Pathfinders Football Camps
Effective Date: December 17th, 2025
Last Reviewed: December 17th, 2025
GDPR Compliant
This policy complies with EU General Data Protection Regulation (GDPR) standards.
1. Our Commitment
At Pathfinders Football Camps, the safety, well-being, and privacy of every participant are our highest priorities. We are committed to providing a secure environment for children and ensuring that all personal data is handled responsibly, transparently, and in accordance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR).
This policy explains:
- How we keep children safe during our programs
- How we collect, use, store, and protect personal data
2. Participant Safety & Welfare
2.1 Supervision & Care
- ✓Children are supervised 24/7 by trained staff and chaperones
- ✓Clear adult-to-child ratios are maintained at all times
- ✓Male and female supervisors are present where possible
- ✓Participants are never left unattended during travel, training, or excursions
2.2 Travel & Accommodation Safety
- ✓All travel is organized with reputable airlines and transport providers
- ✓Accommodation is vetted for safety, security, and child-appropriate standards
- ✓Controlled access is maintained at accommodation and training facilities
- ✓Clear daily schedules and curfews are enforced
2.3 Medical & Emergency Care
- ✓Medical and allergy information is collected with parental consent
- ✓First aid support and access to medical facilities are available at all times
- ✓Parents/guardians are notified immediately in the event of illness or injury
- ✓Travel insurance is included (or required) for all participants
3. Child Protection & Conduct
- •All staff, coaches, facilitators, and volunteers are required to follow a strict Code of Conduct
- •Any form of abuse, harassment, or inappropriate behavior is strictly prohibited
- •Safeguarding concerns are taken seriously and escalated immediately
Safeguarding Officer
4. Data Protection & Privacy
4.1 Information We Collect
We collect only the information necessary to safely operate the camp, including:
- •Parent/guardian contact details
- •Participant personal details (name, date of birth, gender)
- •Medical information (allergies, medications, emergency info)
- •Passport and visa details (where required)
- •Travel and accommodation details
- •Consent and authorization forms
4.2 How We Use Your Data
Personal data is used solely for:
- ✓Camp registration and administration
- ✓Travel, visa, and accommodation arrangements
- ✓Health, safety, and emergency management
- ✓Communication with parents, guardians, and coaches
- ✓Legal and regulatory compliance
We do not sell or misuse personal data.
4.3 When We Share Data
Data may be shared only when necessary with:
- •Visa authorities and embassies
- •Airlines and travel service providers
- •Accommodation partners
- •Medical professionals (in emergencies)
- •Official camp partners (e.g., FC Köln) strictly for program delivery
All partners are required to meet appropriate data protection standards.
5. Data Storage & Security
Secure Storage
Personal data is stored securely using password-protected systems
Restricted Access
Access is restricted to authorized personnel only
Physical Security
Physical documents are securely stored and handled
Limited Retention
Data is retained only as necessary then securely deleted
6. Photography, Media & Consent
- •Photos and videos are taken only with explicit parental consent
- •Media is used for documentation and promotional purposes only
- •Children are not identified by full names in public materials
- •Parents may withdraw media consent at any time in writing
7. Your Rights Under Data Protection Laws
Parents/guardians have the right to:
✓ Access Data
Request access to personal data
✓ Correct Data
Request correction of inaccurate information
✓ Withdraw Consent
Withdraw consent (where applicable)
✓ Delete Data
Request deletion (subject to legal obligations)
Requests can be made via:
8. Breach & Incident Management
- Any safety or data breach is investigated immediately
- Affected parties are notified where required by law
- Corrective actions are taken to prevent recurrence
9. Policy Review
This policy is reviewed annually and updated as necessary to reflect best practices and legal requirements.
10. Parental & Guardian Responsibilities
By registering for the camp, parents/guardians confirm that they:
- Have read and understood this Safety & Data Protection Policy
- Consent to the collection and use of data as outlined above