Data Collection and Protection Justification Statement

1. Purpose of Collecting Participant and Parent Information

The Diani Junior Cup (DJC) collects information from both players and their parents or guardians as part of our tournament registration and verification process. This data collection is an essential step to ensure that the event runs smoothly, safely, and in accordance with our duty of care obligations for all participating minors.

Specifically, the information is collected for the following legitimate purposes:

Identity Verification & Player Eligibility:

  • To confirm the authenticity of players’ ages, team affiliations, and eligibility within their respective categories.

  • To prevent impersonation, fraud, or duplication of player entries.

Emergency Contact & Medical Preparedness:

  • To enable swift communication with parents or guardians in case of injury, illness, or any emergency during the tournament.

  • To ensure that medical personnel on-site have access to relevant health details (e.g., allergies, pre-existing conditions) if needed for urgent response.

Safety, Security & Consent:

  • To maintain the safety of minors throughout the event and ensure that all participation is backed by informed parental consent.

  • To support safeguarding protocols aligned with national child protection standards.

Communication & Tournament Logistics:

  • To share important updates such as match fixtures, verification schedules, or changes in venue/timing.

  • To facilitate issuance of tournament identification cards and streamline check-in procedures.

Reporting & Accountability:

  • To provide credible participation data for sponsors, local authorities, and supporting institutions (e.g., Ministry of Sports, Football Kenya Federation, etc.) — without disclosing personal identifiers publicly.

Evidence for Scholarships & Future Academic/Football Applications:

  • The data and records from participation (dates, team, performance, category) can serve as official proof of extracurricular engagement. Many universities, sports academies, and scholarship committees value documented athletic participation when assessing applications. Having a formal record from DJC strengthens a player’s portfolio, helping them show commitment, consistency, and recognized competition exposure.

Alignment with FIFA / National Registration Systems & Future Player Tracking:

  • FIFA’s systems (e.g. the Electronic Player Passport / EPP and FIFA Connect ID) track players’ registration histories starting from approximately age 12.

  • National and association-level electronic registration systems are required by FIFA regulations to collect core personal data (e.g. full name, date of birth, nationality) and connect with the FIFA Connect ID Service.

  • By capturing player data early, DJC aids in creating a verified registration history, which can streamline future transfers, professional registration, or participation in higher-level competitions.

2. Data Collected

The types of data collected include:

  • Player information: full name, date of birth, team name, playing category, photograph, and emergency medical information (if applicable).

  • Parent/guardian information: full name, contact number(s), email address (optional), and relationship to the participant.

No unnecessary financial, academic, or location-tracking data is collected beyond what is strictly required for participation and safety.

3. Data Storage and Security

All personal data collected during registration is stored offline in encrypted and password-protected systems managed solely by the Diani Junior Cup Secretariat.

  • Offline Storage:
    Player and parent data are maintained on a secure, access-restricted drive not connected to the internet, reducing exposure to cyber threats.

  • Access Control:
    Only a limited number of authorized DJC officials — responsible for registration, verification, and medical response — have access to the files.

  • Retention:
    The data is stored for the duration of the tournament and the immediate post-event reporting period (not exceeding three months) unless explicit consent for retention is renewed.

  • Data Minimization:
    No copies of personal documents are shared externally. Only aggregated statistics (e.g., total number of players by age category) are used for reporting and publicity.

4. Data Retention and Opt-Out Rights

Parents and guardians have full control over how their data is handled beyond the tournament period.

  • Automatic Deletion:
    All personal records will be permanently deleted or securely shredded after the post-event reporting cycle unless consent is given for retention in future tournaments (e.g., to ease re-registration).

  • Opt-Out Provision:
    Parents/guardians may request the immediate removal of their or their child’s data at any point after the tournament by writing to the DJC Secretariat at     dianijuniorcupofficial@gmail.com.
    Once the request is received, all personal data associated with that participant will be deleted from our records within 5 working days.

5. Our Commitment to Data Privacy

DJC is committed to protecting the privacy and dignity of all participants and their families.
We recognize that parents are entrusting us not only with their children’s talent but also with their personal information.
To honour that trust, DJC abides by the principles of:

  • Transparency: explaining why we collect data and how it is used;

  • Integrity: ensuring it is never misused, sold, or shared with unauthorized entities;

  • Accountability: maintaining detailed logs of who accesses participant data and for what purpose;

  • Respect: granting every participant and parent the right to review or withdraw their information at any time.