WILTSHIRE AND SWINDON SPORT (WASP) PRIVACY NOTICE 20 APRIL 2018

Transcription

1 WILTSHIRE AND SWINDON SPORT (WASP) PRIVACY NOTICE 20 APRIL 2018 References t we, ur r us in this privacy ntice are t Wiltshire and Swindn Sprt (WASP) We are cmmitted t respecting yur privacy. This ntice explains: Hw we may use persnal infrmatin we cllect befre, during and after yur invlvement with us Hw we cmply with the law n data prtectin What yur rights are This ntice applies t yu if yu are (r wuld like t be): Registered with WASP and/r RightCach Interested in receiving updates abut any f ur services Taking part in a prject, event r wrkshp rganised by us r ne f ur partners Applying fr funding A sle trader, emplyee r individual interested in purchasing any f ur prducts r services Our Senir Management Team has verall respnsibility fr data prtectin cmpliance within ur rganisatin. Cntact details are set ut in the "Cntacting us" sectin at the end f this privacy ntice. 1. PERSONAL INFORMATION WE MAY COLLECT FROM OR ABOUT YOU Yu may prvide us with (r we may cllect) persnal infrmatin abut yu, such as: Persnal cntact details e.g. name, address, pstal address and telephne number Date f birth r age Gender Yur schl, cllege r place f wrk Recrds f yur interactins with us such as telephne cnversatins, s and ther crrespndence Details yu prvide abut yur experiences and interests in sprt and physical activity Membership f any sprt club, gverning bdy r accreditatin scheme Any feedback yu prvide in surveys/questinnaires Recrds f yur attendance at any events, cmpetitins r wrkshps delivered by us r ur partners Images in vide and/r phtgraphic frm Any payment r bank details yu prvide s that we can receive payments frm yu r yu can receive funding frm us and details f thse financial transactins Use f and mvements thrugh ur nline prtal, passwrds, persnal identificatin numbers, IP addresses, user names and ther IT system identifying infrmatin Any funding applicatin details Yur marketing preferences s that we knw whether and hw we shuld cntact yu 2. SPECIAL CATEGORIES OF PERSONAL INFORMATION At times, we may need t knw mre sensitive persnal infrmatin abut yu. If this is needed, we will explain why we need it, hw it will be used and ask fr yur explicit cnsent. This includes: Infrmatin abut yur race r ethnicity, religius beliefs, sexual rientatin r plitical pinins infrmatin abut yur health, including any medical cnditin, health and sickness recrds, r health prfessinal infrmatin Previus criminal recrd via DBS checks 1

2 3. HOW WE COLLECT YOUR INFORMATION There are a number f ways we may btain infrmatin abut yu (see table belw). Infrmatin frm these surces may be cmbined tgether, but this is nt always the case. Infrmatin prvided directly by yu: Registering with any f ur nline services Signing-up fr ur newsletter(s) Making an applicatin fr funding Making a bking fr an event r wrkshp Filling in a survey r questinnaire Infrmatin frm ther surces: Visiting ur nline services r website Participating in a prject, event r wrkshp Making a query r cmplaint Crrespnding by phne, r letter Interacting via scial media Frm publicly available surces e.g. yur rganisatin s website Via a third party which yu have permitted t share yur infrmatin with us 4. USES MADE OF THE INFORMATION The table belw describes the main purpses fr which we prcess yur persnal infrmatin, the categries f yur infrmatin invlved and ur lawful basis fr being able t d this. Purpse: Persnal infrmatin used: Lawful basis: T administer any membership accunt(s) yu have with us and t manage ur relatinship with yu, (including enquiries made by yu) T send yu marketing infrmatin we think yu might find useful r which yu have requested frm us (including newsletters, upcming events, new prjects r funding, etc) T deal with yur cmplaints Retentin f recrds Cntact details, recrds f yur interactins with us, and marketing preferences. Use f and mvements thrugh ur nline prtal. Cntact details and marketing preferences. Details yu prvide abut yur experience in sprt and physical activity and any interests yu express in getting invlved. Cntact details and recrds f yur interactins with us. All the persnal infrmatin we cllect. This is necessary t enable us t prperly manage and administer yur accunt with us. Where yu have given us yur explicit cnsent t d s. Where yu have used a similar service r participated in a similar prject, event r wrkshp with us in the past. We have a legitimate interest t prvide cmplaint handling services t yu. In additin t the abve, we may have legal r regulatry bligatins t retain recrds. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. See sectin 2 abve. 2

