NG Academy Privacy policy

This is the privacy policy of NG Academy. It explains what personal information NG Academy collects about the people who play for it and the people who deal with it, why that information is collected, who it is shared with, how it is kept safe, and how someone can ask about their own information.

It covers the information NG Academy holds about a player, a parent or guardian, a coach, a volunteer, and anyone who registers an interest in the club.

It does not cover a club, a competition, a league or a website that NG Academy does not run. Where a player is entered into a competition that publishes its own rules about information, those rules apply to that competition.

• •Contact details for a player and for the parent or guardian the club deals with, such as a name, an email address, a phone number and, where the club needs one, a home address.
• •Details about a player, such as a date of birth, the teams, age groups and seasons they belong to, and a shirt number.
• •The answers given on a registration form, a sign up form, an enquiry, a contact form, or an order from the club shop.
• •Attendance at training and at matches, statistics recorded about a match, and any note a coach writes about a season.
• •A photograph of a player or a team where the club has added one, and any photograph or video taken at a club activity.
• •Any medical condition, allergy, medication or accessibility note the club records so that a player can take part safely. The club records this only because it has chosen to ask for it.
• •What has been charged and what has been paid, together with the record of a payment. A card number is never seen or kept by NG Academy.
• •Messages sent to the club, a document the club holds about a registration, and a signature where someone has signed an agreement with the club.

• •Through a registration form, a sign up form, an enquiry, a payment page, or an order from the club shop.
• •By email, by phone, by message, or in person at a club activity.
• •From a parent or guardian on behalf of a player, or from a coach, a competition organiser or another organisation, where that is needed for a player to take part safely.
• •Where it can, NG Academy collects information directly from the person it is about, or from that person's parent or guardian.

• •To register a member, place them in the right team and keep their record accurate.
• •To run a season, which includes fixtures, availability, attendance, team selection and results.
• •To collect fees and shop orders, to record what has been paid, and to send a request for payment, a reminder or a receipt.
• •To send the notices a club has to send, such as a sign in code, a change to a match, or news about the club.
• •To keep a player safe, where the club has recorded a medical, allergy or accessibility note.
• •To answer an enquiry and to keep the club's own record of what it has done, so the same question is not answered twice in two different ways.

The club uses information for purposes of this kind. It does not sell it, and it does not use it to follow a person around other websites.

NG Academy works with children and young people, and it treats information about them with particular care.

Where a young person is old enough to understand a decision about their own information, their view is taken into account. Where they are not, NG Academy asks a parent or guardian for the decision.

A person under eighteen should ask a parent or guardian to make a request about their own information on their behalf.

NG Academy asks for only the information it needs to run the activity a child is taking part in and to keep them safe.

Some of the information NG Academy holds, such as a medical condition, an allergy, a medication note or an accessibility need, needs more care than other information.

• •This information is kept only where it helps a player take part safely, and only the people who need it for that, such as the coach running the activity, can reach it.
• •Where consent is needed to collect or use this information, NG Academy asks for it first.
• •Tell NG Academy if a health or safety note changes, so the record stays current.

NG Academy may take or use photographs and video from training, matches, presentations and other club activities.

• •Photos and video may be used for club records, a player's development, a match report, a newsletter, a club page, or to tell families about the club.
• •Where an image identifies a player and is to be used beyond the activity itself, NG Academy asks first.
• •A player, or a parent or guardian, can ask NG Academy to stop using an image at any time, and NG Academy will stop. A request not to photograph or film a player at all is recorded and respected.
• •NG Academy cannot control photographs or video taken on their own initiative by a spectator, another team, an organiser or anyone NG Academy does not run.

• •The people at NG Academy whose role gives them access. An administrator can see the club's records, a coach can see the teams they coach, and a parent can see their own family.
• •A competition, a league or a governing body, where an entry or a registration has to be submitted for a player to take part.
• •A supplier the club uses to run an activity, such as a uniform supplier or a venue the club books, and only the part that supplier needs.
• •The services the club uses to send email, to take a card payment, to carry a message between the club and a member, or to store a file that has been uploaded to the club. Each of these receives only the information it needs for its own part.
• •Where the law requires it, or where it is needed to establish, exercise or defend a claim.

