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PRIVACY POLICY

Castle Cary Rugby Football Club Limited

Last updated: 3rd January 2026

 

Castle Cary Rugby Football Club Limited ("we", "us", "our") is a community rugby club affiliated with the Rugby Football Union (RFU). We are committed to protecting your personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains, in clear and simple terms, how we use personal data in connection with our website, membership, and rugby activities.

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1. Who We Are

Data Controller: Castle Cary Rugby Football Club Limited
Email: ccrfc.secretary@outlook.com
Website: www.castlecaryrfc.com

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2. What Personal Data We Collect

We only collect personal data that is necessary to run the club safely and effectively. This may include:

  • Names and contact details (email, phone, address)

  • Date of birth (particularly for youth players)

  • Membership and player registration details

  • RFU GMS (Game Management System) information and RFU ID numbers

  • Emergency contact details

  • Relevant medical or safeguarding information (where required and appropriate)

  • Payment and subscription records (we do not store card details)

  • Basic website usage data (cookies and analytics)

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3. How We Use Personal Data

We use personal data to:

  • Manage club membership and subscriptions

  • Register players, coaches, referees, and volunteers with the RFU

  • Administer matches, training sessions, tours, and club events

  • Communicate important club information and fixtures

  • Meet RFU, safeguarding, insurance, and legal requirements

  • Protect the health, safety, and welfare of members

  • Manage payments, donations, and fundraising

We do not use personal data for commercial profiling or sell data to third parties.

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4. Lawful Bases for Processing

Under UK GDPR, our lawful bases include:

  • Contract: Membership, participation, and registration with the club

  • Legal obligation: RFU regulations, safeguarding duties, and statutory requirements

  • Legitimate interests: Running the club as a community sports organisation

  • Consent: Where required, such as for marketing communications or photography

  • Vital interests: Medical or emergency situations

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5. Sharing Personal Data

We may share personal data only where necessary, including with:

  • The Rugby Football Union (RFU) and associated rugby bodies (via GMS and related systems)

  • Coaches, team managers, and club officials (on a need-to-know basis)

  • Service providers supporting the club (e.g. website hosting, email, payment processors)

  • Authorities or regulators where required by law

All recipients are expected to handle data securely and lawfully.

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6. Children and Safeguarding

The club takes safeguarding seriously. Personal data relating to children is processed in line with RFU safeguarding policies. Where required, parental or guardian consent is obtained and data access is restricted to authorised individuals.

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7. Data Retention

We keep personal data only for as long as necessary for club, RFU, legal, and safeguarding purposes. Some information (such as safeguarding records) may be retained for longer periods in line with RFU guidance.

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8. Your Rights

You have rights under UK data protection law, including the right to:

  • Access your personal data

  • Correct inaccurate or incomplete data

  • Request deletion of data (where applicable)

  • Object to or restrict certain processing

  • Withdraw consent at any time (where consent is used)

Requests should be sent to us using the contact details above.

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9. Cookies

Our website uses cookies. Please see our Cookie Policy below for details.

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10. Complaints

If you are unhappy with how we handle personal data, please contact us first. You also have the right to complain to the UK Information Commissioner’s Office (ICO):

Website: https://ico.org.uk
Telephone: 0303 123 1113

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Cookie Policy

This Cookie Policy explains how Castle Cary Rugby Football Club Limited uses cookies on its website.

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What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help the site function properly and provide information on how the site is used.

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Cookies We Use

We use a limited number of cookies, which may include:

  • Essential cookies: Required for the website to function correctly (e.g. form submissions)

  • Analytics cookies: Help us understand how visitors use our website (e.g. page visits, traffic sources)

We do not use cookies for advertising or marketing purposes.

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Managing Cookies

You can control or delete cookies through your browser settings. Please note that disabling essential cookies may affect how the website functions.

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Changes to This Policy

We may update this Privacy and Cookie Policy from time to time. The most recent version will always be published on our website.

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