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 SportsAid, House of Sport, Marathon House, 190 Great Dover Street, London, SE1 4YB..
Any reference to “SportsAid” will refer to Sports Aid Trust 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 Trust is what is known as the data controller, ie the organisation that is responsible for the collection, storage and processing of your personal data, with the registration number of Z5580350. SportsAid Trust 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.
Further notices highlighting certain uses SportsAid wishes to make of your personal data together with the ability to opt in or out of selected uses may also be provided to you when SportsAid collect personal data from you.
If you have any questions relating to the information about you that SportsAid may hold, then you can contact SportsAid at firstname.lastname@example.org and title your email “DATA PROTECTION”.
How does SportsAid collect data?
Personal data is information (in any format) that relates to a living individual who can be identified from that information, either on its own or when it’s combined with other information held by us.
SportsAid may collect your personal data via any of the following means:
a) Through the SportsAid online nomination system and / or the TASS portal (TASS is a third party)
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
g) where we monitor use of, or interactions with, our websites, and any marketing we may send you.
h) publicly available sources, for example, to help us keep the contact details we already hold for you accurate and up to date e.g. athlete information sites, etc.
We will only use your personal data where we are permitted to do so by applicable law. Under UK data protection law, the use of personal data must be justified under one of a number of legal grounds. The principal legal grounds that justify our use of your personal data are:
- With your consent: where you have consented to our use of information (you will have been presented with a consent form or facility in relation to any such use and may withdraw your consent through an unsubscribe or similar facility);
- As it is necessary for the performance of a contract to which SportsAid and the data subject are a party: where your information is necessary to enter into or perform our contract with you;
- If it is for a legal obligation which SportsAid is subject: where we need to use your information to comply with or legal obligations;
- With legitimate interest (from SportsAid) to do so: where we use your information to achieve a legitimate interest and our reasons for using it outweigh any prejudice to your data protection rights.
SportsAid may collect special category personal data, that being: Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. Please see “What personal data does SportsAid collect” below.
- Explicit consent: where you have consented to our use of information (you will have been presented with a consent form or facility in relation to any such use and may withdraw your consent through an unsubscribe or similar facility);
- Necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law: such where we need to process your special category personal data for HMRC/Charity Commission requirements;
- Where the personal data has been made public by the data subject: for example if you have posted about your disability on a public website;
- Necessary for the establishment, exercise or defence of legal claims.
- Substantial public interests reasons for processing special category data (if that is relevant we will explain this when we collect that data from you).
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) Website usage and other technical data such as details of your visits to our websites or information collected through cookies and other tracking technologies;
g) Recruitment related data such as your curriculum vitae, your education and employment history, details of professional memberships and other information relevant to potential recruitment to SportsAid;
h) your MAC and/or IP address; and
i) any other personal data that you may provide to us.
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 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 only use your personal data where SportsAid is permitted to do so by applicable law.
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: the lawful basis for this is: [legitimate interests (to allow us to provide you with helpful information and services)]; [consent];
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: the lawful basis for this is: [consent], [legitimate interests (to allow us to use marketing and business development)];
c) to respond to your queries, claims or complaints: the lawful basis for this is: [consent], [legitimate interests (to allow us to respond to you accordingly)] [necessary for performance of contract], [Necessary for the establishment, exercise or defence of legal claims];
d) to introduce you to, and initiate contact with, your ‘buddy’ (a designated, named mentor type contact) at your supporting partner (if applicable): the lawful basis for this is: [consent], [legitimate interests (to allow us to make appropriate decisions regarding support);
e) to collect additional information such as latest sporting results or seek your views on certain relevant sporting topics/themes: the lawful basis for this is: [consent], [legitimate interests (for gaining opinions to help improve topics and themes);
f) to comply with SportsAid legal (and regulatory) obligations the lawful basis for this is: [necessary for legal obligation(s)].
(g) for recruitment purposes (such as to enable us to process applications for employment): the lawful basis for this is: [Legitimate interests (to ensure that we can make the most appropriate recruitment decisions)]; [necessary for the performance of a contract]; [consent].
What are the data protection principles followed by SportsAid?
As required by the UK General Data Protection Regulation (UK 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 (they are our processors), which may include SportsAid’s IT providers or event agencies or film/media communication or marketing partners. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
- 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 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 consent, such as to sports governing bodies or other funding partners. This express consent 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.
SportsAid may need to share your personal data with our professional advisors (e.g. legal, financial, business, risk management or other advisors), bankers and auditors.
Is information used for marketing purposes?
Where SportsAid has your consent, 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). If your Personal Data is used for two purposes SportsAid will retain it until the purpose with the latest period expires; but SportsAid will stop using it for the purpose with a shorter period once that period expires. SportsAid’s retention periods are also based on its business needs and good practice.
To determine the appropriate retention period for personal data, SportsAid considers the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which it processes your Personal Data and whether it can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
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.
SportsAid has a range of appropriate security measures in place to protect against the loss, misuse and/or alteration of information under SportsAid’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.
Everyone at SportsAid and any third party service providers SportsAid may engage that process personal data on SportsAid’s behalf (for the purposes listed above) are also contractually obligated to respect the confidentiality of personal data.
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 your preferences and permissions
If you want to prevent further marketing and newsletter mailings from SportsAid, please request this in writing either to 'SportsAid, House of Sport, Marathon House, 190 Great Dover Street, London, SE1 4YB.or via email to email@example.com SportsAid will try to action this request as soon as possible but please note that it may take a reasonable amount of time 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 [including an unsubscribe link on the footer of each email] [emailing the charity].
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;
We are required to take reasonable steps to ensure that your personal data remains accurate. In order to assist us with this, please let us know of any changes to the personal data that you have provided to us by contacting us by writing either SportsAid, House of Sport, Marathon House, 190 Great Dover Street, London, SE1 4YBor via email to firstname.lastname@example.org or by using any relevant facilities that we provide.
Whilst it is our policy to respect the rights of individuals, please be aware that your exercise of some of these rights is subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime), our interests (e.g. the maintenance of legal privilege) and some of these rights may be limited where we are required or permitted by law to continue processing your personal data to defend our legal rights or meet our legal and regulatory obligations.
If you contact us to exercise any of these rights we will check your entitlement and respond in general within a month.
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 email@example.com or by unsubscribing from the last email you received.
If you are not satisfied with our use of your personal data or our response to any exercise of these rights, you have the right to complain to the relevant supervisory authority (data protection regulator):
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, 0303 123 1113, firstname.lastname@example.org
How we will update this Privacy notice
We keep our Privacy notice under regular review. Do not hesitate to consult it regularly in order to be informed of the modifications made.
This version was last updated on 15th September 2022