Clone of 2023/2024 Club Volunteer Registration Form

Club Volunteer Registration (2023/2024)

Complete the form below to register as a volunteer for the club. Twyford Comets Football Club is a FA Club Charter Standard club and to maintain this status, it is required to complete and pass an annual health check. This ensures that all new and existing volunteers have been CRB checked by the club, have attended mandatory courses and that controls are in place to ensure that all our players are properly safeguarded. The following information must therefore be provided by all regular volunteers before the start of every football season as part of our continued support for the FA Charter Standard Scheme. Any volunteer refusing to provide this information will be prohibited by the Club from working with any team.

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Twyford Comets Football Club Privacy Notice

Twyford Comets Football Club (Club) take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified.

We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.

You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose / Processing Activity	Lawful Basis for processing under Article 6 of the GDPR.
processing membership forms and payments/ subs	Performance of a contract
organising matches	Performance of a contract
sending out match or Club information and updates	Performance of a contract
sharing data with coaches, managers or officials to run training sessions or enter events	Performance of a contract
sharing data with leagues we are in membership of, county associations and other competition providers for entry in events	Performance of a contract
sharing data with committee members to provide information about club activities, membership renewals or invitation to social events	The Club has a legitimate interest to maintain member and participant correspondence for club community purposes.
sharing data with third party service or facility providers	The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members.
sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority	The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members.
publishing match and league results	Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian
sending out marketing information such as newsletters and information about promotions and offers from sponsors	Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent.
To ensure we understand possible health risks	Consent. We will only process details on your medical history with your consent.

Who we share your personal data with

When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data

We 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.

How long we hold your personal data

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data 3 months after a participant or member has left or otherwise 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. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.

If you have any questions about this Privacy Notice then please contact Andrew Farmery (clubsecretary@twyfordcomets.com)

Volunteer Codes of Conduct
**

I have read, understood, and accepted the codes of conduct for volunteers.
1. CODE of CONDUCT
  
  As a Twyford Comets FC Manager / Coach / Club Official, I will
  · Place the well-being, safety and enjoyment of each player above everything, including
  winning
  
  · Develop mutual trust and respect with every player to build their self-esteem
  
  · Explain exactly what I expect of the players and what they can expect from me
  
  · Ensure all parents/carers of all players under the age of 18 understand these expectations
  
  · Never engage in or tolerate any form of bullying
  
  · Encourage each player to accept responsibility for their own behaviour and performance
  
  · Ensure all activities I organise are appropriate for the players’ ability level, age and maturity
  
  · Co-operate with others in football (e.g. officials, doctors, physiotherapists, welfare officers) for each player’s best interests
  
  · Show respect to others involved in the game and adhere to the laws and spirit of the game, and always respect the match official’s decision.
  
  · Promote Fair Play and high standards of behaviour,
  
  · Never enter the field of play without referees permission, never engage in public criticism of the match officials
  
  · Never engage in, or tolerate, offensive, insulting or abusive language or behaviour
  
  · I will notify the Club as soon as I am aware of any issues, additional volunteers and any other information required for the management of the club. I will also respond to any request for information or request to disseminate information to my players (and their parents) as soon as possible.
2. PIGGOTT PARK 3G PITCH- PARTNER CLUB MANAGER USAGE AGREEMENT: 2023/24
  
  1. I will make sure all parents and spectators remain in the designated spectator area and ensure only players and coaches are permitted on the playing surface.
  
  2. It is my responsibility to ensure all of my players have the correct footwear to play on the 3G pitch and I will not allow any of my players to play with incorrect footwear.
  
  3. I will encourage my players to clean their boots on the cleaning brushes and will ask them to leave the playing surface if I identify mud or dirt coming from their boots.
  
  4. I will encourage my players to bring a water/sports bottle instead of a drink purchased from a shop. I will not allow any food to be consumed in or around the pitch. I will also ensure no chewing gum or cigarettes are used on the pitch.
  
  5. I will only use the pitch that I have booked and will not use space which I have not paid for.
  
  6. I will be responsible for my players and parents behaviour on site. I will not allow my players to spit or swear while on the pitch. I will always ensure the 3G management team are spoken to politely and will not allow any parent or player to be rude or disrespectful.
  
  7. When the bell sounds I will stop training and leave the pitch. As I exit I will conduct a quick visual check to ensure no litter is left on or around the surface.
  
  8. If my players require the toilet I will ensure they go into the gym block and use the toilets provided. I will not allow them to enter the building via the gym fire exit or relieve themselves in or around the facility.
  
  9. I will not allow any person to move the goals by themselves and will ensure they are moved correctly and safely by two people using the guidelines explained to me during the induction evening.
  
  10. I will place the goals back to their normal positions before leaving the pitch and will ensure the wheels are secure and the goals are safe.
  
  11. I will not allow my players to hang or climb on the goals or play with the netting at anytime.
  
  12. If I see any problems with the equipment, surface, goals or the facility I will report it to the pitch management team. If I suspect the surface is being used in an inappropriate manner or being used by a non-paying party I will report it to the management team immediately.
  
  13. When on the school site I will ensure both parents and players act in the appropriate manner and I understand that as part of the pitch’s consortium I have a role in the safeguarding of the pitch and facility
3. RESPECT
  1. On and off the field, I will:
    
    Use my position to set a positive example for the people I am responsible for
    
    Show respect to others involved in the game including match officials, opposition players, coaches, managers, officials and spectators.
    
    Adhere to the laws and spirit of the game
    
    Promote Fair Play and high standards of behaviour
    
    Respect the match official's decision
    
    Never enter the field of play without the referee's permission
    
    Never engage in, or tolerate, offensive, insulting, or abusive language or behaviour.
    
    Be aware of the potential impact of bad language on other participants, facility users or neighbours
    
    Be gracious in victory and defeact
  2. When working with players, I will:
    
    Place the well-being,safety and enjoyment of each player above everything, including winning
    
    Never engage in or tolerate any for of bullying
    
    Ensure all activities I organise are appropriate for the players' ability level, age and maturity
    
    Co-operate fully with others in football (e.g. officials, doctors, physiotherapists, welfare officers) for each player's best interests
4. MANDATORY COURSES
  1. The club will provide funding for any mandatory training requirements for the role.
  2. All Volunteers must have a CRB check performed by the Club
  3. All First Aiders must complete the FA Emergency Aid course
  4. All Managers and Coaches must complete the Safeguarding Children course.
  5. All Coaches must complete the FA Level 1 Coaching course
  6. All Committee members must do the Committee Club Safeguarding course
  7. The Child Welfare Officer must do the Child Welfare Officer course
5. I understand that if I do not follow the Code, any/all of the following actions may be taken by Twyford Comets FC, County FA or The FA
  1. I may be:
    
    Required to meet with the club, league or County Welfare Officer
    
    Suspended by the club from attending matches
    
    Suspended or fined by the club, league and/or County FA
    
    Required to leave or be sacked by the club
  2. In addition:
    
    My FA Coaching License may be withdrawn
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Club Volunteer Registration (2023/2024)

Volunteer Codes of Conduct