Privacy Notice

Overview

This Privacy Notice explains how Chester Referees' Association ("Chester RA", "we", "us" or "our") collects, uses, stores and protects personal information through the Chester RA website, members portal and association activity.

Chester RA is responsible for the personal information it decides to collect and use for its website, membership administration, communications and association activity.

This notice applies to people who contact Chester RA, apply for membership, use the members portal, attend meetings or events, appear in website content, or otherwise communicate with Chester RA.

What we collect and why

We collect the details needed to respond to enquiries, administer membership, run the portal, manage meetings and events, and maintain association records. This can include contact, membership, profile, registration, attendance, correspondence and approved website-content information.

We use account information to create and secure portal access, send activation and password emails, verify email addresses and protect accounts. Admin-created accounts stay inactive until the member confirms their email and chooses a password through a one-time activation link.

We process this information for legitimate association administration, to provide membership services, and where necessary to meet legal obligations. We do not rely on consent for ordinary membership administration, portal authentication or member records.

If you choose Accept in the cookie banner, Nexus Shift analytics receives privacy-minimised page paths and referrer paths without query strings, anonymous visitor and session IDs, browser and device type, and performance information. It does not receive form contents, names or email addresses. Analytics is optional; see the Cookies and Browser Storage Notice.

Membership and portal accounts

Membership is administered through the Chester RA website and members portal. Application and profile information is used to create your portal account, maintain membership records, administer seasons, support member activity and manage local association operations.

Members may add a profile picture to their portal account. Profile pictures are stored in private portal storage and are normally visible only to the member and authorised Association Officers or administrators. If a member is a current Association Officer whose officer profile is set to appear publicly, their profile picture is also displayed with that officer role on the public People page.

Portal authentication is used to protect access to member-only areas. Administrators may create a member account, but it stays unavailable until the member uses a secure, one-time account-activation link sent to their email address. The link expires after 24 hours and lets the member confirm their email and choose their own password. Passwords are handled by the authentication provider or secure authentication system and are not visible to Chester RA administrators in plain text.

Cookies and browser storage

Essential browser storage supports portal authentication, account security and remembering cookie choices. Optional Nexus Shift analytics only runs after a visitor accepts it and uses anonymous visitor and session identifiers in browser storage. Read the Cookies and Browser Storage Notice for the storage names, choice duration and instructions for changing your preference.

Sharing and retention

We share information only where needed with authorised Chester RA administrators, service providers that host, secure, store or email for the website and portal (including Vercel, Neon, Resend, Vercel Blob and Nexus Shift where analytics is accepted), and authorities or advisers where legally required. Some suppliers may process information outside the UK with appropriate safeguards.

We keep information only for as long as needed for membership, association administration, legal, safeguarding, accounting or dispute purposes.

Security

Chester RA uses technical and organisational measures intended to protect personal information. These include limiting access to authorised users, using hosted services with security controls, protecting portal access through authentication, and using secure connections where available.

No website or online service can guarantee absolute security. If Chester RA becomes aware of a personal data incident, it should investigate it promptly and take any required action under data protection law.

Your rights

Depending on the circumstances, you may have the right to:

• Request access to personal information held about you.
• Ask for inaccurate or incomplete information to be corrected.
• Ask for information to be deleted.
• Object to certain uses of your information.
• Ask Chester RA to restrict how information is used.
• Ask for information to be transferred to another organisation where data portability applies.
• Withdraw consent where Chester RA is relying on consent.

These rights are not absolute, and Chester RA may need to keep some information where there is a lawful reason to do so.

To make a privacy request, use the website contact form and state that your message is about privacy or data protection. Chester RA may need to confirm your identity before acting on a request.

Contacting Chester RA about privacy

Use the website contact form for privacy questions, access requests, correction requests or deletion requests. You can also complain to the Information Commissioner's Office.

Changes to this notice

Chester RA may update this Privacy Notice when its website, portal, suppliers, records, legal obligations or association processes change. Material updates should be version-controlled in this repository and the last-updated date should be changed.

Last updated: 2026-07-12.