Policies
Club Privacy Notice
At Rothwell F.C. Aztec Football Club (Club) we take your privacy very seriously.
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified.
We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.
You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
Where we need to collect personal data to fulfil Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.
Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided.
The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/ Processing Activity | Lawful Basis for processing under Article 6 of the GDPR. |
| processing membership forms and payments/ subs | Performance of a contract |
| organising matches | Performance of a contract |
| sending out match or Club information and updates | Performance of a contract |
| sharing data with coaches, managers or officials to run training sessions or enter events | Performance of a contract |
| sharing data with leagues we are in membership of, county associations and other competition providers for entry in events | Performance of a contract |
| sharing data with committee members to provide information about club activities, membership renewals or invitation to social events | The Club has a legitimate interest to maintain member and participant correspondence for club community purposes. |
| sharing data with third party service or facility providers | The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third party services is for the benefit of the Club, participants and its members. |
| sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority | The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members. |
| publishing match and league results | Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian |
| sending out marketing information such as newsletters and information about promotions and offers from sponsors | Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent. |
| To ensure we understand possible health risks | Consent. We will only process details on your medical history with your consent. |
Who we share your personal data with
When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.
We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data 12 months after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System then please contact them.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.
We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.
If you have any questions about this Privacy Notice then please contact the Club Chairperson.
Data Protection Policy
1. About this Policy
1.1 This Policy is to help clubs, County Football Associations and football leagues deal with data protection matters internally. This should be kept with other club / County Football Association / football league policies and a copy should be given (or made available) to all staff members, volunteers and others who come into contact with personal data during the course of their involvement with the club / County Football Association / football league.
1.2 The [Rothwell F.C. Aztec] Club, handle personal data about current, former, and on occasion prospective players [and their parents or guardians], employees, volunteers, committee members, other [Club/ County FA/League] members, referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that we communicate with.
1.3 In your official capacity with the Club, you may process personal data on our behalf and we will process personal data about you. We recognise the need to treat all personal data in an appropriate and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR).
1.4 Correct and lawful treatment of this data will maintain confidence in the Club, and protect the rights of players and any other individuals associated with the Club. This Policy sets out our data protection responsibilities and highlights the obligations of the Club, which means the obligations of our employees, committee, volunteers, members, and any other contractor or legal or natural individual or organisation acting for or on behalf of the Club.
1.5 You are obliged to comply with this policy when processing personal data on behalf of the Club and this policy will help you to understand how to handle personal data.
1.6 The Club committee will be responsible for ensuring compliance with this Policy. Any questions about this Policy or data protection concerns should be referred to the committee.
1.7 We process employee, volunteer, member, referee, coach, manager, contractor, committee, supplier and third party personal data for administrative and Club management purposes. Our purpose for holding this personal data is to be able to contact relevant individuals on Club business [or administer the terms of your employment], and our legal basis for processing your personal data in this way is the contractual relationship we have with you. We will keep this data for 12 months after the end of your official relationship with the Club, unless required otherwise by law and / or regulatory requirements. If you do not provide your personal data for this purpose, you will not be able to carry out your role or the obligations of your contract with the Club.
1.8 All the key definitions under GDPR can be found here.
2. What we need from you
2.1 To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We have set out the key guidance in this section but please do read the full policy carefully.
2.2 Please help us to comply with the data protection principles (set out briefly in section 3 of this policy and in further detail below):
2.2.1 please ensure that you only process data in accordance with our transparent processing as set out in our Privacy notice;
2.2.2 please only process personal data for the purposes for which we have collected it (i.e. if you want to do something different with it then please speak to the Club Chairperson first);
2.2.3 please do not ask for further information about players and / or members and / or staff and / or volunteers without first checking with the Club Chairperson.
