Privacy Policy

Odos Athletic Football Club Limited, trading publicly as Odos Athletic FC (“Odos Athletic FC”, “the Club”, “we”, “us” or “our”), respects the privacy of players, parents and guardians, supporters, staff, volunteers, applicants, partners, service providers and website visitors. This Policy explains what personal information we collect, why we use it, when we share it, how long we keep it and the choices and rights available to individuals.

This Policy should be read with our Cookie Policy and website Terms and Conditions.

Who Is Responsible for Your Information

Odos Athletic Football Club Limited is the data controller when it determines why and how personal information is processed.

Privacy email: privacypolicy@odosathleticfc.com

Telephone: +233 24 137 5919

Questions and privacy requests should be sent to the privacy contact above.

 Scope

This Policy applies to personal information processed through:

• our official website, online forms, email, telephone and social-media channels;
• player identification, trials, scouting, registration, development and transfers;
• training, fixtures, tournaments, the Odos Cup, transport and team administration;
• safeguarding, welfare, medical support, injury management and emergency response;
• recruitment, employment, coaching, volunteering and contractor engagement;
• sponsorships, partnerships, suppliers, donations, media and community activities;
• any other activity for which Odos Athletic FC decides how personal information will be used.

An external website, social network or service linked from our website may process information under its own privacy policy. We encourage users to read those policies before providing information.

Personal Information We May Collect

Depending on how a person interacts with the Club, we may collect:

• Identity and contact information: name, date of birth, sex, nationality, address, telephone number, email address, photograph, signature and identification or registration details.
• Player and football information: playing position, former clubs, performance, attendance, selection, scouting observations, eligibility, disciplinary history, match data, contracts, trials and transfer information.
• Parent, guardian and emergency information: names, relationships, contact details, permissions and emergency contacts for participants under 18 or persons needing support.
• Health and welfare information: injuries, allergies, medication, medical conditions, disability, accessibility needs, fitness information, emergency treatment and safeguarding information where necessary and lawfully handled.
• Media information: photographs, match footage, interviews, voice recordings, biographies, player profiles and approved social-media material.
• Employment and participation information: applications, work history, qualifications, references, coaching licences, suitability checks, attendance, performance and contractual information.
• Financial and commercial information: payment details, expenses, invoices, sponsorships, purchases, donations and transaction records.
• Website and technical information: IP address, device and browser information, approximate location, pages visited, referring pages, time of access, form submissions and cookie preferences.
• Communications and incident information: enquiries, complaints, feedback, data requests, disciplinary records, accident reports, safeguarding reports and correspondence.

We will not collect more information than is reasonably required for the stated purpose.

How We Obtain Information

We may obtain information:

• directly from the individual;
• from a parent, guardian or authorized representative;
• from coaches, schools, clubs, academies, scouts, agents, referees, medical personnel and competition organizers;
• from the Ghana Football Association, Regional Football Association or other authorized football bodies;
• from partners and service providers involved in an activity requested by the individual;
• from public sources, including published football records and public social-media profiles, where use is lawful and reasonable;
• automatically when a person uses our website or activates third-party content.

If someone provides another person’s information to us, that person should have authority to do so and should tell the other person how the Club will use it.

Why We Use Personal Information

We use personal information only for specified and lawful purposes, including:

• identifying, assessing, registering, selecting, coaching and developing players;
• operating training, matches, trials, competitions, transport and team activities;
• protecting health, safety, welfare and safeguarding interests;
• communicating with players, parents, guardians, supporters, applicants and partners;
• managing employees, coaches, volunteers, contractors, suppliers and sponsors;
• complying with legal, accounting, insurance, tax, football-governance and competition requirements;
• managing injuries, emergencies, complaints, discipline, disputes and legal claims;
• publishing authorized club news, results, fixtures, photographs, videos, interviews and player profiles;
• considering trials, transfers, scholarships, partnerships and other football opportunities;
• operating, securing, measuring and improving our website and communications;
• preventing fraud, corruption, abuse, cyber incidents, match manipulation and other harmful or unlawful activity.

Basis for Using Information

The basis for processing will depend on the activity and applicable Ghanaian law. We may process information:

• with the individual’s consent or, where appropriate, a parent’s or guardian’s consent;
• because it is necessary to enter into or perform an agreement;
• because a law, football rule or regulatory obligation requires it;
• to protect the life, health, safety or vital interests of a person; or
• for a legitimate and reasonable Club purpose, after considering whether that purpose unfairly affects the individual’s privacy.

Health, safeguarding, disability and other sensitive information will receive additional protection and will be processed only where an appropriate legal basis, consent or safeguarding authority exists.

Children and Young Players

The Club works with children and recognises that they require particular protection. Before collecting information directly from a child or enrolling a minor in a Club activity, we will provide an age-appropriate explanation and obtain parent or guardian involvement and consent where required. We may ask for information reasonably necessary to verify the adult’s identity, relationship and authority.

