Southern Ground Care Limited ("we", "our", "us") takes your privacy very seriously. This Privacy Notice sets out how we use and look after the personal information we collect from you. As the organisation who is responsible for, and controls the processing of your personal data, we are the data controller, and sometimes also the data processor, and will take reasonable care to keep your information secure and to prevent any unauthorised access or use of it.
1. Information we may collect from you
Personal data means any information about an individual from which that individual can be identified.
We may collect, use, store and transfer some personal data of our participants (and where necessary their parents or guardians), and other members. The data we collect from participants may include:
• Contact information, such as name of organisation, email address and telephone numbers.
Where we need to collect personal data to fulfil our responsibilities and a participant fails to provide that data, we may not be able honour or administer their participation in football.
2. How is your personal data collected?
A participant may give us their personal data by filling in forms or by corresponding with us by post, phone, email, in person, via our website or otherwise. This will typically be provided by a participant by inputting participant details into our contact submission form.
3. How we use personal data
We will use personal information only for the purposes for which we have been provided such with such information.
The reason we need a participants’ personal data is to be able to contact them regarding but not limited to quotes, pricing updates and scheduling of works. Our lawful basis for processing personal data is that we have a contractual obligation to provide an estimate to those asking for one.
We do not participate in direct marketing by post, by phone, e-mail, e-magazine, or SMS.
4. Sharing your personal data
We may share your personal data with our affiliates, suppliers and sub-contractors. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only permit third parties to process your personal data for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties if we are under a duty to comply with any legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
5. International Transfers
Some of our suppliers or third parties may process our personal data outside the European Economic Area (EEA) such as our website and email providers. We review the data protection terms of these suppliers to ensure that your personal data will only be transferred out of the EEA, if sufficient appropriate safeguards are in place.
6. Protection of your personal data
We are committed to protecting your privacy and 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. However, the nature of the Internet is such that the data may in some circumstances flow over networks without full security measures and could be accessible to unauthorised persons.
7. Data Retention
We keep personal data on our participants, members and other website users once they submit a contact form submission. We will delete this data in accordance with the ICO’s guide on retention which includes:
• the current and future value of the information;
• the costs, risks and liabilities associated with retaining the information; and
• the ease or difficulty of making sure it remains accurate and up to date
The appropriate retention period of personal data will be based on individual business needs which can include but is not limited to;
• after an individual has ended 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.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
When you visit our website, the website, we may collect, process and use informing about you which may not personally identify you but which may be helpful for improving the operation of the website. Such information may be collected through "traffic data" and may entail the use of "cookies", "IP Addresses" or other numeric codes used to identify your computer. You can delete cookies by or configure your computer to reject them, although this may disable the website’s ability to manage individual sessions.
Our Cookies Policy can be viewed by visiting here.
10. Your Rights
All data subjects have the right to:
• Request access to your personal data
• Request rectification of the personal data that we hold about you.
• Request erasure of your personal data where there is no good reason for us continuing to process it.
• Object to processing of your personal data for direct marketing, or where we are processing on the grounds of a legitimate interest of that interest is overridden by your rights and freedoms.
• Request restriction of processing of your personal data while we establish the data's accuracy, or verify an overriding interest to object to processing; where our use of the data has been unlawful but you do not want us to erase it; where you need us to hold the data to establish, exercise or defend legal claims.
• Request the transfer of your personal data to you or to a third party in a structured, commonly used, machine-readable format.
• Withdraw consent at any time where we are relying on consent to process your personal data.
• Complain at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
Complaints About Our Data Handling
If you have any cause for complaint about our use of your personal data, please contact us using the details provided above and we will do Our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
How to Contact Us
You can do this by emailing us at: