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Official Liverpool Supporters Club West Yorkshire - Privacy Policy

This privacy policy sets out how the Official Liverpool Supporters Club West Yorkshire (OLSC West Yorkshiire) uses and protects any information that you give us when you use this website.

The OLSC West Yorkshiire is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

The OLSC West Yorkshiire may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25th May 2018.

What we collect

We may collect the following information:

Name
Contact information including home address, phone number and email address
Age category (e.g. adult, young adult or child) as of 1st August each year
Ticket ordering history
Payment history for tickets, coach, membership etc.

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

Internal record keeping.
We may use the information to contact you by phone or via email if there is information relating to Branch activities..
We will periodically send emails on relevant Branch or Club information, to ensure you are kept up to date with current information.
We need to know your age to allocate the appropriate tickets

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to the Branch Chairman.

If you believe that any information we are holding on you is incorrect or incomplete, please update it on the system or write to/email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Branch

1. The Branch shall be called "The Official Leeds & District Liverpool Association of International Branches".
2. The Branch shall have a maximum of eight committee members. There will be a Branch Chairperson, Branch Secretary, Branch Treasurer and Membership Secretary, plus other roles as required. In order to hold the roles of Chairperson, Secretary or Treasurer, the person has to have been a member of the Branch for at least the last 3 years.
3. The Committee shall hold all AGM's on the second Sunday in June or as decided.

Branch Meetings

4. Branch Meetings shall be held monthly on the second Sunday of each month, unless there are clashes with matches etc.
5. If any member wishes to raise anything at the meeting (including AOB), it must be added to the agenda by informing the Branch Secretary by email 7 days prior to the next meeting. Committee Members will make themselves available immediately after the meeting to discuss any issues arising at short notice.
6. Apologies for absence should be sent by email/text to the Branch Secretary prior to the meeting.

Membership

7. Membership can only be granted through the Official Leeds Branch Membership System, accessible via the Branch website. Membership runs from AGM (2nd Sunday in June) to AGM each season.
8. All Persons who join the Leeds ISC Branch as Members will have deemed to have read the Rules and Regulations as set out in this document, and will have agreed to abide by them.
9. Members of the Branch should also be LFC Official Members for the current season. Anyone without both forms of membership will be unable to obtain tickets through the Branch, and the Branch reserves the right to check that membership has been purchased.
10. Members of the Branch must reside in one of the following localities - North Yorkshire, West Yorkshire, South Yorkshire, Teesside or Derbyshire.
11. All Members will take responsibility for keeping their personal membership account details up to date i.e. changes of email address, telephone number, pick-up points etc

Ordering Tickets – General

12. Tickets (home or away) must be ordered at least 21 days in advance of the date of the intended game. To order a ticket, you must enter a request on the Official Leeds Branch Ticket Ordering System, accessible via the Branch website.
13. All tickets for home or away games must be bought together as a package with the coach costs and Branch tickets will only be given to Members who travel on the coach. Home coach costs for the 2019/20 season are currently – Members £12, Young Adult £9, Junior Members £6, Non-Members (all ages) £20. These costs are subject to change in line with increases placed on us by the coach company.
14. For home games, and away games where the Branch provides travel, all tickets will be distributed and collected on the Coach. In exceptional circumstances, by mutual and prior agreement, arrangements can be made to collect the ticket from an alternative point. Under no circumstances will tickets be distributed near to the Stadium.
15. Non-Members are not permitted to purchase match tickets through the Branch. Anyone who makes an enquiry /requests tickets that is not a Member of the Branch, will be directed to the Official Leeds Branch Membership System, where they can purchase membership and then make their ticket request.
16. Applications for away tickets will only be granted once the Member has accumulated 20 points (see Rule 31), unless using Branch travel and approved by committee member.
17. If for any reason, the member who ordered the ticket cannot attend the home or away fixture (including re-scheduled dates) they can cancel the order up to the date of allocation, generally 21 days before the game, without penalty.
18. If you have requested a ticket, you will receive a confirmation email after the 21 days cut-off. This email will include your allocated seat(s), the cost of the ticket(s) and a request to pay on-line for them.
19. Once the confirmation email has been sent, it is the responsibility of the member to pay for the ticket(s). 7 days before the match, any tickets not paid for will be forfeited and an Admin fee charged as per a cancellation (see Rule 20)
20. Once a member has been sent a confirmation email that they have a ticket, then this becomes the member's ticket. Where a ticket order is cancelled between the confirmation email being sent and 7 days before the game, there is a £10 administration fee for adults, £15 for young adult/child, payable to the Branch. However, within 7 days prior to the game, there is no longer an option to cancel without forfeiting the cost of the ticket plus travel. The Branch will endeavour to sell the ticket on to another member, and only if successful, then the Member will be reimbursed with the cost of the ticket plus travel, but will be charged a £25 administration fee (or £10 for young adult/child) by the Branch. For 'coach only' (home or away) there is a £15 Admin charge for cancellations for all ages from 21 days to day of game if the seat is subsequently filled, but if it is not, then they have to pay the cost of travel for this match. (Note – A child is defined as 16 or under on the 1st August of the season and a young adult is 17-21 on the same date)
21. All tickets are non-transferable, including Branch season tickets. If for any reason you have purchased the ticket and then cannot attend the said fixture, then the ticket must be cancelled on the Official Leeds Branch Ticket Ordering System. Under no circumstances must a member sell or pass on a ticket to anyone else without authorisation being given by the Branch.
22. Refunds for selling tickets etc. will only be done at month-end, starting September onwards for each season. Method of refund will be either cheque or bank transfer.

