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Privacy and Safeguarding Statements

Our Policies and Procedures

Privacy Statement

Effective Date: 15 May 2026
Last Updated: 15 May 2026

Introduction

This Privacy Statement explains how The Shots Foundation (“we”, “our”, or “us”) collects, uses, stores, and protects your personal information when you visit our website, contact us, donate, volunteer, register for activities, or otherwise interact with us.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

Who We Are

The Shots Foundation is the charitable arm of Aldershot Town Football Club and a registered charity.

Charity Name: SHOTS IN THE COMMUNITY FOUNDATION
Registered Charity Number: 1172414
Website: www.shotsfoundation.org 
Address: The EBB Stadium, High Street, Aldershot, Hampshire, GU11 1TW
Email: admin@shotsfoundation.org
Telephone: 01252 320211

If you have any questions about this Privacy Statement or how we use your information, please contact us using the details above.

Information We Collect

We may collect and process the following personal information:

Information You Provide to Us

This may include:

  • Your name
  • Email address
  • Telephone number
  • EDI data (always optional)
  • Postal address
  • Date of birth (where relevant for participation in programmes)
  • Emergency contact details
  • Volunteer or participant application details
  • Donation and Gift Aid information
  • Payment information (processed securely through third-party payment providers)
  • Any information you provide when contacting us or completing forms on our website

Information Collected Automatically

When you use our website, we may automatically collect:

  • IP address
  • Browser type and version
  • Device information
  • Pages visited and time spent on the site
  • Cookies and usage data

How We Use Your Information

We use your information to:

  • Respond to enquiries and communications
  • Manage registrations for events, programmes, and activities
  • Report to grant funders and doners
  • Produce annual, impact and other like reports
  • Administer volunteer applications
  • Process donations and Gift Aid claims
  • Send updates, newsletters, and fundraising communications (where you have agreed)
  • Improve our services and website
  • Ensure safeguarding and participant welfare
  • Meet our legal and regulatory obligations
  • Maintain appropriate financial and administrative records

We will only use your personal information where we have a lawful basis to do so. Any information used to produce reports will be anonymised.

Lawful Bases for Processing

Under UK data protection law, we rely on one or more of the following lawful bases:

  • Your consent
  • Performance of a contract
  • Compliance with a legal obligation
  • Legitimate interests pursued by The Shots Foundation
  • Protection of vital interests where necessary

Marketing Communications

We may send you information about our activities, fundraising campaigns, events, and community programmes if:

  • You have signed up to one of our community projects.
  • You have consented to receive communications; or
  • We have a legitimate interest to contact existing supporters, participants, or volunteers where appropriate.

You can unsubscribe from marketing communications at any time by:

Sharing Your Information

We do not sell your personal information.

We may share your information with trusted third parties where necessary, including:

  • Payment processors
  • Email communication providers
  • IT and website support providers
  • Professional advisers
  • Regulatory bodies or law enforcement where legally required

All third parties are required to process your information securely and lawfully.

We will anonymise any personal data that is used to form the basis of grant evaluations, impact reports and other like reports.

We do not share your data with Aldershot Town Football Club unless you have explicitly granted us permission to do so.

Data Security

We take appropriate technical and organisational measures to protect personal information against:

  • Unauthorised access
  • Loss or misuse
  • Alteration or disclosure

While we work hard to protect your information, no online transmission can be guaranteed completely secure.

How Long We Keep Information

We only keep personal information for as long as necessary to:

  • Fulfil the purposes for which it was collected
  • Meet legal, accounting, or regulatory requirements
  • Resolve disputes or enforce agreements

Retention periods may vary depending on the nature of the information.

Your Rights

Under UK data protection law, you have rights including:

  • The right to access your personal information
  • The right to request correction of inaccurate information
  • The right to request deletion of your information
  • The right to restrict processing
  • The right to object to processing
  • The right to data portability
  • The right to withdraw consent at any time

To exercise any of these rights, please contact us at admin@shotsfoundation.org.

Children and Young People

Some of our programmes involve children and young people.

We will always obtain consent from a parent or guardian before collecting personal information from children.

In the majority of cases, all personal information gathered from children are given by their parent(s) or legal guardian(s).

We are committed to safeguarding and protecting the welfare of all participants.

Third-Party Websites

Our website may contain links to external websites.

We are not responsible for the privacy practices or content of third-party websites and encourage users to review their privacy policies.

Changes to This Privacy Statement

We may update this Privacy Statement from time to time.

Any updates will be posted on this page with a revised effective date.

If you have questions about this Privacy Statement or how we handle your personal information, please contact admin@shotsfoundation.org.

If you are unhappy with how we handle your personal information, you have the right to complain to the Information Commissioner’s Office (ICO).

 

Safeguarding Statement 

Shots in the Community Foundation (SitCF) is committed to safeguarding the welfare of children and Adults at Risk. SitCF expects all staff, players, volunteers, beneficiaries, stakeholders and guests to share this commitment.

SitCF believe that all staff, players, volunteers, beneficiaries, stakeholders and guests have a responsibility to report any concerns to the SitCF should they be concerned about the welfare of any child or adult at Risk.

The Board of Trustees assumes ultimate responsibility for safeguarding within the charity, and maintains and oversees its policies, procedures, investigations, and complaints.

To read our full Safeguarding Policy, click here.