Parents and guardians must keep contact, medical and emergency information accurate. They may withdraw optional media or marketing consent at any time, although withdrawal does not invalidate lawful use that occurred before withdrawal. Participation, safeguarding, registration and legal records may still need to be retained or used even when optional consent is withdrawn.

We do not sell children’s information, use it for unrelated behavioural advertising or intentionally publish home addresses, personal telephone numbers, detailed schedules, medical information or other information likely to expose a child to harm.

Photographs, Video and Player Profiles

We may create and publish team photographs, match footage, interviews, results, squad information and player profiles for football, historical, promotional, scouting and community purposes. We will apply the Club’s safeguarding and media-consent procedures, particularly where a minor is identifiable.

Consent to ordinary promotional use is not a condition of taking part unless the recording is necessary for the activity itself or another lawful basis applies. Requests to stop future optional use should be sent to the privacy contact. Removal from third-party websites, printed materials or content already lawfully distributed may not always be possible, but we will consider reasonable requests.

Communications and Direct Marketing

We may send operational messages about registration, training, fixtures, safety, payments or activities because they are necessary to manage a person’s relationship with the Club. These are different from optional marketing.

We will send promotional emails, text messages or similar direct marketing only where permitted and with any required consent. Every electronic marketing message should provide a simple way to unsubscribe. A person may also object by contacting us. We may keep a minimal suppression record so that we continue to respect an opt-out.

We do not provide personal information to sponsors or partners for their independent direct marketing unless the individual has been clearly informed and an appropriate legal basis or consent exists.

When We Share Information

We may share only the information reasonably necessary with:

• the GFA, Regional Football Association, leagues, competitions and other authorized football bodies;
• clubs, academies, schools, scouts and properly authorized agents involved in a genuine football opportunity;
• medical, insurance, safeguarding, child-protection and emergency professionals;
• transport, accommodation, venue and event providers;
• website hosts, email providers, form providers, cloud-storage services, analytics services and other technology suppliers;
• payment, accounting, audit, legal and professional advisers;
• approved media, sponsors and partners operating under suitable instructions or agreements; and
• courts, police, regulators, government bodies or other authorities where disclosure is lawful or necessary.

We do not sell or rent personal information. A supplier acting for the Club must use information only for the agreed service, maintain suitable security and delete or return it when appropriate.

International Transfers

Some technology providers, social-media platforms, football organizations, scouts, clubs or tournament partners may process information outside Ghana. Before making or permitting such a transfer, we will consider its purpose, necessity, destination, security, contractual safeguards, individual notice and any consent or regulatory requirement.

International trials, transfers or travel involving a minor require additional parental, safeguarding, contractual and travel checks. The Club will not knowingly send a child’s information to an unverified person claiming to be an agent, scout or club representative.

Security and Personal-Data Incidents

We use measures appropriate to the information and risk, including role-based access, strong passwords, secure accounts, device controls, backups, confidentiality duties, restricted safeguarding and medical files, and careful verification before disclosure.

Anyone working for the Club must promptly report suspected loss, unauthorized access, mistaken disclosure, compromised accounts or other personal-data incidents. The Club will record and assess the incident, contain the risk, preserve necessary evidence and notify affected persons or the appropriate authority where required. No internet or storage system can be guaranteed completely secure.

How Long We Keep Information

We keep personal information only as long as necessary for the purpose collected and for applicable legal, financial, football, safeguarding, insurance and dispute requirements. The Club will maintain an internal retention schedule covering at least:

• player registration, eligibility, performance and transfer records;
• medical, injury, emergency and safeguarding records;
• parental permissions and media consents;
• employment, volunteer and unsuccessful application records;
• contracts, invoices, expenses and accounting records;
• complaints, incidents, disciplinary matters and legal claims;
• website enquiries, mailing preferences and technical logs;
• photographs, videos and historical Club archives.

Retention periods may differ because safeguarding or legal records can remain relevant after a player leaves, while routine enquiries may be deleted much sooner. At the end of the applicable period, information will be securely deleted, destroyed or anonymized unless a lawful reason requires continued retention.

Your Choices and Rights

Subject to Ghanaian law and any applicable exception, a person may:

• ask whether the Club holds personal information about them and request access;
• ask for inaccurate or incomplete information to be corrected;
• withdraw consent where consent is the basis for processing;
• object to processing in appropriate circumstances, including direct marketing;
• ask the Club to stop, delete or limit particular processing where the law supports the request;
• complain about how personal information has been handled.

Send a request to privacypolicy@odosathleticfc.com with sufficient details to identify the person and the information concerned. We may request reasonable proof of identity or authority before responding. We aim to acknowledge a request within five working days and provide a substantive response within thirty calendar days, or explain if additional time is reasonably required. A right may be limited where disclosure would expose another person’s information or where the Club must preserve records for safeguarding, legal, football, financial or public-interest reasons.

Complaints

Changes to This Policy

We may update this Policy when our activities, technology, suppliers or legal obligations change. The current version will be published on our website. We will give appropriate notice of a material change where reasonably practicable.

Effective date: 15th August 2026

Last updated: 15th August 2026

Version: 1