Ordering Tickets – Home Matches

23. Members who have purchased a Branch season ticket will be given first option on the season ticket for the following season providing that there have been no issues or concerns during the current season
24. Branch season tickets to be ordered and paid for in full in line with request renewal date from the club each season. These tickets will be held by the Branch and not by the individual, and will be issued on the coach prior to each home match.
25. Non-Members who wish to travel on the coach, must pay the Branch 21 days in advance of the match on the non-members travel page on the Branch website. The non-member will forfeit any payment if a cancellation is made within 7 days of the match or they fail to turn up for the coach.
26. The system will allow Members to choose the preferred area of ground that they want to be seated in for a particular match, in priority order 1-4. Whilst we will attempt to accommodate Member's first choice, there are no guarantees. If tickets are not available for the preferred area, then lower preferences will be used.
27. Should a member want or require to change their travel arrangements, i.e. arrange a different pick up location, then the member must do so on the Official Leeds Branch Ticket Ordering System at least 3 days before the match.

Allocation of Tickets – General

28. The Branch will order tickets for all home fixtures games (maximum of 19) on members Fan Cards, however we cannot guarantee tickets (even if they have enough credits to qualify) due to the allocation received from Liverpool FC. If demand outweighs the supply, then tickets will be issued as per Rule 31. This system will apply to all Members including those who allow the Branch to purchase Branch tickets on their own membership cards.
29. Where possible the Branch will try to ensure peoples seating preferences are met (section of ground, seated with friends etc) but this cannot be guaranteed. In all cases priority will be given to adult/child even when not sat in designated adult/child areas. We will endeavour to address all preferences in a fair manner.
30. Where total ticket demand matches or is less than supply, then adult and child tickets will be allocated on a rotation basis for each game, as determined by the Match Manager.

31. The branch will have a point scoring system for match tickets and travel, as follows: (from the current season and the previous season) Note, points from previous season will only be valid if Branch Membership for current season is renewed by 1st Nov.

	Points
Home game attended inc. Cup games (travelling on coach) – Sat/Sun game	5
Home game attended inc. Cup games (travelling on coach) – midweek game	10
Attendance at monthly Branch meeting	10
Attendance at LFC away fixture using Branch ticket on day of Branch meeting	Make up to 10
Active member of Ticket Ordering Team – each Dec/June for previous 6 months (5 points per order to maximum of 25 points each 6 months)	Max 25
Participating in Annual Sponsored Event, or Providing Support (as deemed by Branch Committee)	15

The Member with the most points under this system will be given preference if the demand for tickets exceeds the availability. In this case firstly adult and child tickets will be selected on the total points for both the adult and child. Then any adult and child members who have been unsuccessful in this process will go into the 'adult pot' for selection on own Loyalty Points. The Branch reserves the right to amend the above on a game-by-game basis in order to ensure fair allocation of tickets to all our Junior members.

32. When the demand for Branch tickets exceeds the supply of tickets and more than one person has the same numbers of points, the person who has attended the most meetings will be given preference.

Allocation of Tickets – Away Games

33. As we don't get a guaranteed set amount of child tickets for away games, away tickets will be allocated on individual Loyalty Points if necessary.
34. Where demand exceeds supply for away tickets, priority will firstly be given to members who are paying for Branch transport (if any provided), and then on Loyalty Points.
35. If transport is provided for away travel, then the travel costs will depend on distance to travel. However, the maximum cost the Branch will charge to any game will be £40. For each away game, travel costs for Young Adults (16-21) will be 75% of Adult cost and Juniors (Under 16), 50% of Adult cost. All costs will be rounded up/down to nearest pound.