2.2.4 if you are asked to correct an individual’s personal data, please make sure that you can identify that individual and, where you have been able to identify them, make the relevant updates on our records and systems;
2.2.5 please comply with our retention periods listed in our Privacy Notice and make sure that if you still have information which falls outside of those dates, that you delete/destroy it securely;
2.2.6 please treat all personal data as confidential. If it is stored in electronic format then please consider whether the documents themselves should be password protected or whether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider the security levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a car overnight or disposed of in a public place;
2.2.7 if you are looking at using a new electronic system for the storage of information, please talk to the Club Chairperson first so that we can decide whether such a system is appropriately secure and complies with GDPR;
2.2.8 if you are planning on sharing personal data with anybody new or with a party outside the FA structure then please speak to the Club Chairperson before doing so who will be able to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
2.2.9 if you receive a subject access request (or you think somebody is making a subject access request for access to the information we hold on them) then please tell [insert name] as soon as possible because we have strict timelines in which to comply;
2.2.10 if you think there has been a data breach (for example you have lost personal data or a personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to the Club Chairperson who will be able to help you to respond.
If you have any questions at any time then please ask the Club Chairperson. We are here to help.
3. Data protection principles
3.1 Anyone processing personal data must comply with the enforceable principles of data protection. Personal data must be:
3.1.1 processed lawfully, fairly and in a transparent manner;
3.1.2 collected for only specified, explicit and legitimate purposes;
3.1.3 adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
3.1.4 accurate and, where necessary, kept up to date;
3.1.5 kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed;
3.1.6 processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
3.2 We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.
4. Fair and lawful processing
4.1 This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
4.2 Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met.
5. Processing for limited purposes
5.1 The Club collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
5.2 We will only process personal data for the purposes of the Club as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as possible thereafter.
6. Consent
6.1 One of the lawful bases on which we may be processing data is the individual’s consent.
6.2 An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action.
6.3 Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. Consents should be refreshed every season.
6.4 Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
6.5 Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
6.6 Our Privacy Notice sets out the lawful bases on which we process data of our players and members.
7. Notifying individuals
7.1 Where we collect personal data directly from individuals, we will inform them about:
7.1.1 the purpose(s) for which we intend to process that personal data;
7.1.2 the legal basis on which we are processing that personal data;
7.1.3 where that legal basis is a legitimate interest, what that legitimate interest is;
7.1.4 where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
7.1.5 the types of third parties, if any, with which we will share that personal data, including any international data transfers;
7.1.6 their rights as data subjects, and how they can limit our use of their personal data;
7.1.7 the period for which data will be stored and how that period is determined;
7.1.8 any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
7.2 If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
7.3 We will also inform those whose personal data we process that we, the Club, are the data controller in regard to that data, and which individual(s) in the Club are responsible for data protection.
8. Adequate, relevant and non-excessive processing
8.1 We will only collect personal data that is required for the specific purpose notified to the individual.
8.2 You may only process personal data if required to do so in your official capacity with the Club. You cannot process personal data for any reason unrelated to your duties.
8.3 The Club must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.
9. Accurate data
We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
10. Timely processing
We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.
11. Processing in line with data subjects’ rights
11.1 As data subjects, all individuals have the right to:
11.1.1 be informed of what personal data is being processed;
11.1.2 request access to any data held about them by a data controller;
11.1.3 object to processing of their data for direct-marketing purposes (including profiling);
11.1.4 ask to have inaccurate or incomplete data rectified;
11.1.5 be forgotten (deletion or removal of personal data);
11.1.6 restrict processing;
11.1.7 data portability; and
11.1.8 not be subject to a decision which is based on automated processing.
11.2 The Club is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the County FA for guidance.
12. Data security
12.1 We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
12.2 We have proportionate procedures and technology to maintain the security of all personal data.
12.3 Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
12.4 We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
12.5 Our security procedures include:
12.5.1 Entry controls. Any stranger seen in entry-controlled areas should be reported.
12.5.2 Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold personal data.
12.5.3 Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
12.5.4 Equipment. Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
12.5.5 Personal Devices. Anyone accessing or processing the Club’s personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have the Club’s personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support the Club.
13. Disclosure and sharing of personal information
13.1 We share personal data with the County FA, The FA, and with applicable leagues using Whole Game System.
13.2 We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
13.3 We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our employees, players, other individuals associated with the Club or others.
14. Transferring personal data to a country outside the EEA
We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided that one of the appropriate safeguards applies.
