Privacy Policy

Welcome to the privacy notice of GBFC Win. Reading this page takes a few minutes, but it explains in plain language what personal information is handled when you browse the site, write to the club office, or use the academy scouting, matchday operations, and grounds consultancy services described across the website. The services described on this site are developed and operated by the developer GBFC Win on behalf of the company GBFC WIN LTD. This notice is written without jargon so that a first-year treasurer and a concerned parent can both follow it easily.

GBFC Win respects the quiet privacy of village football. A community club collects no more information than it needs for a fixture list, and GBFC WIN follows the same modest principle online. We collect only what is necessary, keep it for only as long as it is useful, and protect it with care that matches the way a grounds keeper watches over a goalmouth. If any sentence below is unclear, write to inquiry@gbfcwin.buzz and a member of the club office will explain it directly.

1. Introduction and Who Is Behind This Notice

GBFC WIN is a football club consultancy that helps community and village clubs plan scouting sessions, organise a full matchday, and care for their grounds. The services are built around fields, tea huts, stands with tin roofs, training slates, and the honest handshake line at the centre circle. Because these services work closely with clubs that include many younger players, GBFC WIN treats personal data with particular caution and never collects more than the service genuinely needs.

The company responsible for this notice, and the controller of any personal data processed through these pages, is GBFC WIN LTD, a company established in the United Kingdom at the address below. Wherever the pages of this website mention the developer or the club office, the reader can understand this as the team working on behalf of GBFC WIN LTD.

2. Scope of This Privacy Policy

This policy applies to every page hosted on the gbfcwin.buzz website, including the homepage, the club services page, the contact page, and any visitor who reaches the site through a search engine or a shared fixture link. It also applies to the email enquiries that arrive at the club office and to any forms or registers that GBFC WIN agrees to run for a partner club under a separate written agreement.

When GBFC WIN works with a specific football club, that club remains the controller of the personal data it holds about its own members and players. GBFC WIN acts as a processor for the parts of that club activity it supports, and this policy explains the boundary so that no one is left guessing about responsibility. A club collecting details about a young player for a trial morning is governed by that club own rules alongside this notice and by any advice GBFC WIN gives during the audit.

The services are aimed at clubs within the United Kingdom and, in particular, around the Castle Hill community of Windsor. Visitors from other countries should be aware that the services and this office are governed by the laws of the United Kingdom, and that their data may leave their own country as described further below.

3. Information the Services Collect

GBFC WIN gathers only a small set of information, and every piece of it has a purpose that a reasonable supporter would understand. The categories are listed here so that nothing is hidden in a long clause. First, when a visitor writes to the club office by email or through the contact page, GBFC WIN receives the name, the email address, and the message that the person chose to send, together with any affiliation they name, such as a club or a role.

Second, when a club enters a consultancy agreement, GBFC WIN may receive operational details about that club. These can include the name and contact details of the committee member acting as the point of contact, the address of the ground, the age groups that play there, fixture dates, and agreed rosters for stewards, tea hut helpers, and coaches. Third, through the scouting slate package, a club may share the names and simple performance notes of trialists, always following the club independent rules about younger players.

Fourth, the website itself may collect limited technical information through browser logs, such as the approximate visiting country, the pages opened on a device, and the time of the visit, in a form that does not usually identify an individual person on its own. GBFC WIN does not scan private mail, does not listen to telephone calls for marketing, and does not buy lists of personal data from other companies.

4. How Information Is Gathered

Almost all information reaches GBFC WIN because someone chose to provide it. The most common route is a written enquiry, either through the contact page or directly to the club office email address. A second route is the meeting that begins every club season, during which a committee member describes the club and its ambitions in conversation and on paper. A third route is the visit to the website, where technical logs and cookie data arrive automatically as described in the next sections.

The scouting-slate package can gather a small amount of player performance information, but only when a partner club hands it over under its own authority and with advice from GBFC WIN. GBFC WIN never approaches an individual player directly and never collects data from a child without the clear involvement of the responsible club and parent. No partner club is expected to share a trialist full address, medical file, or any sensitive background band unless a lawful reason requires it and the club says so explicitly.

Telephone conversations with the office may be noted in writing for the sake of an accurate fixture plan, but they are not recorded for marketing. When a voicemail is left on the number displayed on these pages, the office listens, returns the call, and deletes the recording as soon as the matter is resolved.

5. Personal Data Explained in Simple Terms

Personal data means any information that could identify a living person. A name alone is not always enough, but a name with an email address, or a name with a phone number and a club, usually is. GBFC WIN treats all such combinations as personal data and protects them accordingly. It is worth stating plainly that the club consultancy does not rely on unusual categories of data such as race, health conditions, or beliefs, and it asks clubs never to send such material to the office.