NG Academy does not sell personal information and does not give it to anyone for advertising.

When a card payment is made, the card details are entered on the payment provider's own page, and NG Academy never sees or keeps the full card number or the security code.

NG Academy keeps what it needs to run the payment, such as the payer's name, the amount, the status and a reference, so it can match a payment to a registration or an order and answer a question about it.

The payment provider handles the payment under its own terms.

Some of the services NG Academy uses to store information, send email or take a payment may process information in a country other than the one NG Academy is based in.

Where information is processed in another country, NG Academy chooses services that keep it secure, and it takes reasonable steps to see that the same care applies to it there.

If you want to know which services hold your information and where, ask NG Academy, and it will tell you what it can.

NG Academy contacts registered players and families about the things they are signed up for, such as training, matches, registrations, fees and safety.

NG Academy may also send news about its own programs and events.

• •A message about an existing registration, a fee or a safety matter is sent because it is needed to run the activity.
• •A promotional message can be turned off. Tell NG Academy if you do not want to receive them.
• •Turning off promotional messages does not stop the notices that are needed to run an activity a player is signed up for.

• •Information is held in the club's records on secure cloud infrastructure, and reaching it requires signing in.
• •A password is stored only as a value that cannot be turned back into the password, so a forgotten password is replaced rather than revealed.
• •Where a card is used, the card details are entered on the payment provider's own page and never reach the club.
• •What a person can reach follows their role, so a coach reaches the teams they coach and a parent reaches their own family. One club cannot reach another club's records.
• •Traffic to and from this website is encrypted.

NG Academy uses access controls and other reasonable steps to protect information from loss, misuse, unauthorised access, alteration or disclosure.

If NG Academy becomes aware that information may have been lost, misused or reached without permission, it will look into what happened and take reasonable steps to contain it and to reduce any harm.

Where a person needs to be told about what happened, NG Academy will tell them, and it will tell anyone else the law requires it to tell.

NG Academy keeps personal information only for as long as it is needed for the reason it was collected, to run the club's relationship with a member, or to meet a legal, accounting or insurance need.

Different records are kept for different lengths of time.

When information is no longer needed and there is no reason to keep it, NG Academy removes it or makes it anonymous where it can.

A copy held in a backup may remain until that backup is replaced in the normal course of things.

A parent or guardian can see their own family's record by signing in to the club portal, and a player can see their own. A coach can see the teams they coach.

To ask for a copy of a record, or to ask for something to be corrected, contact NG Academy using the details on this page. The club holds the record and decides what happens to it.

Tell NG Academy if something in a record is wrong or out of date, and it will correct it.

Where a request cannot be met in full, NG Academy will explain why.

You can ask NG Academy to remove personal information that is no longer needed.

Removal is not always possible straight away. NG Academy may need to keep a record for its own accounting, to meet a legal or insurance need, or to deal with a dispute.

Where only part of a record must be kept, NG Academy removes or makes anonymous the rest where it can.

If you think NG Academy has handled personal information incorrectly, tell NG Academy using the details on this page, and give enough detail for it to look into the matter.

NG Academy will review the complaint and reply within a reasonable time.

If you are not satisfied with the reply, NG Academy will tell you who else can look at it.

The club's pages may link to other websites, competition pages or services that NG Academy does not run.

Those services have their own policies about information, and NG Academy is responsible for its own handling of information, not for how another service behaves.

Check the policy of any service that is not run by NG Academy before giving it your information.

NG Academy updates this policy when what it does with information changes. The version published on this page is the current one, and the date it was last changed is shown on this page.

Where a change matters to information already held, NG Academy takes reasonable steps to tell the people it affects before the change applies.

Nothing in this policy is intended to take away a right or a remedy that cannot lawfully be excluded, including a right that applies to a person dealing with a business as a consumer.

Where this policy and a right that cannot be excluded differ, that right applies and this policy is read down to the extent needed.

A question about this policy, or about information NG Academy holds, goes to NG Academy, using the contact details on this page. If you are not sure whether something is covered here, ask, and the club will tell you what it does.