Privacy Notice
How Oxfordshire Youth Football League uses and protects personal information.
Last updated: August 2026
Oxfordshire Youth Football League (OYFL) is committed to handling personal information responsibly and transparently. This Privacy Notice explains what information we use, where it comes from, why we use it, who we may share it with, how long we keep it and the rights individuals have in relation to their information.
OYFL acts as a data controller for personal information it processes for League administration and governance.
Who We Are
Oxfordshire Youth Football League organises and administers youth football competitions and related League activity.
For questions about this Privacy Notice or how OYFL uses personal information, contact the League Secretary using the contact details published on the OYFL website.
What Information We May Use
The information OYFL processes depends on a person’s relationship with the League. Depending on that relationship, this may include:
- name
- contact details
- club and team information
- player registration and eligibility information where required
- parent or guardian details where relevant
- referee information, including contact and administration details
- match, fixture and competition information
- disciplinary and complaint information
- safeguarding and welfare information where required
- payment, invoice and financial administration information
- committee and volunteer information
- information submitted through League forms or correspondence
- website usage and technical information, such as pages or sections visited, visit duration, referrer, approximate country, device or operating system and interactions with selected website features
OYFL aims to collect and use only the information reasonably required for the relevant purpose.
Where We Get Information From
OYFL may receive information:
- directly from individuals
- from member clubs and club officials
- from parents or guardians
- from referees and other match officials
- from County FAs
- through FA systems
- through OYFL forms and administrative systems
- through correspondence relating to League activity
Where information is provided to OYFL by a club, County FA or another football administration system, OYFL may not have collected it directly from the individual concerned.
How We Use Personal Information
| Purpose | Examples | Likely lawful basis |
|---|---|---|
| League and competition administration | club and team administration · registrations and eligibility · fixtures and results · competition management · communications necessary to operate the League | Contract and/or legitimate interests, depending on the relationship and activity |
| Referee administration | referee contact information · appointments · availability · administration and communications | Contract and/or legitimate interests |
| Financial administration | invoicing · payments · accounting · audit and financial controls | Contract, legitimate interests and legal obligations where applicable |
| Discipline, complaints and governance | complaints · disciplinary administration · appeals · League governance · dispute management | Legitimate interests, contract and legal obligations where applicable |
| Safeguarding and welfare | safeguarding concerns · referrals · welfare matters · information required to protect children and young people | Legal obligations, legitimate interests and the appropriate UK GDPR condition for any special category information |
| Website analytics and service improvement | understanding visits and use of the public website · measuring use of Quick Answers and other selected features · improving navigation, content, performance and self-service | Legitimate interests, subject to applicable privacy and electronic communications requirements |
| Optional communications | communications not necessary for League administration, where applicable | Consent where consent is the appropriate basis |
- club and team administration
- registrations and eligibility
- fixtures and results
- competition management
- communications necessary to operate the League
- referee contact information
- appointments
- availability
- administration and communications
- invoicing
- payments
- accounting
- audit and financial controls
- complaints
- disciplinary administration
- appeals
- League governance
- dispute management
- safeguarding concerns
- referrals
- welfare matters
- information required to protect children and young people
- understanding visits and use of the public website
- measuring use of Quick Answers and other selected features
- improving navigation, content, performance and self-service
- communications not necessary for League administration, where applicable
The lawful basis depends on the specific processing activity. OYFL does not rely on consent where another lawful basis is more appropriate.
Children and Young People
OYFL organises youth football and therefore processes information relating to children and young people.
We take particular care when handling this information and seek to limit its use and disclosure to what is necessary for football administration, safety, safeguarding and governance.
Parent or guardian information may also be processed where this is necessary to administer youth football or communicate appropriately about a child.
Systems We Use
OYFL uses a number of systems and services to administer League activity, including:
The FA Full-Time
For fixtures, results and competition administration.
The FA Competition Portal
For competition and football administration.
Base44
For the public OYFL website, forms, limited website analytics and internal administrative and finance-dashboard functions.
Centre Circle
For referee administration and supporting club administration.
The role of each organisation in relation to personal information depends on the particular service and processing activity. This notice does not seek to classify every service provider or football body under a single data-protection role.
Who We May Share Information With
Where necessary, OYFL may share relevant information with:
- member clubs
- The Football Association
- County Football Associations
- referees and match officials
- League officers and authorised volunteers
- providers of systems and services used to administer League activity
- professional advisers, auditors or authorities where necessary
- police, safeguarding bodies or regulatory authorities where required or appropriate
We only share personal information where there is a legitimate operational, safeguarding, regulatory or legal reason to do so.
Using This Website
OYFL does not use advertising cookies or use website analytics for advertising, behavioural profiling or cross-site tracking.
The website uses limited analytics provided by Base44 to understand how the website is used and to improve its content, navigation, performance and self-service features. Depending on the interaction, this may include the page or section visited, date and time, visit duration, referrer, approximate country, device type or operating system and selected actions taken on the website.
For Quick Answers, OYFL may record a sanitised version of a search phrase, the number of results returned, whether no result was found and which answer was opened. Obvious email addresses, telephone numbers and web addresses are removed from the analytics copy of the search phrase before it is sent. The Quick Answers search itself continues to use the original text entered by the visitor.
Base44 analytics uses browser storage, including local storage, and a pseudonymous identifier to distinguish visits or visitors and associate related analytics events. OYFL does not use that identifier to identify a visitor by name. The identifier may remain in the browser until the visitor clears site data. Analytics records are available to authorised users of the OYFL Base44 dashboard and are retained by Base44 in accordance with the analytics retention period applying to OYFL’s plan.
OYFL uses this analytics information only to understand and improve use of the website. It is not used for advertising or to make decisions about individual visitors.
The website and its hosting platform may also process technical information where necessary to deliver the site, maintain security, prevent abuse and diagnose technical issues.
International Processing
Some technology providers used by OYFL may process or store information outside the United Kingdom.
Where this happens, OYFL expects appropriate safeguards to be used in accordance with applicable UK data-protection law.
How Long We Keep Information
OYFL does not use one retention period for every type of information.
Information is kept only for as long as reasonably required for the purpose for which it is used, taking account of operational needs, football administration, safeguarding, financial and legal requirements, complaints, disputes and governance.
Different categories of information may therefore be retained for different periods.
OYFL periodically reviews the information it holds and deletes or anonymises information that is no longer required, subject to any safeguarding, legal, regulatory or dispute-related need to retain it.
How We Protect Information
OYFL takes reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to League systems and records should be limited to people who require that information for their role.
Your Data Protection Rights
Depending on the circumstances, individuals may have rights including:
- access to their personal information
- correction of inaccurate information
- erasure
- restriction of processing
- objection to processing
- data portability
- withdrawal of consent where processing is based on consent
These rights are not absolute and may not apply in every circumstance.
Requests should be made to the League Secretary using the contact details published on the OYFL website.
Automated Decision-Making
OYFL does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.
Raising a Concern
If you have a concern about how OYFL has used your personal information, please contact the League Secretary in the first instance so that we can review the matter.
You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.
Visit the Information Commissioner’s Office →Changes to This Notice
OYFL may update this Privacy Notice when its systems, processes or legal obligations change.
The current version will be published on this page together with its latest update date.