SportsAid Privacy and Data Protection Notice

Read more about how we store and protect the personal information you give to us.

INTRODUCTION

SportsAid is a charity registered in England and Wales as "Sports Aid Trust" under charity number 1111612 (and company number 05538901. The charity is based at First Floor, 21 Bloomsbury Street, London WC1B 3HF. It operates three programmes – SportsAid awards, Sport England TASS and Sport England Backing the Best, each with the principle purpose of providing recognition and financial support to talented young sports people.

This privacy policy relates to the information which is obtained and processed by SportsAid. Any reference to SportsAid will refer to the charity and its trading company, SAF Promotions Ltd (company number 02508698). The trading company is wholly owned and controlled by the charity. Any information collected may be used by both entities.

For data protection legislation, SportsAid is what is known as the data controller, ie the organisation that is responsible for the collection, storage and processing of data, with the registration number of Z5580350. SportsAid therefore has control over how your details are used and who they may be passed to.

The SportsAid Chief Executive has overall responsibility for data protection compliance for SportsAid.

The purpose of this notice is to explain how SportsAid controls, processes, handles and protects personal information.

If you have any questions relating to the information about you that SportsAid may hold, then you can contact SportsAid at mail@sportsaid.org.uk and title your email “DATA PROTECTION”.

DETAILS

How does SportsAid collect data?

SportsAid may collect your personal data via any of the following means:

a) Through the SportsAid online nomination system and / or the TASS portal
b) Through the Backing the Best application process
c) Via the annual athlete survey and / or via the annual national governing body survey
d) Acceptance for inclusion on the SportsAid mailing list or database
e) By you entering into direct correspondence (letter / email / telephone) with a SportsAid or TASS employee
f) By you signing up to receive information from SportsAid

Such information will only be collected in keeping with the following conditions:

  • With your consent;
  • As it is necessary for making/keeping in contact;
  • If it is a legal obligation;
  • It is related to vital and relevant interests;
  • It is lawful to do so and potentially in the public interest;
  • With legitimate interest (from SportsAid) to do so.

 

What personal data does SportsAid collect?

The types of personal data SportsAid collects may include:

a) your name;
b) your contact details, including postal address, telephone number and e-mail address;
c) your date of birth;
d) your gender;
e) your country of residence;
f) your MAC and/or IP address; and
g) any other information necessary for compliance with law.

In addition for athletes nominated to SportsAid for support through one of the programmes mentioned above, SportsAid may additionally collect:

a) details of your sport and your sporting achievements;
b) details of your sport club and / or coach;
c) your nationality and whether you hold a GB passport;
d) your home nation;
e) details of your school or university (and details of your course);
f) any relevant medical information (TASS only);
g) your social media details e.g. Facebook, Twitter, Instagram;
h) your bank account details (where considered necessary, with your explicit consent)
i) information on your costs and training activities, eg average annual expenditure on your sport;
j) details of your family circumstances, eg number of people in your household;
k) information on your parent / guardian / carer’s occupation/(s);
l) information on the gross annual household income; and
m) other financial information you may provide that you feel is relevant to your nomination, especially for a Backing the Best award nomination.

 

How will SportsAid use my data?

SportsAid will use the data you provide to establish and manage the charity’s relationship with you and this may include use for some or all of the following purposes:

a) to provide you with SportsAid information and services such as supporting you in your chosen sport, involving you in athlete workshops, advising and assisting you and in the process of considering you for SportsAid awards and other benefits;
b) to send you SportsAid information considered to be of interest to you such as press releases, e-news or surveys and information regarding various SportsAid events (both fundraising and athlete focused) and information on the charity’s work in general; this information may be sent via email or post, depending on your preferences;
c) to respond to your queries, claims or complaints;
d) to introduce you to, and initiate contact with, your ‘buddy’ (a designated, named mentor type contact) at your supporting partner (if applicable);
e) to collect additional information such as latest sporting results or seek your views on certain relevant sporting topics/themes;
f) to comply with SportsAid legal (and regulatory) obligations.

 

What are the data protection principles followed by SportsAid?

As required by the General Data Protection Regulation (GDPR) SportsAid follows the principles set out below in relation to data collection, processing and storage:

  • To be transparent, open and reasonable in explaining how information will be used;
  • To be specific and relevant in keeping with the purpose of the organisation and its charitable objects;
  • To only collect data that is actually required;
  • To ensure that data is accurate and as up to date as possible;
  • To retain data for no longer than is necessary;
  • To be able to assure security of data.

 

Is information passed to third parties?

SportsAid will only transfer your data to third parties in restricted circumstances and where it is lawful to do so, including the following:

  • From time to time, SportsAid may use third party service providers. These service providers may have access to your personal data to perform services on behalf of and at the instruction of SportsAid, which may include SportsAid’s IT providers or event agencies or film/media communication or marketing partners.
  • As a registered charity SportsAid may need to disclose your personal information to the Charities Commissioner which regulates charities. Wherever possible and appropriate SportsAid will anonymise that information (i.e. so that you cannot be identified) before making any such disclosure.
  • SportsAid may also disclose personal information on the athletes being supported to other persons or organisations with the athlete’s (or their parent/guardian’s, as applicable) express permission.
  • SportsAid may also share your personal data with certain third parties for marketing purposes, as set out in the section below titled ‘Is information used for marketing purposes?’
  • SportsAid may also disclose personal information on the athletes being supported to other persons or organisations with the athlete’s (or their parent/guardian’s as applicable) express permission, such as to sports governing bodies or other funding partners. This express permission is given as part of the SportsAid nomination process.
  • SportsAid may need to disclose your personal information to the police, law enforcement agencies or the security services to assist with the investigation and prevention of crime and the protection of national security.

