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Aspull Juniors FC

Privacy notice

In force from 11 September 2026 · version 2026-09-11

Aspull Juniors FC is run by volunteers. To put a team out on a Saturday we have to hold some information about your child and about you — some of it, like an allergy, is the kind of thing that matters a great deal on the one day it matters.

This notice says what we hold, why, who can see it, and how long we keep it. If anything here is not what you expected, the last section says how to challenge it.

Who is responsible

Aspull Juniors FC is the data controller, based at Aspull Moor Sports Ground, Woods Road, Wigan.

The club has not yet published an address for data questions. Until it does, ask any committee member and they will pass it on.

What we hold about your child

  • Who they are. Their name, the name they prefer to be called, their date of birth, and their FA number if they have one. The date of birth is what decides which age group they play in — we work it out rather than storing it.
  • Medical details, if you give them. Conditions, allergies, medication, whether they carry an inhaler or an adrenaline pen, dietary needs, your GP surgery, and anything you want their coach to know. You can say there is nothing to report, and that is a complete answer.
  • Two emergency contacts. A name, a relationship and a phone number for each.
  • Your answers to five consent questions. Photography, social media, emergency treatment, away travel, and how their details are handled.
  • A photograph, if you choose to add one. It is used to help a manager recognise a child on matchday, and nothing else.
  • Football. Which squads they are in, which fixtures they were available for, which they were picked for.

What we hold about you

  • Your name, email address and phone number.
  • Which children you are the parent or guardian of.
  • What you owe and what you have paid. Card and bank details are never stored here — payments go through Stripe, and what we keep is a reference and the last four digits.
  • Messages between you and your child’s manager.
  • If you run a team, that you are DBS checked and when it expires. Never the certificate number.

Why we are allowed to hold it

  • To run the club. Registering a child, picking a squad, telling you when kick-off is. This is our legitimate interest in operating a football club, and the reason you signed up.
  • To keep children safe. Medical and emergency details are held so that an adult standing next to your child in an emergency knows what to do and who to ring. Where consent is not the right basis for that, protecting someone’s life is.
  • Because the law requires it. Financial records are kept for six years for HMRC. That obligation outlasts a request to delete, so a subscription stays on the books after a child’s record has gone — with their name removed from it.
  • Because you said yes. Photography and social media happen only where you have consented, and you can change your answer at any time in the app.

Who can see it

Not everybody in the club sees everything, and this is enforced by the system rather than by asking people to be careful.

  • You see your own children and nobody else’s.
  • Your child’s manager and coaches see their squad: names, photographs, medical details and emergency contacts — the information they need on a touchline. A member of staff whose DBS check has expired loses that access automatically on the day it expires.
  • The committee sees what their job needs. The treasurer sees what is owed and never a medical record; the welfare officer sees safeguarding matters.
  • Every time somebody opens a medical or emergency record it is logged — who, which child, and when. You can ask to see that log.

Who else handles it

We use a small number of suppliers to make the app work. They process information on the club’s instructions and for no other purpose.

  • Supabase — hosts the database and the photographs, in London.
  • Stripe — takes payments. Card and bank details go to Stripe and not to us.
  • Resend — sends the club’s email.
  • Expo, and Apple or Google — deliver notifications to your phone. A notification can contain a fixture, a message or a cancellation. It never contains medical information.
  • The Football Association — registration is done on the FA’s Whole Game System, which is separate from this app and has its own privacy notice. There is no automatic connection between the two.

How long we keep it

These are the periods the system actually enforces. Deletion happens automatically and cannot be undone.

The record of who looked at whatWhich adult opened which child's medical or emergency details, and when. Kept longer than the details themselves, because it is the evidence that the club handled them properly.Counted from the day the record was opened.
7 years
A child who has leftEverything held about a child: their name and date of birth, medical details, emergency contacts, consents, photograph, and the squads and fixtures they were part of.Counted from the day they left the club.
3 years
Somebody who asked about joiningA child's name and date of birth and a parent's contact details, sent through the website by a family asking about a team. Kept whether or not they joined, and deleted on the same clock either way.Counted from the day the enquiry was sent.
1 year
Notifications the club sentThe wording of notifications sent to phones, for the same reason.Counted from the day it was sent.
90 days
Invitations that were never usedAn email address the club invited and the link it was sent with.Counted from the day the invitation expired or was accepted.
90 days
Requests to join a teamA parent's note asking for their child to be added to a squad, once it has been approved or declined.Counted from the day it was decided.
90 days
Phones that stopped answeringA record of a phone that had notifications turned on and no longer does.Counted from the day it stopped answering.
90 days
Email the club sentInvitations, receipts and urgent notices, with the address they went to. Kept briefly so a "we never got it" can be answered.Counted from the day it was sent.
90 days
Files already deletedThe note saying a photograph was removed from storage, kept just long enough to prove it was.Counted from the day the file was deleted.
30 days

A record about a child where a safeguarding concern has been recorded is never deleted automatically, and the club can put any record on hold where there is a reason to keep it.

What you can ask for

  • A copy of everything we hold about you or your child.
  • A correction, if something is wrong. Most of it you can simply edit in the app yourself.
  • Deletion. We will do it, except where the law requires us to keep something — financial records, and anything connected to a safeguarding concern. We will tell you which of those applies rather than just refusing.
  • To withdraw a consent, at any time, in the app.
  • The log of who has opened your child’s medical or emergency details.

We answer within one month. If you are not happy with how we have handled it you can complain to the Information Commissioner’s Office at ico.org.uk.

Children

Children do not have accounts. There is nothing for a child to log into, no messaging between children, and no way for a child to be contacted through this app. Everything here is between adults, about children.

Changes

If this notice changes we will show you the new one in the app. Each version is dated, and we record which one you were shown, so “what did I agree to?” has an answer.