Attending Matches

36. All members who have Branch season tickets have to pay for the coach travel for home matches whether or not they are attending the match, unless the Branch manages to sell their ticket for that particular game to another member.
37. If Members obtain their own Tickets and do not travel on the Coach, then the Branch reserves the right not to provide any future tickets for that member(s).
38. Anyone failing to turn up at the required time and place for the coach to the ground will be liable for the cost of the ticket plus travel.
39. Anyone who does not return to the coach within 20 minutes of the end of the game, risks the coach leaving without them, unless on Official Branch business.
40. Members must be of good behaviour at all times. Members found guilty of dishonourable conduct will be dealt with at the discretion of the committee after consideration of all the facts. For example, constant bad language, offensive behaviour, consuming alcohol or smoking on the coach, or anyone turning up in an unfit condition (travel will be refused). Any of the afore mentioned will lead to a warning from the committee, and could lead to a suspension from the Branch until further notice, with no reimbursement of costs.
41. Drinking Alcohol on a coach travelling to/from a sports event is against the Law in the UK. The Branch will uphold this and anyone found guilty will be suspended from the Branch.

In accordance with Official LFC Supporters Club (OLSC) requirements, the Official LFC Supporters Club Leeds establishes the following By-Laws:

SECTION I – MISSION

1. OLSC West Yorkshire will represent Liverpool Football Club (LFC) in North Yorkshire, West Yorkshire, South Yorkshire, Teesside and Derbyshire
2. OLSC West Yorkshire will bring local supporters together through their love of LFC
3. OLSC West Yorkshire will protect and enhance the good name of LFC
4. OLSC West Yorkshire will organise high quality services and events for OLSC West Yorkshire members
5. OLSC West Yorkshire will promote, maintain, and value the history of LFC
6. OLSC West Yorkshire will communicate the views of OLSC West Yorkshire members to LFC
7. OLSC West Yorkshire will support LFC-related charitable causes and local charitable causes
8. OLSC West Yorkshire is unable to guarantee match tickets to any of its members

