Who is responsible for your information
Dursley Rugby Football Club (DRFC) is responsible for the personal information processed through DRFC Purchasing. The service is an internal purchasing, approval, record-keeping, and reporting system for the club.
DRFC is based at Hounds Green, Stinchcombe, Dursley, Gloucestershire GL11 6AJ. Privacy and system enquiries can be sent to drfc.admin@dursleyrfc.co.uk.
Information we process
Depending on how you use the service, DRFC Purchasing may process:
- your name, club Google Workspace email address, and assigned role;
- purchase requests, business reasons, suppliers, amounts, budgets, quotes, receipts, and supporting documents;
- approval decisions, comments, status changes, and audit history;
- report filters and exported reporting files that you choose to create; and
- limited technical, security, and access logs made available by Google Workspace and the service.
How we use the information
- to receive, assess, approve, and fulfil club purchasing requests;
- to maintain financial controls, audit trails, and club records;
- to create authorised reports and Google Sheets exports;
- to manage user access, prevent misuse, and investigate problems; and
- to meet governance, accounting, tax, safeguarding, and other legal or regulatory obligations that apply to the club.
DRFC relies on its legitimate interests in administering the club and maintaining appropriate financial controls, and where applicable on contractual and legal obligations. Access is limited according to a user's club responsibilities.
Google Workspace access
The service uses Google Workspace, Google Sheets, Google Drive, Apps Script, and AppSheet. The reporting dashboard reads authorised purchasing records and can create a separate Google Sheet when a user requests an export. It does not use Workspace data for advertising and does not sell personal information.
Scope of access. The app requests Google Sheets access so it can read the club's purchasing workbook and create branded report exports. Users should only use the service with their DRFC account and for authorised club purposes.
Sharing and service providers
Information is available only to DRFC users who need it for their role, such as requesters, approvers, finance officers, and system administrators. Google acts as a technology service provider for Workspace, Apps Script, AppSheet, Drive, and Sheets. DRFC may also disclose information where required by law, an insurer, auditor, regulator, or professional adviser.
Retention and security
Purchasing records are retained for as long as needed for club administration, financial audit, tax, insurance, dispute handling, and other legal requirements, then securely deleted or anonymised in line with club retention practices. DRFC uses role-based access, domain sign-in, Google Workspace controls, and audit records to protect the service. No online service can guarantee absolute security.
Your rights
Subject to UK data protection law, you may have rights to access, correct, erase, restrict, or object to processing of your personal information, and to complain to the Information Commissioner's Office. Some records may need to be retained to meet legal or financial obligations.
To make a request, contact drfc.admin@dursleyrfc.co.uk. We may need to verify your identity and role before responding.
Changes to this notice
DRFC may update this notice when the service, law, or club procedures change. The effective date above shows the current version.