3 T cnduct data analytics studies t better understand event attendance and trends within sprt in the regin Fr the purpses f prmting sprt in the regin, ur campaigns and events and the wrk we d as a Cunty Sprts Partnership T cmply with health and safety requirements T use infrmatin abut yur physical r mental health (including any injuries) r disability status t ensure yur health and safety and t assess yur fitness t participate in any f the activities r events we hst Fr the purpses f equal pprtunities mnitring T administer yur attendance at any curses, events r prgrammes yu sign up t T manage the prcess f applying t us fr funding T make payments t yu where we have agreed t fund a prject T arrange and manage cntracts fr the prvisin f services/prducts T cmply with legal bligatins, e.g. when wrking with children r vulnerable adults Recrds f yur attendance at any events r cmpetitins hsted by us and/r ur delivery partners. Images in vide and/r phtgraphic frm. Recrds f attendance and health and medical infrmatin Name, title, date f birth, gender, infrmatin abut yur race r ethnicity, and health infrmatin. All cntact details, date f birth, gender, health and medical infrmatin All details prvided in yur funding applicatin. Transactin and payment data Transactin and payment data, cntact details Infrmatin abut yur criminal cnvictins and ffences We have a legitimate interest in ding s t ensure that ur events cntinue t imprve and are targeted and relevant. Where yu have given us yur explicit cnsent t d s. We have a legal bligatin and a legitimate interest t prvide yu and ther members f ur rganisatin with a safe envirnment in which t participate in sprt. See sectin 2 abve. We have a legitimate interest t prmte a sprts envirnment that is inclusive, fair and accessible. See sectin 2 abve. This is necessary t enable us t register yu n t and arrange fr the effective delivery f ur develpment prgrammes and events. See sectin 2 abve. This is necessary t enable us t prperly manage and assess yur applicatin. This is necessary t make payments t yu. This is necessary t enable us t prperly manage and perfrm any cntract fr services and prducts. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. 3

4 5. CONSENT At times, yu may have a legal r cntractual requirement r bligatin t prvide us with yur persnal infrmatin. If yu d nt prvide us with the requested persnal infrmatin, we may nt be able t: Admit yu as a member f ur bdy Prperly perfrm ur cntract with yu Cmply with legal bligatins We may als ask fr yur cnsent t hld r use yur data fr ther reasns such as marketing and prmtins. These will always be n an pt-in basis, rather than an pt-ut basis. Where yu have given us yur cnsent t use yur persnal infrmatin in a particular manner, yu have the right t withdraw this cnsent at any time, which yu may d by cntacting us as described in the "Cntacting us" sectin belw. Please nte hwever that the withdrawal f yur cnsent will nt affect any previus use f yur data and we may still be entitled t hld and prcess relevant persnal infrmatin if we have a legal bligatin t d s. Withdrawing cnsent may als have the same effects as nt prviding the infrmatin in the first place, fr example we may n lnger be able t prvide certain benefits t yu. 6. DIRECT MARKETING Frm time t time, we may cntact yu by , pst r SMS with infrmatin abut prducts and services we believe yu may be interested in. We will nly send marketing messages t yu in accrdance with the marketing preferences yu have set. Yu can then let us knw at any time that yu d nt wish t receive marketing messages by cntacting us (please see the "Cntacting us" sectin at the end f this privacy ntice). If yu are a WASP r RightCach member, yu can als change yur marketing preferences n yur prfile under the accunt tab. 7. DISCLOSURE OF YOUR PERSONAL INFORMATION We share persnal infrmatin with the fllwing parties: Any party apprved by yu Any gverning bdies r reginal bdies fr relevant sprts t allw them t prperly administer the sprts n a lcal, reginal and natinal level Other service prviders and advisrs such as marketing specialists, payment prcessrs, prfessinal advisrs, data analysis and IT services (including CRM, website and vide services) External funding prviders fr the purpses f making an applicatin fr funding Our supply chain partners and sub-cntractrs such as curse tutrs Our partners and activity prviders fr the purpses f arranging any events r wrkshps yu have registered yur interest in, including (but nt limited t) Sprt England, Wiltshire Cuncil, Swindn Brugh Cuncil, Create Develpment, Dame Kelly Hlmes Trust, Age UK, Cmmunity First The Gvernment r ur regulatrs where we are required t d s by law r t assist with their investigatins r initiatives, including (but nt limited t) Sprt England Plice, law enfrcement and security services t assist with the investigatin and preventin f crime and the prtectin f natinal security We d nt disclse persnal infrmatin t anyne else except as set ut abve. 8. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY The persnal infrmatin we cllect is nt transferred t and stred in cuntries utside f the UK and the Eurpean Unin. 9. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR? The duratin fr which we retain yur persnal infrmatin will differ depending n the type f infrmatin and the reasn why we cllected it frm yu. Hwever, in sme cases persnal infrmatin may be 4

