Surrey Football Coaches Association has a new Privacy Notice


This Privacy Notice explains in detail the types of personal data we may collect about you as a member or member's guest. It also explains how we’ll store and handle that data, and keep it safe.  We hope the following will answer any questions you have but if not, please do get in touch with us. It is likely that we’ll need to update this Privacy Notice from time to time. We will notify you of any significant changes, but you are welcome to come back and check it whenever you wish.

What is the Surrey Football Coaches Association?

We are a not for profit, volunteer run,  independent organisation.  The Surrey Football Coaches Association (SFCA) aims to help develop ALL coaches at all levels, whether novice or experienced.  We want to provide our members and our friends from neighbouring regions, opportunities to observe and discuss, thought provoking, innovative and educational coaching demo sessions, delivered on a regular basis by some of the best coaches in the country. We organise a wide variety of demos, delivered by a range of vastly experienced coaches from the professional, grassroots and educational side of football coaching.  These sessions are specifically designed to help coaches who want to expand their understanding and knowledge of all aspects of coaching, regardless of the age and ability of the players being coached.  


We only request and maintain your data with your consent. You have total control about what data we hold. A minimum set of data is mandatory if you wish to be a member of the Association, that is detailed below.

When do we collect your personal data?

  • When you register your or another as a member or a guest either for Association membership or for attendance at a coaching session
  • When you engage with us on social media.
  • When you contact us by any means with queries, complaints etc.
  • When you choose to complete any surveys we send you.
  • When you 'sign' the attendance register at a coaching event
  • When our Bank (RBS) or Credit Card payment vendor (STRIPE) – share payment information with us about subscription or other payment you have made. 

What sort of personal data do we collect?

You have a web subscription with us and a minimum data set is enforced at registration to ensure that you are uniquely identifiable and other members do not have access to your details. This data is as provided by you and you have access to change it at your discretion:

  • Username
  • Password
  • First name and Surname

Additionally, gender, date of birth, address, orders and receipts for subscriptions and coaching sessions, coaching qualifications, clubs associated with, email and telephone number are all optional data you can provide and at the point of provision you control the option to share on SFCA Website (with other registered members only) any of those details or keep them private for yourself and SFCA Committee

If you are a member of an Affiliate Club (Club Coaching package) you are required to disclose that club as that club pays the subscription and we will inform that club's point of contact to authorise your membership.

We retain payment card or payment back information for financial audit purposes only.

Your social media username and any other social media information is not held by SFCA.

Why and how do we use your personal data?

We exist for the benefit of our members. We use this information to:

  • Inform you of coaching events and coaching opportunities and manage annual subscription renewals.
  • Protect the Association and your subscription from fraud and other illegal activities. for example, by checking your password when you login.
  • Process your reservation requests for coaching events.
  • Process payments and to prevent fraudulent transactions. We do this to protect our members from mistakes and fraud.
  • Send you relevant, personalised communications by email regarding;
    • Coaching sessions.
    • General networking information
    • You can opt out of either at any time by informing us or checking the check box in the web site that you have access to
  • Send you survey and feedback requests to help improve our services. These messages will not include any promotional content. 

How we protect your personal data

  • We secure access to all transactional areas of our websites and apps using ‘https’ technology
  • Our website is provided by a third party Simmetrics Ltd, 13 Southway, Carshalton Beeches, SM5 4HP, United Kingdom better known as myClubhouse
  • Access to your personal data is password-protected, and sensitive data (such as payment card information, managed by STRIPE) is secured by SSL encryption
  • myClubhouse regularly monitors our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security

How long will we keep your personal data?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will be deleted completely .

  • Subscription and session fees
    • When you place an order, we’ll keep the personal data you give us for five years
  • Non renewed members
    • If you’ve not renewed your membership within the year your membership will be flagged as inactive and we will not contact you about further renewal or coaching session notices.

Any questions?

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:

Email us on https://www.surreyfootballcoachesassociation.com/Home/ContactUs or via the link on our Home Page

MyClubhouse is registered with the ICO for the purposes of Data Protection.  myClubhouse is classed as the “Data Processor”.   SFCA are classed as the “Data Controller”.  myClubhouse is GDPR compliant.  

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Surrey Football Coaches Association, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.