Privacy Policy

match of the dames
privacy notice

This privacy notice tells you what to expect us to do with your personal information. Here’s what’s covered:

• How to contact us

• What information we collect and use

• Our lawful bases for processing and your data protection rights

• How long we keep information

• Who we share information with

• How to make a complaint

How to contact us

If you have a query about how we process your personal data, you can reach us by email at: dataprotection@matchofthedames.co.uk

information we collect and use

We collect or use the following information to provide services and goods, including delivery and third party referrals:

• Names and contact details

• Gender

• Pronoun preferences

• Emergency contact details

• Photographs or video recordings

• Service use history

• Dietary information (including allergies and health conditions)

• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)

• Information about support requirements

• Website user information (including user journeys and cookie tracking)

• Information relating to compliments or complaints

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details

• Marketing preferences

• Recorded images, such as photos or videos

• Records of consent, where appropriate

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Purchase or service history

• Correspondence

Where do we get our data?

Currently, all the data we process either comes directly from you, or is created by us when you participate in Match of the Dames (such as photographs of events or records of how you’ve been involved.)

Lawful bases & data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for using your data

When we process your personal information, including to provide our services, keep in touch, or handle queries or complaints, we do so on the following lawful basis:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

How long we keep information

We only keep your data for as long as it’s needed, after which it’s destroyed securely on our next deletion cycle.

• When you contact us, we’ll keep your data for one year after our communication finishes.

• If you take get involved in Match of the Dames, we’ll keep hold of your information for five years after the fact.

• We’ll keep using your data for as long as you’re involved in the Match of the Dames community. If you decide to leave the community, we’ll remove your data a year after your last involvement.

Who we share information with

International transfers of data

Where necessary, we may transfer personal information outside of the UK - for example, where our IT infrastructure includes processors based in other countries, like the US.

When doing so, we comply with the UK GDPR to make sure your data remains safe and secure. We do this in all instances by ensuring our contracts with our data sub-processors include the EU’s Standard Contractual Clauses for international data transfers (SCCs).

Data processors

Microsoft

Microsoft host our email server. They will process any information you send to us in correspondence or submit to us via a form.

Microsoft is based in the United States.

Squarespace

Squarespace is our website host. They may handle cookies left on your web browser to help provide a good experience on our website, and will process information you submit via some of our forms.

From time to time, we may also post photographs, videos, and other media of Match of the Dames events on our website (which might include you).

Squarespace is based in the United States.

Fillout

Fillout hosts our forms - such as our application form and contact form. When you use one of these forms, any information you submit will be processed by Fillout.

Fillout is based in the United States.

Airtable

Airtable hosts our database where we keep records, among other things, about who has participated in Match of the Dames. When you contact us or get involved, we’ll keep any relevant information here, such as your name, contact details, and how you’re getting involved.

Airtable is based in the United States.

Google Analytics

Google Analytics provides us with semi-anonymous data on how people find and use our website (for example, the link they used to get here and how long they spend on the website).

Google is based in the United States.

Others we share information with

• Publicly on our website, social media or other marketing and information media (for example, when we post photographs or videos of events you were involved in)

• We may share your data with our partner football clubs, including Altrincham Football Club. This data is used to help our events run smoothly, as well as for record-keeping and statistical purposes.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice, and we will do our best to resolve your issue.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

 This policy was last updated on 19th May 2025.