Privacy Policy

Last updated: September 2026

Hillingdon United FC (“HUFC”, “the Club”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of everyone who engages with the Club.

This Privacy Policy explains what information we collect, why we use it, how we protect it and the rights you have in relation to your personal information.

For data protection purposes, Hillingdon United FC is responsible for the personal information we collect and use.

For any privacy or data protection enquiries, please contact:

Email: info@hillingdonunitedfc.com

1. Information We Collect

The information we collect will depend on how you interact with the Club and may include:

  • Name, date of birth and contact details;

  • Address and emergency contact information;

  • Player registration and football information;

  • FA Number (FAN) and league registration details;

  • Identification documents where required for player registration or eligibility;

  • Training, attendance, availability and match information;

  • Volunteer, coaching and qualification information;

  • Relevant health, medical or accessibility information;

  • Safeguarding information where necessary;

  • Payment and transaction records;

  • Photographs, videos and match or training footage;

  • Information submitted through Club forms or applications;

  • Communications and enquiries sent to the Club; and

  • Website usage and cookie information where applicable.

2. How We Use Your Information

We may use personal information to:

  • Register and administer players;

  • Complete FA, Middlesex FA and league registrations;

  • Manage training, fixtures, team administration and Club activities;

  • Contact prospective players about future opportunities;

  • Recruit and manage coaches, volunteers and Club officials;

  • Manage safeguarding and welfare responsibilities;

  • Process and record Club payments;

  • Communicate important information about the Club;

  • Respond to enquiries, complaints and requests;

  • Manage disciplinary or conduct matters;

  • Publish appropriate Club, match and player content;

  • Promote HUFC through our website, social media and other Club communications;

  • Maintain the security and administration of our website and systems; and

  • Meet our legal, regulatory, FA, County FA and league responsibilities.

3. Our Legal Basis for Using Your Information

We will only use personal information where we have an appropriate legal basis to do so.

Depending on the circumstances, this may include:

  • Contract – where information is required to administer your participation or involvement with the Club;

  • Legitimate interests – where reasonably necessary to operate, administer and develop HUFC;

  • Legal obligation – where we are required to process information by law;

  • Consent – where you have given permission for a particular use; or

  • Vital interests – where information is needed to protect someone's health or safety in an emergency.

Where we process sensitive information, such as health or safeguarding information, we will only do so where there is an appropriate legal reason and additional protection for that information.

4. Who We May Share Information With

Where necessary, we may share relevant information with organisations or individuals including:

  • The Football Association;

  • Middlesex FA;

  • Our affiliated league and competition organisers;

  • Authorised HUFC coaches, officials and volunteers;

  • Match officials;

  • Safeguarding organisations or authorities;

  • Emergency or medical services;

  • Insurance providers;

  • Payment providers such as Stripe;

  • Website, email, cloud-storage and technology providers; and

  • Police, local authorities or other statutory organisations where disclosure is required or appropriate.

We will only share information where there is a legitimate reason to do so and will seek to limit what is shared to what is reasonably necessary.

Hillingdon United FC does not sell personal information.

5. Photography, Video and Media

HUFC may take photographs or video recordings during matches, training sessions, trials, events and other Club activities.

These may be used for legitimate Club purposes including our website, social media channels, match reports, football analysis, promotional materials and Club communications.

Additional care will be taken when photography or video involves anyone under the age of 18, and appropriate permissions will be obtained where required.

If you have a concern about an image or recording used by the Club, please contact info@hillingdonunitedfc.com.

6. How We Store and Protect Information

We take reasonable steps to keep personal information secure and restrict access to those who need it for legitimate Club purposes.

Information may be held using secure email accounts, online forms, cloud-storage systems, football administration systems and other services used to operate the Club.

We will not keep personal information for longer than reasonably necessary. How long information is retained will depend on why it was collected and any legal, financial, safeguarding, insurance, FA or league requirements that apply.

Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.

7. Your Rights

Under UK data protection law, you may have rights relating to your personal information, including the right to:

  • Ask what personal information we hold about you;

  • Request a copy of your information;

  • Ask us to correct inaccurate information;

  • Ask us to delete information in certain circumstances;

  • Ask us to restrict how information is used;

  • Object to certain uses of your information; and

  • Withdraw consent where we rely on consent.

These rights do not apply in every circumstance and there may be legal reasons why we need to retain or continue using certain information.

To make a request, contact info@hillingdonunitedfc.com.

8. Data Protection Concerns and Complaints

If you have a concern about how Hillingdon United FC has collected, used or protected your personal information, please contact us at:

info@hillingdonunitedfc.com

We will acknowledge and consider data protection complaints in accordance with our legal obligations and seek to resolve concerns appropriately.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

9. Cookies and External Services

Our website may use cookies and similar technologies that help the website operate correctly and understand how it is being used.

Where consent is required for particular cookies, visitors will be given an appropriate choice through the website.

Our website may also contain links to third-party websites or services. Those organisations are responsible for their own privacy practices, and we encourage users to review their privacy information when providing personal details to them.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to the Club, our systems, football requirements or data protection law.

The latest version will always be available on the Hillingdon United FC website.

Contact

For questions about this Privacy Policy, your personal information or a data protection complaint, please contact:

Hillingdon United FC
Email: info@hillingdonunitedfc.com