Privacy Policy

Northumberland Rugby Union Privacy Policy

About this Privacy Policy

New Government Regulations (General Data Protection Regulations – GDPR) comes into force on 25/5/2018. Northumberland RFU is fully committed to compliance with these regulations and our Policy can be found on our website at:

It is important that you understand how we use your data and this Privacy Policy sets out how and why we collect, process, store and where relevant share your personal data. This Policy also tells you what your rights are and if you have any questions about this Privacy Policy or your rights under it please contact the NRFU Data Officer at:

What personal information do we collect?

We collect and process data from you or your Parent/Guardian, your company/business as a supplier/sponsor to NRFU, your Club and/or School as a member of NRFU, the RFU or WR (as governing bodies for rugby), as an employee of NRFU or as a customer of NRFU

The data we collect may include:

  • Name (individual or business)
  • Gender
  • Date of Birth
  • RFU ID (as assigned by RFU GMS)
  • Address, email address, phone number
  • Passport and NI details
  • Membership type
  • Team, Club, School, Committee membership
  • DBS (Disclosure & Barring Service check)
  • Bank account/payment details
  • Medical conditions or disability (with your/your Parent/Guardian’s consent)
  • Ethnicity
  • Injuries
  • Anti-Doping
  • Disciplinary
  • Awards
  • Training and qualifications
  • Health & Safety

Who do we share your data with?

We will never sell any of your personal data to a third party.

However, in order some limited information may be shared within the rugby community such as RFU, WR, Clubs, Schools, Referees, match organisers so that they can maintain appropriate information for the running of the game.

Additionally, NRFU will comply with Government and Law Enforcement as so required for legitimate purposes in compliance with applicable laws.

What rights do you have?

You have the right to:

  • To have your data processed in a fair, lawful and transparent way
  • Access and request a copy of your personal data
  • To correct, amend, restrict or delete the use of any of your data
  • Restrict or temporarily stop our processing of your personal data

More information about your rights are in the guidance form the UK Information Commissioner’s Office (ICO) at:

you also have the right to complain about our use of your personal data to the ICO. You can do this by contacting the ICO through their website;

Security and retention of your personal data.

The security of your data is take very seriously and we have implemented controls and policies to keep your data is secure and we keep these measures under regular review.

 We use encryption techniques for highly sensitive data and password protection meaning that your data is only accessible by authorised personnel who need it to carry out their work.

Also, physical access to our building is controlled as is access to storage facilities.

Retention of your data.

We only retain data for as long as necessary for the purposes described in the Privacy Policy and the legal basis for doing do.

Changes to this Privacy Policy

This Policy will be reviewed and updated for time to time with the latest version available on our web site.

Northumberland Rugby Football Union online

This guidance must be followed by anyone posting anything under the Northumberland Rugby Football Union (NRFU), Northumberland Rugby Union (NRU), Northumberland Rugby (NR) or any derivation on social media including, but not exclusively, Facebook (Northumberland Rugby Union main page), Instagram (@northumberlandrugby), Twitter (@RFUnorth), Whatsapp or any similar or new social media now and in the future.


  • All posts should be branded with the current logo and follow the same style as previous posts.
  • When reposting other pages, the content must be appropriate and deemed as something which supports NRFU values and acts within the morals and ethical conduct which is expected of a professional organisation. Additionally, the post must be checked for any comments which would be perceived as being inappropriate or negative and if detected, the post must be deleted.

Protocol for Admins/Members of Social Media Groups

The following protocol should be followed by all Social Media Managers, Group Admin Managers and members of Whatsapp/messenger/facebook/instagram groups which are set up with the purpose of communicating matters relating to NRFU activities, such as age grade teams, fixture exchanges etc.


  • The group should be registered with the CB Administrator along with the designated Group Admin Manager’s contact details (this will be the person in charge of ensuring protocols are followed within the group) and a brief description of the purpose of the group and the audience.
  • All groups officially sanctioned by NRFU and registered with County Office must contain NRFU in the group title, i.e. NRFU Men’s Adult Rugby and will be permitted to use the NRFU logo. All clubs and members will be advised that any other social media groups are not officially sanctioned. 
  • The Group Admin Manager is personally responsible for all ongoings within any officially sanctioned group and has the right to remove and add people as deemed necessary.
  • Under no circumstances should there be any advertising.
  • No inappropriate use of language or critical/negative content, i.e. following any matches or training sessions across all teams etc.
  • Rugby related content only.
  • GDPR should be followed at all times, and by entering a group where contact details are available to all members (as on whatsapp) the individual is consenting to this information being shared with all other members of the group upon entrance.
  • Pictures and videos of matches or training sessions should not be posted under any circumstances on any of the age grade social media sites without prior consent in writing from the County Administrator, who has access to all the safeguarding information for the age grade teams.
  • The above points should be explained in message/post when the group is set up and regularly reinforced

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