Privacy Policy

Website: Pangea Football ("we", "us", "our")

Pangea Football is committed to protecting your privacy and handling personal data responsibly. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the rights you have over your personal data.

This policy applies to information collected through our website, forms, communication channels, and services (including tournaments, tours, training and related football services).

1) Who We Are (Data Controller)

Pangea Football is the organisation responsible for deciding how and why your personal data is processed ("data controller").

Contact:

• Email: info@pangeafootball.com
• Owner/Coordinator: Eder Ruiz

If you have questions about this policy or how we use your data, contact us using the details above.

2) What Data We Collect

We may collect and process the following types of personal data:

A. Information you provide directly

• Identity & contact details: name, email, phone number, country/city, address (if needed for travel/services)
• Player information: player name, age/date of birth, team/club, playing position, level, and relevant football background
• Parent/guardian details: for players under 18, parent/guardian name and contact details
• Registration & travel details: passport details, emergency contacts, accommodation preferences, dietary requirements, medical information relevant to safe participation
• Payments & invoices: payment confirmations, transaction references, billing information (we do not store full card details if processed via payment providers)
• Communications: messages sent to us by email, WhatsApp, website forms, or social media
• Consent records: consent forms, agreements, media consent, safeguarding acknowledgements

B. Information collected automatically (website)

• Technical data: IP address, device type, browser type, operating system
• Usage data: pages viewed, time spent, navigation paths
• Cookies & similar technologies: see Cookies section below

C. Special category data (only when necessary)

In some cases (mainly tours, tournaments, and safeguarding), we may collect health/medical information (e.g., allergies, injuries, medication) and potentially dietary requirements that may imply health or religious information. We only collect this where it's required to keep participants safe and deliver the service.

3) How We Use Your Data

Service delivery & administration

• Process enquiries and registrations
• Organise training, tournaments, tours, fixtures, schedules, logistics and participation
• Manage safeguarding processes and parental/guardian permissions
• Provide customer support and respond to your messages
• Maintain accurate records of participants and services

Payments & accounting

• Process payments, deposits and invoices
• Keep financial records for accounting and tax purposes
• Prevent fraud and resolve payment disputes

Communication

• Send essential updates (e.g., schedule changes, travel updates, kit details, deadlines)
• Send service-related information you request
• With your consent (where required), send marketing updates/newsletters

Improving our website and services

• Analyse website performance and user behaviour
• Improve site functionality, content and service offering
• Diagnose technical issues

Legal, safety and compliance

• Meet legal obligations (e.g., safeguarding, accounting, dispute resolution)
• Protect participants, families, staff, and our organisation
• Establish, exercise or defend legal claims

4) Legal Bases for Processing (GDPR / UK GDPR)

Where applicable, we process personal data under one or more of these legal bases:

• Contract: to provide services you request (e.g., tour registration)
• Legitimate interests: to run and improve our services, communicate operational updates, prevent fraud, and ensure safety (balanced against your rights)
• Consent: for optional marketing and for media use (photos/videos) where required; also for some youth-related processing
• Legal obligation: for compliance with law (e.g., safeguarding requirements, accounting)

For special category data (e.g., medical info), we process it only when it is necessary for health and safety / safeguarding, and we have explicit consent where required, or another lawful condition applies (e.g., vital interests in emergencies).

5) How We Share Your Data

We do not sell your personal data.

We may share your data only when needed to deliver services, including:

• Service partners: coaches, academies, tournament organisers, venues, scouts, sports service providers (only the necessary information)
• Travel-related partners: accommodation providers, transport providers, tour coordinators
• Payment providers: to process payments securely
• IT and platform providers: website hosting, form tools, email systems, cloud storage
• Professional advisers: accountants, legal advisers
• Authorities/emergency services: only when necessary for safety, safeguarding, or legal compliance

All partners are expected to handle your data securely and lawfully.

6) International Data Transfers

Because we work internationally, your data may be processed in countries outside your home country. Where required by law, we use appropriate safeguards (such as contractual protections) to protect your data.

7) How We Protect Your Data

We take reasonable organisational and technical measures to protect personal information, including:

• Access controls and limited access to sensitive data
• Secure storage and password-protected systems
• Using reputable service providers for hosting, forms, and payments
• Staff/contractor confidentiality expectations
• Data minimisation (only collecting what is needed)

No system is 100% secure, but we work to prevent unauthorised access, misuse or loss.

8) Data Retention (How Long We Keep Data)

We keep personal data only for as long as needed to:

• Deliver services and manage participation
• Maintain safeguarding and consent records
• Meet legal and accounting requirements
• Handle disputes or complaints

Typical retention periods:

• Tour/tournament records and consents: kept for a reasonable period after the event (often several years) to address safeguarding or legal queries
• Financial records: retained as required by tax/accounting rules
• Marketing data: until you unsubscribe or withdraw consent

You may request deletion where applicable (see your rights below).

9) Your Rights and Choices

Depending on your location (UK/EU and other privacy laws), you may have the right to:

• Access your personal data
• Correct inaccurate or incomplete data
• Delete your data ("right to be forgotten") in certain circumstances
• Restrict processing in certain circumstances
• Object to processing based on legitimate interests
• Data portability (receive your data in a usable format)
• Withdraw consent at any time (where processing relies on consent)
• Complain to your local data protection authority

To exercise rights, contact us at: legal@pangeafootball.com

We may need to verify your identity before responding.

10) Children's Privacy (Under 18s)

We work with youth players. Where a participant is under 18:

• We collect and process data with the involvement of a parent/legal guardian where required.
• We ask for parent/guardian consent for participation, travel, medical treatment permissions, and media use (where applicable).
• We limit access to youth data and only share it where necessary to deliver services safely.

11) Marketing Preferences

You can opt out of marketing at any time by:

• Clicking "unsubscribe" in emails (if applicable), or
• Contacting us at legal@pangeafootball.com

Operational/service messages (important tour updates, registration issues, safeguarding messages) may still be sent where necessary.

12) Cookies and Tracking

We may use cookies and similar tools to:

• Make the website work properly
• Understand site usage and improve performance
• Remember preferences (where applicable)

You can control cookies through your browser settings. If you disable cookies, parts of the website may not function properly.

13) Media (Photos and Videos)

We may take photos/videos during training, tours, tournaments, and events for:

• Event memories and reporting
• Marketing and promotional content (website, social media, brochures)

We will request consent where required, especially for minors, and we will respect any refusal or withdrawal of consent. You can request removal of specific images where feasible by contacting us.

14) Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new effective date.

15) Contact Us

If you have questions or requests relating to your personal data, contact:

Pangea Football
Email: legal@pangeafootball.com