When the data relates to a child under the age of consent for the relevant club age group, GBFC WIN applies the highest caution. The office holds only what a specific trial or matchday register requires, and it insists that a responsible adult stays in control of any decision about that data at every step. The guiding rule is that a village club should be able to explain any single piece of data it holds to a parent in one calm sentence; if it cannot, that data should not be collected in the first place.

6. Lawful Bases for Processing

Under the law of the United Kingdom, personal data can only be processed when a lawful basis exists. GBFC WIN relies on a few clear bases and states them openly. The first is the contract basis, which covers data needed to deliver an agreed package of scouting, matchday, or grounds support to a club. The second is the legitimate interests basis, which covers the reasonable running of an honest small office, such as keeping a visitor safe, maintaining the website, and responding to enquiries.

The third basis is consent, which GBFC WIN asks for when the reason for processing is a choice rather than a necessity, such as sending a newsletter a supporter has requested or using a testimonial photograph, and consent can be withdrawn at any time with one email. The fourth is the legal obligation basis, which covers records that United Kingdom law requires a company to keep for tax and accounting purposes. GBFC WIN does not invent a basis after the fact; it chooses the correct one at the start of each processing activity and keeps the reasoning in mind.

7. Purposes of Processing

Every purpose for which GBFC WIN processes personal data is set out here so that a supporter can see the full picture. The first purpose is answering enquiries, which requires holding the enquiry message in a mailbox until the matter is closed and the thread is archived. The second purpose is delivering the consultancy agreement, which covers trip planning, roster writing, scouting slate notes, and reports for the partner club committee.

The third purpose is improving the website, which uses the anonymised technical logs described earlier to see whether a page loads quickly and whether visitors reach the contact details without difficulty. The fourth purpose is legal and financial record-keeping, which requires retention of invoices and correspondence that prove the accounts. The fifth purpose is security, which keeps the office systems, the mailbox, and the club registers safe from loss, misuse, and unauthorised access. Marketing is not a purpose of GBFC WIN unless a supporter has separately agreed to a name being placed on a newsletter list.

8. How Your Personal Data Is Used Day to Day

In day-to-day operation, GBFC WIN uses personal data sparingly and only where a task genuinely needs it. An enquiry about a junior section gives the office the name and address of the person who wrote, which is used to reply and to keep the thread clear from another club enquiry. A signed-up club gives the office the point-of-contact name and number, which appears on the roster sheet that helps a matchday steward know who leads a group on the day.

The office does not share personal data on public fixtures, does not publish a supporters list, and does not include a private number in a leaflet unless the club asks for that number to appear. Trialist scouting notes are returned to the responsible coach and held in a locked register that the parent can ask to see. Photographs of fields are shared with the club consent; photographs of young players are only ever shared with the separate, written consent of the responsible adult, as set out in the children section below.

9. Cookies and Similar Technology

GBFC WIN keeps the website deliberately simple, rather like a printed programme that a supporter can read without any account. The site uses a small number of essential cookies that make navigation work correctly, and it does not use advertising cookies that track a reader across the internet. The handful of so-called first party settings that the site stores in a browser, such as a record that the menu was opened on a small screen, are brief and harmless.

Because the contact page offers a mailto fallback, no message is processed by a third-party server before it reaches the club office. If GBFC WIN later adds a simple visitor counter or a map of the ground, this policy will be updated to say what that addition collects and how it can be refused. A supporter who prefers no cookies can simply set the browser to refuse them, and the village club pages remain fully readable because the site does not rely on data gathering for its core purpose.

10. Sharing With Third Parties

GBFC WIN does not sell personal data and does not trade it with any marketing network. The office shares personal data only when the law requires it, when a service provider must handle it to run the website or the mailbox, or when the person concerned gives clear consent. The small technical partners that keep the site online, such as the hosting company and the email provider, are bound to protect the data and are not allowed to use it for their own purposes.

Occasionally a partner club may ask GBFC WIN to pass a message between an age-group coach and a parent, and the office will do so strictly within the club own rules and only for that agreed purpose. Beyond these reasons, GBFC WIN would not reveal an individual year of birth to a sponsor, would not hand a stewards phone list to a league, and would not disclose a committee members home number without asking first. Any disclosure demanded by a court or a regulator is handled by law, and GBFC WIN first checks whether the demand is proper under the law and asks the individual where it is lawful and practical to do so.

11. Data Retention and Deletion

GBFC WIN keeps personal data no longer than the reason for keeping it. A simple enquiry is held in the mailbox until the conversation ends, and then the thread is archived and deleted after no more than twenty-four months. Data held under a completed consultancy agreement is retained for the length of the accounting period set by United Kingdom law and then erased, unless a continuing fixture or a repeat season needs a rolling record with the club fresh consent.