15. Reporting a personal data breach
15.1 In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual.
15.2 If you know or suspect that a personal data breach has occurred, inform a member of the committee immediately, who may need to escalate to the County FA as appropriate. You should preserve all evidence relating to a potential personal data breach.
16. Dealing with subject access requests
16.1 Individuals may make a formal request for information we hold about them. Anyone who receives such a request should forward it to the board/committee immediately, and where necessary escalated to the County FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.
16.2 When receiving telephone enquiries, we will only disclose personal data if we have checked the caller's identity to make sure they are entitled to it.
17. Accountability
17.1 The Club must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
17.2 The Club must have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
17.2.1 providing fair processing notice to individuals at all points of data capture;
17.2.2 training committee and volunteers on the GDPR, and this Data Protection Policy; and
17.2.3 reviewing the privacy measures implemented by the Club.
18. Changes to this policy
We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.
1. FC Aztec
The club shall be called (the “Club”).
2. Objects
The objects of the Club shall be to provide facilities, promote the game of association football, to arrange matches and social activities for its members and community participation in the same.
3. Status of Rules
These rules (the “Club Rules”) form a binding agreement between each member of the Club.
4. Rules and Regulations
(a) The members of the Club shall so exercise their rights, powers and duties and shall, where appropriate use their best endeavors to ensure that others conduct themselves so that the business and affairs of the Club are carried out in accordance with the Rules and Regulations of FC Aztec, The Football Association Limited (“The FA”), County Football Association to which the Club is affiliated (“Parent County Association”) and Competitions in which the Club participates, for the time being in force. Where a breach of the above Rules and Regulations does occur then the committee will meet and discuss the breach and rule on any actions to be taken against any said member or members.
The Club will operate a 3-strike rule:
Strike 1: Will be a verbal warning the content being an explanation of the breach, the findings of the committee and the warning given to the member/members by no less than 3 committee members. The member/members in breach of the Rules and Regulations could be suspended from the club register for a period decided by the club committee.
Strike 2: Will be a written warning the content being an explanation of the breach, the findings of the committee and the written warning posted to the member/members address. The member/members in breach of the Rules and Regulations could be suspended from the club register for a period decided by the club committee.
Strike 3: Shall be the immediate removal of the member/members from the club register. Strike 3 can also be implemented without the first 2 strikes being applied if a serious breach of the Rules and Regulations occur. This could be a physical assault of another club member, match official and or visiting members of other clubs. A serious breach of child welfare policies in accordance with FA guidelines.
(b) No alteration to the Club Rules shall be effective without prior written approval by the Parent County Association. The FA and the Parent County Association reserve the right to approve any proposed changes to the Club Rules.
(c) The Club will also abide by The FA’s Child Protection Policies and Procedures, Codes of Conduct and the Equality Policy as shall be in place from time to time.
5. Club Membership
(a) The members of the Club from time to time shall be those persons listed in the register of members (the “Membership Register”) which shall be maintained by the Club Secretary.
(b) Any person who wishes to be a member must apply on the Club Registration Application Form and deliver it to the Club. Election to membership shall be at the discretion of the Club Committee and granted in accordance with the antidiscrimination and equality policies which are in place from time to time. An appeal against refusal may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register.
(c) In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.
(d) The FA and Parent County Association shall be given access to the Membership Register on demand.
6. Annual Membership Fee
(a) An annual membership fee shall be payable, due in ten monthly instalments from August each year, and shall be determined from time to time by the Club Committee and set at a level that will not pose a significant obstacle to community participation. Any membership fee shall be payable on a successful application for membership and annually by each member.
A further registration deposit set out by the club shall be payable and is non-refundable, due to the costs incurred to register such member
Any fees paid shall not be refundable, once the season has commenced, with the exception of the club being required to change the date and time of training sessions which may pose a problem for individual members. These cases will be reviewed individually by the committee and a full or partial refund may be awarded.
(b) The Club Committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objects of the Club.
7. Resignation and Expulsion
(a) A member shall cease to be a member of the Club if, and from the date on which, he/she gives notice to the Club Committee of his/her resignation. A member whose annual membership fee or further subscription is more than two (2) months in arrears shall be deemed to have resigned.
