Privacy, Cookies & Terms of Use

2.1 Data We Collect

We may collect and process:

• •Identity data — name, date of birth, gender, age group.
• •Contact data — email, phone number, postal address.
• •Membership data — registration details, payment status.
• •Player data — attendance, match participation, performance notes.
• •Medical/safeguarding data — information required for safe rugby participation.
• •Parent/guardian data — for youth rugby.
• •Volunteer/staff data — role, DBS status, emergency contacts.
• •Website data — IP address, device type, cookies, browsing behaviour.
• •Event/tour data — sign-ups, travel details.
• •Photography/media — images or videos taken at Club events.

2.2 How We Collect Data

Data is collected when:

• •You register as a player, volunteer, coach, or member.
• •You complete forms on our website or WRU systems.
• •You communicate with us by email, phone, or social media.
• •You attend Club events, training sessions, or matches.
• •You appear in Club photography or video.
• •You use our website.

2.3 How We Use Personal Data

We use data for:

• •Rugby participation — team selection, training, fixtures, safeguarding.
• •Membership administration — payments, renewals.
• •Communications — newsletters, match updates.
• •Safety — emergency contacts, medical information.
• •Events & tours — organisation and safeguarding.
• •Website operation — analytics, security.
• •Legal compliance — WRU requirements, safeguarding, financial records.

2.4 Lawful Bases for Processing

We rely on:

• •Contract
• •Consent
• •Legal obligation
• •Legitimate interests

2.5 Sharing Your Data

We may share data with:

• •Welsh Rugby Union (WRU)
• •League organisers and referees
• •Technology providers
• •Medical professionals
• •Tour/event partners

We never sell personal data.

2.6 Children's Data

Youth data is processed only with parental/guardian consent and in line with WRU safeguarding guidance.

2.7 Photography & Media

Photos/videos may be taken at Club events. Consent is obtained where required. Removal requests are honoured.

2.8 Data Retention

• •Membership records — up to 6 years.
• •Youth data — until adulthood plus safeguarding requirements.
• •Financial records — minimum 6 years.
• •Website analytics — 12–24 months.
• •Photos — until consent is withdrawn.

2.9 Your Rights

You may:

• •Access your data
• •Request correction or deletion
• •Object to processing
• •Withdraw consent
• •Request portability
• •Contact the ICO

2.10 Data Security

We use secure hosting, access controls, encryption where appropriate, and safeguarding/data protection training.

3.1 What Are Cookies?

Cookies are small text files stored on your device to improve website functionality and user experience.

3.2 Types of Cookies We Use

• •Essential cookies — required for core functionality.
• •Analytics cookies — help us understand website usage.
• •Performance cookies — improve speed and responsiveness.
• •Functionality cookies — remember preferences.

3.3 Why We Use Cookies

Cookies help us:

• •Improve website performance.
• •Analyse traffic.
• •Enhance user experience.
• •Support login and membership features.

3.4 Managing Cookies

You can disable cookies via your browser settings. Essential cookies may be required for the website to function correctly.

4.1 Acceptance of Terms

By accessing or using any Gilfach Goch RFC website or digital service, you agree to these Terms of Use.

4.2 Website Content

All content is provided for general information. While we aim for accuracy, we do not guarantee completeness or reliability.

4.3 User Responsibilities

Users must:

• •Use the website lawfully.
• •Not attempt to breach security or misuse features.
• •Not upload harmful or inappropriate content.

4.4 Intellectual Property

All logos, branding, images, and content belong to Gilfach Goch RFC unless otherwise stated. You may not reproduce or distribute content without permission.

4.5 Links to Third-Party Sites

Our websites may contain links to external sites. We are not responsible for their content or privacy practices.

4.6 Liability

Gilfach Goch RFC is not liable for:

• •Website downtime
• •Loss of data
• •Third-party misuse
• •Errors or omissions in content

4.7 Changes to Terms

We may update these Terms of Use at any time. Continued use of the website indicates acceptance of updated terms.