SECTION II – REQUIREMENTS

1. All OLSC West Yorkshire members must follow the Code of Conduct under Section III of these By-Laws as well as the disciplinary code.
2. OLSC West Yorkshire will not be run for personal financial gain
3. OLSC West Yorkshire will maintain a membership of at least 50 registered OLSC members – with a minimum of 15 OLSC West Yorkshire members also holding an LFC Official Membership
4. All OLSC West Yorkshire members will live in North Yorkshire, West Yorkshire, South Yorkshire, Teesside or Derbyshire
5. OLSC West Yorkshire will charge a membership fee – the amount will be advised by the committee and voted by the members at the AGM.
6. OLSC West Yorkshire will use LFC trademarks, logos, or club crests in accordance with the full branding guidelines in the OLSC Policy that OLSC West Yorkshire signs up to and agrees to bide by each season.
7. OLSC West Yorkshire will establish a committee to ensure the fair running of OLSC West Yorkshire, represent LFC in an appropriate manner at all times, and be accountable to its membership. The Branch shall have a maximum of eight committee members. There will be a Branch Chairperson, Branch Secretary, Branch Treasurer and Membership Secretary, plus other roles as required. In order to hold the roles of Chairperson, Secretary or Treasurer, the person has to have been a member of OLSC West Yorkshire for at least the last 3 years, and not to have been previously suspended or expelled from the OLSC West Yorkshire or any other OLSC’s.
8. OLSC West Yorkshire will have an Annual General Meeting (AGM) on the month of June every season – date, time, and location to be determined.
9. At the first Annual General Meeting, OLSC West Yorkshire will establish a set of By-Laws fit for the regulation and good management of OLSC West Yorkshire, Committee Meetings, and AGMs
10. AGM minutes will be recorded and be made available upon request to all OLSC members and LFC. Meeting agendas will be drafted and distributed prior to the meeting start, AGMs will be “closed floor” with any member having the right to raise any issue under OLSC West Yorkshire any other business but must notify the committee of any other business raised no less than 7 days prior to the meeting.
11. OLSC West Yorkshire will not share any personal (e-mail address, mailing address, phone number) or financial information with any outside third parties and other members.
12. Amendments to these By-Laws must be submitted and voted on at the AGM– subject to a two-thirds majority vote of members present at the meeting
13. Each OLSC West Yorkshire Committee position will be subject to a simple majority vote, serving a 12 month term, and require re-election at the Annual General Meeting.
14. Each OLSC West Yorkshire Committee nominee must meet the following requirements:
- Must have an Official LFC membership (required by LFC)
- Must be willing and available to carry out their roles and responsibilities
- Must uphold the mission and abide by the By-Laws of OLSC West Yorkshire
- Must live in the North Yorkshire, West Yorkshire, South Yorkshire, Teesside or Derbyshire area
- Must have been a (clean) member for at least last 3 year and who has not been previously banned or suspended from membership of OLSC West Yorkshire or any OLSC
- OLSC Committee CAN NOT have family members in key positions. This also includes persons at the same address with a different name.
15. The OLSC Committee has the right to refuse any member request to join the OLSC West Yorkshire.
16. OLSC West Yorkshire Meetings shall be held monthly on the second Sunday of each month, unless there are clashes with matches etc.
17. If any member wishes to raise anything at the meeting (including AOB), it must be added to the agenda by informing the OLSC West Yorkshire Secretary by email 7 days prior to the next meeting. Committee Members will make themselves available immediately after the meeting to discuss any issues arising at short notice.
18. Apologies for absence should be sent by email/text to the OLSC West Yorkshire Secretary prior to the meeting.
19. All those present at meetings should behave in a respectful way to others. All contributions should be made via the Chair. Interruptions, shouting, personal attacks, bad language or aggressive behaviour will not be tolerated and could lead to disciplinary action, which may mean exclusion from the meeting or suspension from the Branch.
20. Membership can only be granted through the OLSC West Yorkshire Membership System, accessible via the OLSC West Yorkshire website. Membership runs from AGM (date to be determined in June each year) to AGM each season.
21. All Persons who join the OLSC West Yorkshire as Members will have deemed to have read the Rules and Regulations as set out in this document, and will have agreed to abide by them.
22. Members of OLSC West Yorkshire should also be LFC Official Members for the current season. Anyone without both forms of membership will be unable to obtain match tickets (if match tickets become available), and OLSC West Yorkshire reserves the right to check that membership has been purchased.
23. Members of OLSC West Yorkshire must reside in one of the following localities - North Yorkshire, West Yorkshire, South Yorkshire, Teesside and Derbyshire.
24. All Members will take responsibility for keeping their personal membership account details up to date i.e. changes of email address, telephone number, pick-up points etc
25. The committee have the right to refuse application for membership to OLSC West Yorkshire where there are reasonable grounds.

SECTION III – CODE OF CONDUCT

While OLSC West Yorkshire members bring diverse opinions on all aspects related to the business of OLSC West Yorkshire, we are committed to respecting each other and reaching a consensus on all matters. We are determined to act justly, and are bound by these By-Laws, to deliver outcomes that are in the best interests of everyone associated with OLSC West Yorkshire.

All OLSC West Yorkshire members are part of the OLSC Network and, therefore, must uphold the values and good name of LFC. OLSC West Yorkshire members are expected to be exemplary representatives of LFC and as such are asked to follow this Code of Conduct. All members shall treat fellow LFC supporters as well as supporters of other football clubs with courtesy and respect. No supporters shall threaten another football fan or sing offending chants toward other supporters. No member shall degrade or commit an act of violence on any other person while attending matches or any other official OLSC West Yorkshire events. Any violation of the Code of Conduct by a OLSC West Yorkshire member could result in the expulsion from OLSC West Yorkshire.

Please revert to the OLSC West Yorkshire Disciplinary code of conduct which details the procedure of how OLSC manages complaints or disciplinary action.

SECTION IV – OLSC WEST YORKSHIRE COMMITTEE

OLSC West Yorkshire Committee will be comprised of the following positions with the expected duties and responsibilities:

Chairperson – Chair the monthly branch meeting. Manage all actions captured at the monthly meetings. Chair the committee meetings.

Membership Secretary – Handles enquiries from existing or prospective new members.

Secretary - Record the minutes of all monthly branch meetings and handles general enquiries.

Treasurer – Manage the finances of OLSC West Yorkshire. Prepare financial reports to be presented at the AGM

Match Manager – Co-ordinate the travel to and from matches for our members

Social Secretary – Co-ordinate social events

Ticket Co-Ordinator – Organises distribution of tickets where we have tickets available for distribution.

IT Manager - Manages all technical aspects of the OLSC West Yorkshire web site and ticket admin system

Volunteer Admin (Non Committee) – This person can be seconded from the membership to help in various roles when needed.

Privacy Policy