A template for your club. Your club is the data controller for its members' information and publishes its own privacy notice. This template gives you a solid starting point — fill in the [bracketed] parts, review it as a committee, adapt anything that doesn't match how your club actually works, and adopt it as your own.

Club privacy notice — a template for your club

Every club that collects members' details — and under UK data protection law the club, not its software, is responsible for them — should tell members plainly what it collects and why. Most platforms leave clubs to work this out alone. This page is a ready-to-adapt notice: copy it to your club's website (your ClubTitan site has a page for exactly this), fill in the blanks, and delete anything your club doesn't do.

Privacy notice — [CLUB NAME]

Who we are

[CLUB NAME] (“the club”, “we”) is a [unincorporated members' association / charitable incorporated organisation / company limited by guarantee — pick one]. We are the data controller for the personal information we hold about our members, players, parents and volunteers. For anything in this notice, contact [NAME/ROLE, e.g. club secretary] at [CLUB CONTACT EMAIL].

What we collect, and why

Membership and contact details — names, dates of birth, addresses, emails and phone numbers — to run memberships, teams and communications.
Family links — which parent or guardian is responsible for which child — because our junior members' accounts are managed by their guardians.
Health, support and other information you choose to give us about your child, and their previous club — so coaches can keep players safe (our duty of care).
Consents — for example photo consent — recorded per person and changeable by you at any time.
Payment records — what was owed and paid. We never see card numbers; payments are processed by our payment provider.
Bank details — only if you ask the club to pay you (an expense, a claim or a refund): sealed, the last four digits visible to you, the full number opened only by the officers who pay claims, each time logged.
Bank details of a business we pay — typed in by our treasurer to pay its bills: sealed, the full number opened only by the officers who approve bills, each time logged; a change is confirmed with the business by phone and approved by a second officer.
Photos, results and match reports — to celebrate and record what the club does, always subject to the photo-consent rules below.
[DELETE IF NOT USED: DBS check numbers and dates for coaches and volunteers — never the certificates themselves — to meet our safeguarding obligations.]

Our lawful bases are: performing our membership agreement with you; our legitimate interests in running the club; your consent, where we ask for it (for example photos); and our legal obligations (for example safeguarding). Where we rely on consent, you can withdraw it at any time.

Children

A child's information is provided and controlled by their parent or guardian, who can see it, correct it and withdraw consents at any time. Nothing about a child is made public unless a guardian has chosen it, and photos of children are only published where the guardian's photo consent is in place. A guardian can have a photo of their child taken down immediately.

Who we share it with

We run the club on ClubTitan, our club management platform, which processes members' information on our behalf as our data processor under a written data-processing agreement. ClubTitan's own privacy notice and its list of service providers are published at clubtitan.com/legal/privacy and clubtitan.com/legal/subprocessors. We also share what we must with [LEAGUE / COUNTY FA / NATIONAL GOVERNING BODY — name them] to register players and fulfil our affiliation, and with the authorities where safeguarding or the law requires it. We never sell members' information.

When available, ClubTitan can also show our club's content — our news, results, match reports and photos — beyond our club inside ClubTitan, to people who follow our club, our league, our area or our sport. A child's photo goes beyond our club only if their parent has chosen that. ClubTitan decides who that wider audience is, so ClubTitan is the controller for showing our content beyond the club. ClubTitan's own marketing outside ClubTitan never uses a member's or a child's photo without a specific release, asked for at the time.

When you join another club, you can re-use answers you gave your first club. We copy them only when you ask, and you see them first.

How long we keep it

We keep membership information while you're a member and for [PERIOD, e.g. two seasons] afterwards, then delete it — except records we must keep longer by law (for example certain financial and safeguarding records).

Your rights

You can ask us for a copy of your information, ask us to correct or delete it, object to or restrict how we use it, and take it elsewhere. You can see and manage most of it yourself in the club app at any time. To exercise any right, contact [CLUB CONTACT EMAIL]. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ico.org.uk).

Adopted by the committee of [CLUB NAME] on [DATE].

Notes for the committee (delete before publishing)

Fill every bracketed slot and delete any bullet that doesn't match what your club actually does — a notice that overclaims is worse than a shorter honest one.
If your club's income or activities mean it must register with the ICO and pay the data protection fee, that registration is the club's (the ICO's self-assessment tool at ico.org.uk tells you in two minutes).
If your club has unusual data practices, take advice on them before you publish.

Template last updated July 2026.