These retention periods are watched by the office at least once a year, rather like a grounds keeper inspecting the fences before the first frost. When the time comes, the deletion is a genuine removal from active systems and backups, not a quiet move to a folder marked old. A supporter can ask at any time which of these periods applies to data about themselves, and the office answers with a straight list rather than a shrug.

12. Children and Privacy

The village football world is full of children, and GBFC WIN treats the privacy of children with the highest care of anything in this notice. When a scouting slate or a trial register holds the first name and simple performance note of a young player, every decision about that data sits with the responsible club and the child parent, never with GBFC WIN alone. GBFC WIN explains to a club exactly what must be shown to a parent before any minor is placed on a slate.

GBFC WIN never markets directly to a child and never asks a child for personal data through the website. A photograph of a child at a fixture is used only with the clear written consent of the responsible adult, and the name is never attached to the photograph on a public page without a second, specific consent. If a responsible adult believes a young player details have been handled in error, the office corrects or removes the record quickly; contact details for that request can be found in the final section.

13. Security Measures in Place

GBFC WIN guards data the way it guards a goals and a stand roof, through steady, ordinary effort rather than dramatic measures. Office systems sit behind passwords and up-to-date protections, the website is served over a secure connection so a visitor letter travels safely, and the mailbox is watched for the usual tricks of the internet such as messages pretending to be the office. Personal data is not left on a shared noticeboard and is not written on the back of a programme for all to read.

The office also thinks about the human side of safety. Only the people who need a record to do their work see it, and the club office talks openly about the value of a strong password and a locked screen. If a security incident ever placed personal data at risk, GBFC WIN would tell the people affected and the relevant authority without delay and would set out honestly what happened, what was protected, and what was changed to keep the pitch safe again.

14. Your Legal Rights

A person whose personal data is held by GBFC WIN has clear rights under the law of the United Kingdom, and the office honours them without friction. The right of access lets a person ask what is held about them and receive a plain copy. The right of rectification lets a mistaken detail be corrected. The right of erasure, sometimes called the right to be forgotten, lets a person ask for removal where no lawful reason to keep it remains.

The further rights of restriction, of portability, and of objection allow a person to limit use, to move certain data, or to object on reasonable grounds. When GBFC WIN relies on consent as the basis for an activity, the person can withdraw that consent at any time with one email, and the withdrawal works for the future even if it cannot undo the past. These rights are exercised free of charge in the ordinary case, and GBFC WIN answers a request within the month the law allows unless a complex request needs a little longer, in which case the office says so.

15. International Transfers of Data

GBFC WIN is based in the United Kingdom and keeps most records within the country that it knows best. Because the website and the email service may use providers with servers in other countries, a small amount of technical data can be stored outside the United Kingdom in line with the safeguards that the law recognises. Where this happens, the transfer is protected by the standard clauses and technical controls that reputable providers honour.

The office states plainly that it never sends personal data to a country without those safeguards for a cheap gain or a quick convenience. If a supporter uses the club services while travelling abroad, the interchange of a message across borders is a natural part of that enquiry and is expected. Any specific question about where a particular record sits can be put to the office, which answers from its own records and vendor notices rather than from a guess.

16. Changes to This Privacy Policy

The village and the law both change slowly, and this policy is reviewed at least once a year to keep pace with them. When GBFC WIN changes the policy, the revised version is posted on this page with a new effective date at the top, and the office records the reason for any material change beside it. A change that widens how personal data is used is never applied without fresh and clear information and, where needed, fresh consent.

Frequent visitors are the ones who notice the detail, and the office encourages a reader to glance at this page again each season, much as a supporter checks the fixture card before the first Saturday of the year. The date at the top of the page shows how current this version is, and the contact details below are the route for any question about what a change means for a particular person or club.

17. Contact and Data Controller Details

The data controller is GBFC WIN LTD, and the club office is the first point of contact for anything in this notice. Every request is read by a person, not an answer machine, and the office replies within a working day wherever it can. The address that a supporter, a parent, or a club should note is the registered office shown below.

If a person is not satisfied with a response from the office, they also have the right to raise a concern with the Information Commissioners Office of the United Kingdom, the authority that supervises data protection in this country. The office hopes that a calm note through the email above settles almost every question first, because GBFC WIN would rather talk with a supporter on the touchline than leave anyone to a form and a queue.

GBFC WIN LTD · 1 Castle Hill, Windsor — SL4 1PD, United Kingdom (GB) · inquiry@gbfcwin.buzz · +16814006765