How Glasgow Southside Sports Club looks after your information
Glasgow Southside Sports Club is a community volleyball club running junior teams, recreational sessions for 11 to 18 year olds, and family sessions for primary age children and their parents at King's Park Secondary School, in partnership with Glasgow City Active Schools.
We are a company limited by guarantee registered in Scotland, company number SC894285, registered office 14 Fetlar Drive, Glasgow, Scotland, G44 5BL. We are registered with the Information Commissioner's Office under registration number ZC223908.
We decide how your information is used, which in data protection law makes us the data controller. Our Data Protection Lead is Dean Courtney, the club Secretary. If you have a question about anything in this notice, contact Volleyball@GlasgowSouthside.org and mark it for his attention.
We built our member app ourselves rather than buying one. That means the responsibility for looking after your information is ours and not a supplier, and we would rather say so plainly than let you assume otherwise.
| What we collect | Why we need it |
|---|---|
| First and last name | To know who is in the hall and to run attendance registers |
| Date of birth | To place you in the right age group and apply the right safeguarding arrangements |
| Email address and phone number | To confirm bookings and tell you if a session changes |
| A username, if you do not have an email address | So a young person can have their own login without needing an email account |
| Emergency contact name and number | So we can reach a responsible adult quickly if someone is hurt or unwell |
| Allergies, existing conditions and current injuries | So the coach running your session can keep you safe |
| Equality monitoring information | To check we are reaching the whole community and to report to funders. This is optional |
| Photography permission | So we know what you have agreed to before anyone points a camera. This is your choice and you can change it at any time |
| Booking, payment and attendance history | To run sessions, take fees and keep proper accounts |
For members under 16, a parent or guardian gives permission before an account is opened, and their contact details go on the record as the point of contact. A child does not need an email address to be a member. A parent can create a child's record without one. If the young person wants their own login later, the parent gives them a code and they choose a username.
If you are under 16, the app will not let you answer the health, photography or equality questions yourself. Those are your parent's to answer, and the app asks them rather than you.
Health information is limited to what a coach genuinely needs to keep you safe during activity: an allergy, a condition that could present while you are playing, or a current injury. It is not a medical history. Only the coach running your session sees it, only around the time of that session, and only for the people booked onto it. Every time it is opened, the system records who opened it. It is never used to decide selection.
Equality monitoring information is entirely optional. Every question offers a prefer-not-to-say answer, and skipping it changes nothing about your membership. We hold it separately from your main record, coaches never see it, and neither does our Child Wellbeing and Protection Officer. We report it only as totals that cannot identify anybody, and there is no way for anyone at the club to produce a list of members against their answers.
| Role | What they can see |
|---|---|
| Coach | Names of members booked onto their own sessions, and the emergency and health details for those members from 8 hours before the session until 12 hours after it. Outside that they see names only. |
| Club Administrator | Full member records, and every time they open one it is recorded. Held by three named committee members. They cannot suspend an account or unlink a parent. |
| Child Wellbeing and Protection Officer | Full member records, and every concern reported through the app. Only they can suspend an account or unlink a parent. They cannot export data or see equality monitoring answers. |
| Treasurer | Payment records and reconciliation. Anna Edvaldsson also holds Club Administrator access so the club can operate if the Chair is unavailable. |
| Everyone else | Nothing beyond their own record, and their child's record if they are a parent. |
We do not export member information to personal devices, personal email accounts or personal spreadsheets. Access is removed within five working days of a coach or volunteer leaving the club.
We never sell your information and we never share it for advertising.
Member information is held in a database hosted in London, in the United Kingdom. Payment information is held by Stripe. Where any provider transfers information outside the UK, they do so under the safeguards required by UK data protection law.
| Record | How long |
|---|---|
| Your member record and contact details | While your membership is current. Members renew each year on 1 June, and records are deleted 90 days after a missed renewal. |
| Health information | The same, and sooner if you ask us to remove it. |
| Parental permission records | Three years after the member leaves, as evidence that permission was properly given. |
| Attendance registers | We keep the record of sessions, but once your member record is closed your name is removed and only the age group, date and session remain. |
| Equality monitoring information | Turned into anonymous totals, after which the individual answers are deleted. |
| Photography permissions | While your membership is current, and re-confirmed each year at renewal. |
| Session credits you have bought | Until the end of the season on 1 June, with the same 90-day grace period. |
| Payment records | Six years, which company law requires. |
| Child protection records | As set out in our Child Wellbeing and Protection Policy. |
| We remove, for good | We keep, with nothing that says it was you |
|---|---|
| Your name and date of birth | The fact that somebody attended a session, so we can tell funders how many people came |
| Your email, phone number and username | Payment records, which company law makes us keep for six years |
| Your emergency contact and any health note | A member reference with no person attached to it |
| Your equality monitoring answers | |
| Your photography permissions and consent records | |
| Your login, so nobody can sign in as you again |
If you would rather we did not keep even that, tell us and we will talk it through with you honestly rather than pretending the choice does not exist.