5 retained n a lng-term basis: fr example, persnal infrmatin that we need t retain fr legal purpses will nrmally be retained in accrdance with usual cmmercial practice and regulatry requirements. Generally, where there is n legal requirement we retain all physical and electrnic recrds fr a perid f 5 years after yur last cntact with us. Exceptins t this rule are: Infrmatin that may be relevant t persnal injury claims, discriminatin claims may be retained until the limitatin perid fr thse types f claims has expired. Fr persnal injury r discriminatin claims this can be an extended perid as the limitatin perid might nt start t run until a lng time after the event. Infrmatin that may be relevant t any f ur prjects may be retained fr lnger perids in rder t allw us t assess the lnger-term impact f ur supprt fr sprts prjects. Infrmatin relating t funding r financial transactins will be held fr 7 years fr auditing purpses. It is imprtant t ensure that the persnal infrmatin we hld abut yu is accurate and up-t-date, and yu shuld let us knw if anything changes, fr example if yu change yur phne number r address. Yu may be able t update sme f the persnal infrmatin we hld abut yu thrugh yur nline accunt. Alternatively, yu can cntact us by using the details set ut in the "Cntacting us" sectin belw. 10. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION Yu have the fllwing rights in relatin t yur persnal infrmatin: The right t be infrmed abut hw yur persnal infrmatin is being used The right t access the persnal infrmatin we hld abut yu The right t request the crrectin f inaccurate persnal infrmatin we hld abut yu The right t request the erasure f yur persnal infrmatin in certain limited circumstances The right t restrict prcessing f yur persnal infrmatin where certain requirements are met The right t bject t the prcessing f yur persnal infrmatin The right t request that we transfer elements f yur data either t yu r anther service prvider The right t bject t certain autmated decisin-making prcesses using yur persnal infrmatin Yu shuld nte that sme f these rights, fr example the right t require us t transfer yur data t anther service prvider r the right t bject t autmated decisin making, may nt apply as they have specific requirements and exemptins which apply t them and they may nt apply t persnal infrmatin recrded and stred by us. Fr example, we d nt use autmated decisin making in relatin t yur persnal data. Hwever, sme have n cnditins attached, s yur right t withdraw cnsent r bject t prcessing fr direct marketing are abslute rights. Whilst this privacy ntice sets ut a general summary f yur legal rights in respect f persnal infrmatin, this is a very cmplex area f law. Mre infrmatin abut yur legal rights can be fund n the Infrmatin Cmmissiner s website at T exercise any f the abve rights, r if yu have any questins relating t yur rights, please cntact us by using the details set ut in the "Cntacting us" sectin belw. If yu are unhappy with the way we are using yur persnal infrmatin yu can als cmplain t the UK Infrmatin Cmmissiner s Office r yur lcal data prtectin regulatr. We are here t help and encurage yu t cntact us t reslve yur cmplaint first. 11. CHANGES TO THIS NOTICE We may update this privacy ntice frm time t time. When we change this ntice in a material way, we will update the versin date at the bttm f this page. Fr significant changes t this ntice we will try t give yu reasnable ntice unless we are prevented frm ding s. Where required by law we will seek yur cnsent t changes in the way we use yur persnal infrmatin. 12. CONTACTING US In the event f any query r cmplaint in cnnectin with the infrmatin we hld abut yu, please jy@wiltssprt.rg r write t us at WASP, Richmnd Huse, 1 Gdwd Clse, Epsn Rad, Trwbridge, BA14 0XE. 5