Privacy notice

Last updated: 30 July 2026

1. Who we are

Innishvilla AFC is a volunteer-led community football club based at Knocknacurra, Innishannon, Co. Cork. For personal data processed through this website and the club’s activities, Innishvilla AFC is the data controller.

Privacy enquiries and data-protection requests can be sent to innishvillafootballclub@gmail.com.

2. Information we collect

Depending on how you interact with the club, we may collect:

• your name, email address and phone number;
• the purpose of your enquiry and any optional comments you provide;
• for player enquiries, the child’s name, date of birth and gender;
• membership, volunteering, coaching, safeguarding or event information where required through a separate approved club process;
• technical information needed for website security and operation, such as basic server logs.

Please do not use the website form to submit detailed medical records, diagnoses or safeguarding reports. If a player has allergies, a disability, additional support needs or another sensitive matter, state only that a private follow-up is required. The club will then arrange an appropriate and more secure way to collect the minimum information needed.

3. Why we use personal information

We use personal information to:

• respond to enquiries and expressions of interest;
• consider player enrolment and volunteer applications;
• communicate about relevant club activities;
• administer membership, teams, events and club operations;
• meet safeguarding, insurance, regulatory and legal obligations;
• protect the security and proper operation of the website and club systems.

4. Our lawful bases

Depending on the activity, we rely on one or more lawful bases under the GDPR:

• steps requested before entering an arrangement or contract, such as responding to a membership or volunteer enquiry;
• legitimate interests, including running and protecting the club, communicating with members and responding to enquiries, where those interests do not override individual rights;
• legal obligations, including safeguarding, insurance, accounting or regulatory requirements;
• consent, where the law requires it and it has been requested clearly.

Special-category information, such as health or disability information, will only be collected where necessary through an appropriate club process and where a valid legal condition applies.

5. Children’s information

Children have the same data-protection rights as adults and merit specific protection. A parent or guardian must complete the website interest form for an under-18 player. We collect only the information needed to respond to the initial enquiry. More detailed information will be requested separately only when necessary for membership, participation, safety or safeguarding.

6. Website forms and service providers

The register-your-interest form is processed using Web3Forms and delivered to the club email account. Web3Forms acts as a service provider for form transmission and processing. We may also use other service providers for website hosting, email, registration, competition administration or secure document storage.

We only share personal information with service providers, governing bodies, leagues, insurers, authorities or professional advisers where necessary and lawful. Service providers are expected to process information only for the agreed purpose and with appropriate safeguards.

Where a provider processes information outside the European Economic Area, the club will rely on an applicable lawful transfer mechanism and appropriate safeguards.

7. How long we keep information

Website enquiries that do not progress to membership, volunteering or another club activity will normally be deleted within 12 months of the last meaningful contact. If an enquiry progresses, relevant information may become part of the applicable membership, volunteer, safeguarding, financial or operational record and will be retained under the club’s retention requirements.

We may retain information for longer where required by law, insurance, safeguarding obligations or the establishment, exercise or defence of legal claims. Information that is no longer needed will be securely deleted or anonymised.

8. Security and access

We use proportionate organisational and technical measures to protect personal information. Access is limited to authorised club officers, volunteers and service providers who need it for their role. No online service is completely risk-free, so users should avoid entering unnecessary or highly sensitive information into general website forms.

9. Your data-protection rights

Subject to applicable legal conditions, you may ask the club to:

• confirm whether we process your personal information and provide a copy;
• correct inaccurate or incomplete information;
• delete information that is no longer required;
• restrict or object to certain processing;
• provide information in a portable format where the right applies;
• withdraw consent at any time where processing is based on consent.

To exercise a right, email innishvillafootballclub@gmail.com. We may need to verify your identity before completing the request. Rights are not absolute and may be limited where another lawful obligation applies.

10. Complaints

Please contact the club first so that we can try to resolve your concern. You also have the right to complain to the Irish Data Protection Commission.

Data Protection Commission
6 Pembroke Row, Dublin 2, D02 X963, Ireland
www.dataprotection.ie

11. Cookies, analytics and external links

The website uses only the functionality required to operate the site unless additional analytics or embedded services are enabled. Links to Facebook, league websites, suppliers and other external services are governed by those organisations’ own privacy notices. If non-essential cookies, analytics or embedded media are introduced, the club will review the need for consent controls and update this notice.

12. Changes to this notice

We will review this notice when the club changes how it collects or uses personal information. The latest version will be published on this page with an updated revision date.