 

Is information used for marketing purposes?

Where SportsAid has your consent or it is otherwise lawful to do so, the charity may provide you with direct marketing communications about SportsAid events, products and services, surveys and other insight work, reports, press releases or e-news, or let you know about future awards which may benefit athletes or future fundraising initiatives which might be of interest to SportsAid supporters. In each case, such information may be sent to you by post or by e-mail, telephone or SMS. Such communications may also be provided by third parties acting on our behalf – these communications will be clear that they are communications from SportsAid.

Some SportsAid awards are made in conjunction with one or more of the charity’s funding partners. In this instance, you will be informed in advance of the details of the funding partner(s) in question and SportsAid will oversee the communications.

For athletes, SportsAid will provide further information about such use of your personal data and the charity will seek your consent (and your parent/guardian’s consent as appropriate) to permit such communications from the charity’s various funding partners when you complete the form related to receiving a SportsAid award. Your personal data may be disclosed to such funding partners in order for them to send you mailings with details of their own events (by email and/or post) and to find out how you are progressing in your sport and how the SportsAid award has helped you (as applicable). 

 

How long will my data be kept?

SportsAid will keep your personal information for as long as in necessary for the purpose for which it has been obtained and then for as long as there is any likelihood of further contact being made, such as any sort of potential claim (which will be dependent on the limitation period for the particular type of claim). For the various stakeholders in contact with SportsAid, the following information sets out the various retention periods that will apply:

  • For athletes, to retain an accurate record of any athletes having received help from SportsAid, the basic details of your name, home town, sporting discipline and when you were supported (by SportsAid) will be retained for as long as SportsAid is continuing to fulfil its charitable objects; more details than these basics will be retained for up to 5 years for athletes who have more recently received support.
  • For individual contacts at partners and suppliers this will be for as long as SportsAid continues to have a relationship with that partner or supplier and then for a period of up to 2 years afterwards.
  • For marketing contacts it will typically be for a period of up to 2 years after SportsAid was last in contact with you.
  • For individuals attending a SportsAid event it will typically be for a period of 2 years after the event.
  • For individuals seeking information or in general correspondence with SportsAid it will typically be for up to 2 years.

It is important to make sure that the personal information that SportsAid holds about you is accurate and up to date. To this end you should let SportsAid know if any details have changed, such as your phone number, email address, home address or role and responsibilities regarding work, school or college/university. You can contact SportsAid as set out below.

 

Security

SportsAid has several security measures in place to protect against the loss, misuse and/or alteration of information under the charity’s control. SportsAid cannot guarantee that these reasonable and thorough measures are or will remain entirely adequate. However, SportsAid does take data security very seriously and will use all reasonable endeavours to protect the integrity and security of the personal information it collects about you.

Whilst SportsAid will endeavour to take all reasonable steps to protect your personal information, the charity cannot guarantee the security of any data you disclose online. You accept the inherent security risks of providing information and corresponding online and over the internet and will not hold SportsAid responsible for any breach of data security unless this is clearly due to the charity’s negligence or wilful default.

 

Changes to you preferences and permissions

If you want to prevent further mailings from SportsAid, please request this in writing either to 21 Bloomsbury Street, London, WC1B 3HF or via email to mail@sportsaid.org.uk SportsAid will try to action this request as soon as possible but please note that it may take a reasonable amount of time (up to 28 days) for SportsAid to complete the action. Please note that each electronic mailing SportsAid sends to you will contain details of how you can unsubscribe by emailing the charity.

 

Your rights

At any time you are able to request access to and rectification or erasure or data, including withdrawing your consent as follows:

  • The right to be informed about how your personal information is being used;
  • The right to access the personal information that SportsAid holds about you;
  • The right to request the correction of inaccurate personal information SportsAid holds about you;
  • The right to request erasure of your personal information in certain limited circumstances;
  • The right to restrict processing of your personal information where certain requirements are met;
  • The right to object to the processing of your personal information;
  • The right to request that SportsAid transfers elements of your data either to you or another service provider/organisation;
  • The right to object to certain automated decision-making processes that use your personal information.

Several of these rights may not necessarily apply to the personal information SportsAid holds as they may have certain conditions or exemptions, but others have no such conditions. Please note that this area of the law can be quite complex and more information can be found at www.ico.org.uk/for-the-public/

To exercise any of these rights or if you have any questions, you can contact SportsAid by email at mail@sportsaid.org.uk or by unsubscribing from the last email you received.

CONTACT US

If you have any comments or queries in connection with our privacy policy, please contact us at mail@sportsaid.org.uk or call 020 7273 1975 or write to SportsAid, First Floor, 21 Bloomsbury Street, London WC1B 3HF.