Data Protection Policy

The Club acts as a data processor and in doing so fully endorses and adheres to the principles of the General Data Protection Regulation (May 2018) and:

  • Only collects information needed for the administration of the Club.
  • Keeps the information secure.
  • Ensures the information is relevant and up to date.
  • Only holds as much information as we need and for as long as we need.
  • Requires members to ‘opt in’ to receive communications.
  • Disposes of information confidentially.
  • Upon request, allows members to see the information held.

Information Held:

Member information is held on the Spond Club platform in a secure, password-protected system.  The information stored is provided by members on application or renewal forms, specifically: Member/Guardian: name, address, telephone numbers, date of birth and e-mail address. Information is deleted/deactivated when members cease to be members for any reason.

Member information, separately supplied and maintained individually by members signed up with the app, of name, telephone number and profile picture (optional) is held by WhatsApp in the WhatsApp app.

Use of Information by the Club:

The Club uses member information to administer its membership database. For newsletter communications, we export members’ e-mail addresses to our chosen bulk e-mail platform, MailChimp. E-mails to our membership admin team, head coaches and committee members using the domain are captured and held securely with our third-party e-mail host. Data is not and will never be passed to other third-parties or used in any way not directly related to Club activities. Members date of birth information held in Spond Club is only used to identify appropriate membership category for junior members.

For those who have opted in, Age Group Managers, Committee Members and other relevant Club Administrators utilise members’ contact details on the Spond app to communicate club information e.g. match details and club events to members. Similarly, members may opt to join one of the Club’s WhatsApp groups, administered by the Age Group Manager/Admin and/or other appropriate nominated individual member of the Committee to receive club information e.g. match details and club events.


Important Club Documentation, none of which contains membership information, is held in a password-protected ‘Downley Dynamos JFC’ area using Google-Drive, administered by the elected Club Treasurer. The documents are only accessible to the Officers of the Club (Club Chair, Vice Chair, Club Secretary, Membership Secretary, Treasurer and other key Committee Members).

Regarding Club newsletters, we use MailChimp as it enables e-mails to be sent in bulk, without bouncing, at no financial cost. MailChimp has industry-standard security protocols - for full details visit Our account is password-protected, and access limited to the Club Events Coordinator.

Regarding the Spond app, members’ data is protected by Spond - for full details visit

WhatsApp privacy details can be found at:

Right to see information held by the Club:

Members may contact the Club Chair to see a copy of their personal information held by the Club.

Mark Newell (Chair)

Agreed & approved DDJFC Committee February 2024