Privacy notice

Who we are

Friends of Coleraine FC ("Friends", "we", "us") is a supporters' organisation founded in 2006 to support Coleraine Football Club and the wider community. For the information described in this notice, Friends of Coleraine FC is the data controller.

You can write to us at:

Friends of Coleraine FC
The Showgrounds, Ballycastle Road
Coleraine
BT52 2BS

This notice covers the information you give us through this website. If you join as a member, we will tell you separately how your membership information is handled.

What we collect

The only personal details we ask you for are the ones in our forms. When you use the contact or join form, we receive:

• your name;
• your email address;
• the subject you selected; and
• the message you wrote.

We do not ask for, and you should not send us, bank details or any sensitive personal information through this website.

Our website also keeps limited technical information automatically, as every web server does — see Technical information and logs below.

We do not run analytics, advertising or tracking of any kind on this site, we set no tracking cookies, and we do not build profiles of visitors.

Technical information and logs

Separately from anything you choose to send us, our hosting and monitoring keep a small amount of technical information automatically, as any website does. We use it only to keep the site working and to stop it being abused.

• Preventing abuse of our forms. When you send us an enquiry, the IP address it came from is held in temporary memory so that the form cannot be used to flood the committee's inbox. It is never written to a database, never stored alongside your message, and is cleared when the service restarts.
• Checking the site is up. An automated Microsoft Azure service loads our home page every few minutes and records whether it responded. That check is Azure visiting our site, not you, and the records it keeps contain nothing about the people using the website.
• Diagnosing faults. When the website asks our server for something — loading the events list, or sending your enquiry — Microsoft Azure's monitoring records that it happened: the time, which operation was called, whether it worked, and how long it took. Azure replaces the visitor's IP address with 0.0.0.0 before storing these records, so they cannot be traced back to you. They are deleted automatically after 30 days. Without them we would have no way of knowing that, say, the contact form had stopped working.

We keep no website analytics. We do not record which pages you viewed, what you clicked, where you came from, or anything that follows you between visits. Microsoft, as our hosting provider, keeps its own operational records as part of running the service, as any host does.

Our lawful basis is legitimate interests: running a website that stays up, can be fixed when it breaks, and is not abused. None of this is used to identify individual visitors or build profiles.

Why we use it, and our legal basis

We use your details for two separate things, and they have different legal bases. The second only happens if you ask for it.

Replying to you

We read your message, reply to it, and follow up on anything you have asked about — for example sending you membership information if that is what you requested.

Our lawful basis is legitimate interests: it is in both your interests and ours that we can answer an enquiry you chose to send us. We do not need your consent to reply to you.

News and fundraising emails

Our forms include a tick box asking whether you would like news, events and fundraising updates from Friends. It is never ticked for you, and you can send us an enquiry without ticking it — we will still reply.

If you do tick it, our lawful basis is your consent. We record what the tick box said and when you agreed, so we can show what you signed up to.

You can withdraw your consent at any time, and it is as easy to stop as it was to start: use the unsubscribe link in any email we send you, or email info@friendsofcolerainefc.org and say so. Withdrawing does not affect anything we sent before, and it will never affect your membership or our willingness to answer an enquiry.

We do not sell or swap mailing lists, and we will not pass your address to anyone else for their own marketing.

How long we keep it

Enquiries reach us as email, and we keep them only as long as we need them. In practice that means we delete an enquiry once it has been dealt with, and in any event within 24 months.

If you opted in to our news and fundraising emails, we keep your name and email address on our mailing list until you unsubscribe, along with the record of when you opted in and what you agreed to. Unsubscribe and we remove you from the list; we keep only a minimal note that you asked not to be contacted, so that we do not add you back by mistake.

If you go on to become a member, your details will then be held under our membership arrangements rather than under this notice.

Who else sees it

We do not sell your information, and we do not share it with anyone for their own purposes.

The only third party involved is Microsoft, who host this website and deliver our email on our behalf through Microsoft Azure. Microsoft processes the information only on our instructions. Our data is held in Microsoft's UK and European data centres.

Committee members and volunteers who need to deal with your enquiry will see it.

Cookies and site storage

This site does not use tracking or advertising cookies, and shows no cookie banner because it does not need your consent for anything it stores.

The only cookie the site sets is a sign-in cookie, created by Microsoft Azure when a committee administrator logs in to edit the site. It is strictly necessary for that person to stay signed in, and is never set for ordinary visitors.

All fonts, styles and images are served from this website itself, so simply visiting a page does not send your details — including your IP address — to advertisers, analytics providers, social networks or any other third party. Your request reaches only this site and the hosting provider described above.

Photographs

Our gallery and news pages include photographs taken at matches, events and community activities, which may show recognisable people.

If you appear in a photograph on this site and would prefer we did not use it, contact us and we will remove it.

Your rights

Under UK data protection law you have the right to:

• ask what information we hold about you, and get a copy of it;
• have inaccurate information corrected;
• ask us to delete information we no longer need;
• object to our use of your information, or ask us to restrict it;
• ask us to transfer your information to someone else, where that applies.

Exercising these rights is free, and we will respond within one month.

Contact and complaints

For anything in this notice, or to exercise any of the rights above, email us at info@friendsofcolerainefc.org, or write to Friends of Coleraine FC, The Showgrounds, Ballycastle Road, Coleraine, BT52 2BS.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, or by calling 0303 123 1113. We would appreciate the chance to put things right first.