(b) The Club Committee shall have the power to expel a member when, in its opinion, it would not be in the interests of the Club for them to remain a member. An appeal against such a decision may be made to the Club Committee in accordance with the Complaints Procedure in force from time to time.
(c) A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the income and assets of the Club (the “Club Property”).
(e) Upon termination of membership all clothing and equipment with the club logo on purchased by the club or indirectly by a sponsor must be returned to the club within 14 days of membership termination.
8. Club Committee
(a) The Club Committee shall consist of the following Club Officers: Chairperson, Vice Chairperson, Treasurer, Secretary, Assistant Secretary and a minimum of 2 Child Welfare Officers elected at an Annual General Meeting.
(b) Each Club Officer and Club Committee Member shall hold office from the date of appointment until the next Annual General Meeting (“AGM”) unless otherwise resolved at an Extraordinary General Meeting (“EGM”). One person may hold no more than two positions of Club Officer at any time. The Club Committee shall be responsible for the management of all the affairs of the Club. Decisions of the Club Committee shall be made by a simple majority of those attending the Club Committee meeting. The Chairperson of the Club Committee meeting shall have a casting vote in the event of a tie. Meetings of the Club Committee shall be chaired by the Chairperson or in their absence the Club Secretary. The quorum for the transaction of business of the Club Committee shall be three.
(c) Minutes shall be kept of each AGM, EGM and manager’s meetings in the Club Minutes Book. The Minutes Book can be seen by any member, but written notice must be given 7 days before to the club secretary.
(d) Any member of the Club Committee may call a meeting of the Club Committee by giving not less than seven days’ notice to all members of the Club Committee. The Club Committee shall hold not less than four meetings a year.
(e) An outgoing member of the Club Committee may be re-elected. Any vacancy on the Club Committee which arises between Annual General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Club Committee members and approved by a simple majority of the remaining Club Committee members.
(f) Save as provided for in the Rules and Regulations of The FA, the Parent County Association and any applicable Competition, the Club Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club Rules.
(g) The position of a Club Officer shall be vacated if such person is subject to a decision of The FA that such person be suspended from holding office or from taking part in any football activity relating to the administration or management of a football club.
9. Annual and Extraordinary General Meetings
(a) An AGM shall be held in each year to:
(i) Receive a report of the activities of the Club over the previous year;
(ii) Receive a report of the Club’s finances over the previous year;
(iii) Elect the members of the Club Committee; and
(iv) Consider any other business.
(b) Nominations for election of members as Club Officers or as members of the Club Committee shall be made in writing by the proposer and seconder, both of whom must be existing members of the Club, to the Club Secretary not less than 21 days before the AGM. Notice of any resolution to be proposed at the AGM shall be given in writing to the Club Secretary not less than 21 days before the meeting.
(c) An EGM can be called at any time by the Club Committee and 7 days’ notice shall be given to all other club members.
(d) The quorum for a General Meeting shall be three committee members.
(e) The Chairperson, or in their absence a member selected by the Club Committee, shall take the chair. Save as set out at (f) below, each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the Chairperson of the Meeting shall have a casting vote.
(f) Any member aged under 18 years may not vote in a general meeting save that one of his or her parents/guardians may vote on his or her behalf.
(g) A committee member, or in their absence a manager, shall enter Minutes of the AGM, EGM and manager’s meetings into the Minute Book of the Club.
10. Club Teams
(a) At the AGM, the Club Committee shall appoint a team manager and team coach(s) and/or team assistant(s) to be responsible for each of the Club’s football teams. The appointed managers and coach(s) or assistant(s) shall be responsible for managing the affairs of the team. At managers meetings the team manager and/or assistants shall give a report on their teams’ progress. The team roles are as follows:
| Minimum Requirements | |||||
| Team Role | Responsibilities | FA Level 1 | Safeguarding Qualification | Emergency Aid Qualification | DBS Clearance |
| Team Manager | Directly involved in training and match sessions and has overall responsibility for all team matters | X | X | X | X |
| Team Coach(s) | Directly involved in match and training sessions and provides assistance to the team manager. | X | X | ||
| Team Assistant(s) | Not actively involved in training or match sessions but is able to supervise sessions and assist with team administration | X |
(b) To ensure the safety of all young people and volunteers, effective supervision is required to be no less than 2 adults. As a minimum requirement one of these must hold a minimum of FA Level 1 Coaching qualification, valid safeguarding, emergency aid qualifications and DBS clearance and preferably both adults will hold one of the above roles. An occasional helper may supervise a session pitch side without DBS Clearance in the event of volunteer shortages but this must not be a regular occurrence.
