Privacy Policy

RFU National League Rugby Association – Privacy Notice 

As an associate of the Rugby Football Union (RFU), which oversees RFU National Leagues One and Two, we are committed to protecting and respecting your personal information and being transparent about how we collect and use it.

Much of the data we process is to ensure the safe and efficient operation of RFU National League Rugby for our member clubs, their members, and players, including through our use of the RFU’s Game Management System (“GMS”).

This privacy notice explains what data is used and why. It also describes your data protection rights. We act as a Data Controller in relation to the personal information we process.

Contact details

Our website: https://nationalleaguerugby.com
Email: Data Protection Officer – dpo.natleaguerugby@outlook.com

What personal information we collect, use, and why

We collect or use the following information for administrative, content, updates, interactive and marketing purposes:

• Identity and contact details: names, addresses, phone numbers, email addresses.
• Club roles: e.g. Chairman, Secretary, Director of Rugby, Safeguarding Lead.
• GMS data from the RFU: RFU ID, name, gender, date of birth, home address, email, phone number, membership type and team involvement, records of discipline or misconduct.
• Participation data: match reports, team sheets, results, league tables.
• Usage data: IP address, browser type, pages visited (collected via cookies/analytics).

Where data relates to children or young players, we apply additional safeguards and may require parental/guardian consent where appropriate.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. Because we rely primarily on legitimate interests, most of your data protection rights apply (except the right to portability). These include:

• Your right of access – You have the right to ask us for copies of your personal information, including details about where we get it and who we share it with.
• Your right to rectification – You can ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure – You can ask us to delete your personal information.
• Your right to restriction of processing – You can ask us to limit how we use your personal information.
• Your right to object to processing – You can object to the processing of your personal data.
• Your right to withdraw consent – Wherever we rely on your consent, you may withdraw it at any time, although we may have other legal grounds for using your data.

If you make a request, we must respond without undue delay and within one month. To make a request, please contact us using the details above.

Lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information are:

• Legitimate interests – To manage and administer membership, run the National Leagues, maintain performance records, communicate with clubs and players, provide updates, improve services, and support marketing and interactive services.
• Consent – On occasions where we ask for consent, we will use data for the purpose explained at that time.
• Legal obligations – To maintain statutory accounting records or respond to lawful requests by the RFU, government, or law enforcement.

Where we get personal information from

• Directly from you
• Publicly available sources (club websites, social media channels)
• GMS provided by the RFU
• Third parties such as sponsors, partners, and suppliers

If we transfer personal data outside the UK, we ensure safeguards are in place such as adequacy decisions or standard contractual clauses.

How long we keep information for

• For as long as your club is a member of RFU National League Rugby and you hold a relevant role, and for 2 years after.
• Data processed for marketing or with consent is retained until consent is withdrawn, with a short record kept to respect future preferences.
• Data processed in connection with contracts or competitions is retained for 6 years.
• Statutory records are retained in line with legal requirements.
• Records of participation in matches (team sheets, results, match reports) may be held indefinitely to maintain a historical record of the game.

Who we share information with

• Main club contact details are publicly available on our website.
• Service providers such as Webworks DAT and Talking Rugby Union Limited (TRU) who support our website and social media.
• Other rugby stakeholders (clubs, Constituent Bodies, referee societies, league organisers) for administration and records.
• Government or law enforcement authorities where required by law or necessary to protect legitimate interests.
• We will not share personal data not published on our website with third parties unless we have consent.

Cookies and Website Analytics

We use cookies to improve website functionality, user experience, and analytics. You can manage your preferences via browser settings. See our Cookie Policy for details.

If we use third-party analytics or social media pixels, these may involve additional data collection and may require consent.

How to complain

If you have concerns about our use of your personal data, you can complain to us using the contact details above. We will:

• Acknowledge complaints within 30 days
• Take appropriate steps without undue delay
• Keep you informed and communicate the outcome

If you remain unhappy, you can also complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113

Last updated: 28 August 2025