Esher Rugby Football Club
Privacy & Cookies Policy
Last updated: 09/02/2026
Esher Rugby Football Club (“Esher RFC”, “we”, “us”, “our”) is committed to protecting and
respecting your privacy. This Privacy & Cookies Policy explains how we collect, use, store, and
protect personal data when you use our website.
This Policy applies between you, the user of this Website, and Esher RFC, the owner and operator
of this Website.
- Definitions
“Data”
means any information relating to an identified or identifiable individual, as defined by the UK
General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
“Cookie”
means a small text file placed on your device when you visit certain parts of the Website or use
certain features.
“User”
means any person accessing the Website who is not acting in the course of employment by Esher
RFC.
“Website”
means the Esher Rugby Football Club website and any associated sub-domains.
- Who We Are (Data Controller)
For the purposes of UK GDPR, Esher Rugby Football Club is the Data Controller.
If you have any questions about this Policy or your data, please contact:
Email: [club email address]
Address: Esher Rugby Football Club, [club address]
- Scope of This Policy
This Policy applies only to the actions of Esher RFC and Users in relation to this Website. It does
not apply to any external websites linked from this Website, including social media platforms.
- Data We May Collect
We may collect the following personal data:
- name
- date of birth (where required for age-grade, safeguarding, or membership purposes)
- gender
- role or position (e.g. player, coach, volunteer)
- contact details (email address, telephone number)
- postcode and general location data
- preferences and interests relating to rugby participation
- payment details (processed securely by third-party providers only)
- IP address
- browser type and version
- operating system
- usage data relating to visits to and interaction with the Website
- Lawful Basis for Processing
We process personal data under the following lawful bases:
- Consent – where you have actively opted in
- Contract – to administer membership, participation, or services
- Legal obligation – including safeguarding, RFU regulations, and governance
- Legitimate interests – to operate and improve the club and Website
- How We Use Your Data
Your data may be used for:
- club administration and governance
- membership, volunteering, and participation management
- safeguarding and compliance with RFU regulations
- communication relating to training, matches, events, and club activity
- website improvement and analytics
We will never sell your personal data.
- Sharing Your Data
We may share data with:
- The Rugby Football Union (RFU)
- league or competition organisers
- safeguarding or regulatory authorities where required
- trusted third-party service providers (e.g. payment processors, IT systems)
All third parties are required to process data securely and in line with UK GDPR.
- Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was
collected, including legal, regulatory, and safeguarding obligations.
- Your Rights
Under UK GDPR, you have the right to:
- access your personal data
- request correction of inaccurate data
- request erasure (where applicable)
- restrict or object to processing
- withdraw consent at any time
- lodge a complaint with the Information Commissioner’s Office (ICO)
- Security
Esher RFC takes data security seriously and has implemented appropriate technical and
organisational measures to protect personal data from loss, misuse, unauthorised access, or
disclosure.
- Cookies
This Website uses Cookies to ensure core functionality, analyse website traffic, and improve user
experience. You can manage Cookies via the Website cookie banner or your browser settings.
- Links to External Websites
This Website may contain links to external sites. Esher RFC is not responsible for the content or
privacy practices of those sites.
- Changes to This Policy
Esher RFC reserves the right to update this Policy at any time. Any changes will be posted on the
Website and take effect immediately