Closing your account cancels any sessions you have booked. It does not automatically refund a membership you have paid for, so speak to us about that separately.
You can ask us to show you what we hold, correct anything wrong, delete your information subject to records we are legally required to keep, stop or limit a particular use, hand your information to you or another organisation, or withdraw consent you have given.
Two of these you can now do yourself in the app without asking us: seeing and correcting your own details, and closing your account.
A parent can exercise these rights on behalf of a child under 12. From 12, a young person in Scotland is generally presumed capable of exercising these rights themselves, though in practice we will usually involve a parent as well.
Write to Volleyball@GlasgowSouthside.org. We will respond within one month. There is no charge.
| We may use photographs of you for | What that means |
|---|---|
| Use inside the club | A squad photo shared with your team, images used for coaching review, a picture on the noticeboard at the venue. Not public. |
| The club's social media and website | Posted publicly on Instagram, Facebook or our website, where anyone can see them. |
| Press, funders and partner organisations | Given to local press, included in reports to funders, or shared with Glasgow City Active Schools and the school for their publicity. |
You can say yes to some and no to others. All three start as no. Saying no to all three changes nothing about your membership and nobody will ask you why.
Whatever you have agreed to, we never publish a child's surname alongside their photograph, never publish contact details, and never publish anything that shows where a named child trains and when. No photography or filming of any kind happens in changing rooms or toilets, by anyone, ever.
If you pay monthly for a membership, the app shows you what you have paid and what is still to come, and it updates as the season goes on. A missed payment does not stop you or your child from playing. We will talk to you about it rather than turn anyone away at the door.
If money is tight, the club has a small hardship fund. Ask a Club Administrator or email us. You do not need to explain yourself or provide proof, and nobody else at the club is told.
Tell us first at Volleyball@GlasgowSouthside.org and we will try to put it right. If you are still not satisfied you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. You can go to them directly at any point.
We review this notice at least once a year and whenever we change how we use information. If we make a significant change we will tell members and parents directly rather than only updating the page.
Your name, your date of birth, how to contact you, who to phone if you get hurt, and anything we need to know to keep you safe when you play, like an allergy or an injury. We also keep a record of which sessions you booked and which ones you came to.
No. If you do not have one, or you would rather not use it, your parent can set your account up and give you a code. You pick a username and a password, and that is how you sign in. Lots of people your age do it that way.
So we know who is coming to a session, so we can tell you if it moves or gets cancelled, and so that if you are hurt or unwell we can phone the right person straight away and tell them what they need to know.
Your coach can see your emergency contact and any health information, but only for the session they are running and only around the time it is on. Three people who run the club can see your whole record, and the app makes a note every single time one of them opens it. Robbie, who looks after everyone's wellbeing and safety, can see it too. Nobody else in the club can see it, and no other member can see your phone number.
Yes. If you are under 16, a parent or carer has to say yes before you can have an account, their phone number goes on your record, and they can see it and get a copy of anything we send you.
Some things are theirs to decide rather than yours: whether we can take photographs of you, and anything about your health. That is the law rather than us being awkward about it. If you want any of that changed, tell them, or tell a coach and we will sort it.
Almost never. The company that takes the payment sees the payment. If you get hurt badly we tell the ambulance service what they need. If we are worried that a young person is being harmed, we have to tell social work or the police, and we would not ask permission first, because keeping you safe comes before anything else.
You can do it yourself in the app. Go to your profile and choose to close your account. It asks you twice, because it cannot be undone.
Everything that says who you are goes: your name, your birthday, your phone number, your emergency contact, anything about your health, and your login. What we keep is that somebody came to a session, because we have to tell the people who give us money how many people we reached. There is nothing left on it that says it was you.
There is a Report a concern button in the app, in your profile. It goes to Robbie, the club's Child Wellbeing and Protection Officer, and to nobody else at the club. Not your coach. Not whoever runs the club. Not your parent.
You do not have to be sure, and you will never be in trouble for telling us. You can also tell any coach, or a parent.
If you are in danger right now, phone 999. You can also phone Childline free on 0800 1111, at any time of day or night, and they will not tell the club.