11. Transfer Policy
(a) The Club will operate its own transfer window for inter club transfers. A written request to transfer must be submitted by the parents of the member to the Club Secretary for consideration by the Club Committee between 1st May - 31st August or 1st January - 31st January. Inter club transfer requests submitted outside these dates will not be considered unless there is deemed to be a serious child welfare issue. Transfers can
only be completed in accordance with the timescales set out by the respective leagues. Any costs incurred by the club shall be payable by the parents of the member.
(b) The Club reserves the right to recommend inter club transfers of a member subject to agreement with the team managers and member within the timeframes set out in 11a.
(c) The Club will comply with league and county FA rules regarding external club transfers.
12. Club Finances
(a) A bank account shall be opened and maintained in the name of the Club (the “Club Account”). Designated account signatories shall be the Club Chairperson, the Club Secretary and the Treasurer. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account.
(b) The Club Property shall be applied only in furtherance of the objects of the Club. The distributions of profits or proceeds arising from the sale of Club Property to members are prohibited.
(c) The Club Committee shall have the power to authorise the payment of remuneration and expenses to any member of the Club (although a Club shall not remunerate a member for playing) and to any other person or persons for services rendered to the Club.
(d) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
(e) The Club may also in connection with the sports purposes of the Club:
(i) Sell and supply food, drink and related sports clothing and equipment;
(ii) Employ members (although not for playing) and remunerate them for providing goods and services, on fair terms set by the Club Committee without the person concerned being present;
(iii) Pay for reasonable hospitality for visiting teams and guests (agreed by the club committee); and
(iv) Indemnify the Club Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
(f) The Club shall keep accounting records for recording the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, at any time, the financial position, including the assets and liabilities of the Club. The Club must retain its accounting records for a minimum of six years.
(g) The Club shall prepare an annual “Financial Statement”, in such format as shall be available from The FA from time to time. A copy of any Financial Statement shall, on demand, be forwarded to the FA.
(h) The Club Property, other than the Club Account, shall be vested in not less than two and no more than four custodians, one of whom shall be the Treasurer (“the Custodians”), who shall deal with the Club Property as directed by decisions of the Club Committee and entry in the Minute Book shall be conclusive evidence of such a decision.
(i) On their removal or resignation, a Custodian shall execute a Conveyance in such form as is published by The FA from time to time to a newly elected Custodian or the existing Custodians as directed by the Club Committee. The Club shall, on request, make a copy of any Conveyance available to The FA. On the death of a Custodian, any Club Property vested in them shall vest automatically in the surviving Custodians. If there is only one surviving Custodian, an EGM shall be convened as soon as possible to appoint another Custodian.
13. Fund Raising
(a) Club and team events can only be organised with prior consultation and consent from a committee member.
(b) Any monies raised from events will be handed over to the club Treasurer with a costing spreadsheet of the event and any receipts within 28 days of the event finishing.
(c) The use of the club name and logo for non-sanctioned events is strictly prohibited and subject to copyright laws and will be treated as a serious breach of the club rules.
14. Fines
(a) In the event of the club being imposed fines in accordance with FA and League disciplinary procedures regarding inappropriate actions of its members, Officials, Parents, Guardians or Spectators. The Club retains the right to pass on such fines to the offending person(s) where it deems necessary in accordance with the Clubs constitution and codes of conduct. Notice in writing will be given to the offending person(s) of the fine imposed.
15. Dissolution
(a) A resolution to dissolve the Club shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.
(b) The dissolution shall take effect from the date of the resolution and the members of the Club Committee shall be responsible for the winding up of the assets and liabilities of the Club.
(c) Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be transferred to another Club, a Competition, the Parent County Association or The FA for use by them for related community sports.