Privacy statement

Introduction

Like all organisations who collect and use personal data, Sport England is subject to the requirements set out in the General Data Protection Regulation (‘GDPR’). Our privacy statement explains how Sport England collects, uses and looks after personal data. Personal data is any information relating to an identified or identifiable living person. This definition of this may be found in the Data Protection Act 2018.

We have robust policies and procedures in place, including a Data Protection Policy and File Retention Schedule. We have also adopted a ‘Privacy by Design’ approach across the organisation and this helps to ensure that we consider the privacy implications of all our projects, IT systems, and day-to-day work. In addition, Sport England has an appointed a Data Protection Officer to oversee our approach to data protection and privacy. Our DPO can be contacted by emailing dpo@sportengland.org.

The data protection principles

A woman looking at some paperwork.

The GDPR includes six principles that organisations must apply when they collect and use personal data. These principles are:

Personal data must be processed in a manner which is lawful, fair and transparent. This means that when we collect and use personal information we must have a lawful basis for doing so, we must consider the rights and interests of the person the data is about, and provide clear information about our use of the data.

Personal data must be collected for specified, explicit and legitimate purposes and not used in any ways which are incompatible with those purposes. When we collect personal data we must be very clear about why we need it and what we'll do with it. If we collect personal data for one purpose may not use it for an unconnected purpose.

Personal data we collect must be adequate, relevant and limited to what is necessary for the purposes for which it is used. This means must make sure that we only collect and use personal data that is strictly necessary for our stated purpose or purposes.

Personal data must be accurate, and where necessary, kept up to date. We are required to take all reasonable steps to ensure that the personal data held is correct and kept up to date. This means that from time to time, we'll review the personal data we hold and we may contact you to make sure the personal data we have about you is current and does not contain any errors.

Personal data must be kept in a format which allows identification for no longer than is necessary for the purposes for which it is used. In some cases, it may only necessary for us to be able to directly identify an individual for a short period of time. When we no longer need to be able to identify an individual we will anonymise the personal data. Where personal data is anonymised and the data subject in no longer identifiable that data will cease to be personal data.

Personal data must be used in a manner that ensures appropriate security of the data. This means that our policies, procedures, systems and working practices must ensure that personal data is protected from unlawful access and is kept secure at all times.

Lawful basis

Before we collect and use personal data, Sport England must be able to demonstrate that there is a lawful basis for us to do so. GDPR provides six lawful bases for processing personal data:

Consent: when you have explicitly told us that we may collect and use your personal data – for example by asking us to add you to one of our mailing lists.
Contract: when we need to collect and use personal data to enter into or perform a contract – for example if you receive funding from us.
Legal obligation – when we need to collect and use personal data to carry out our legal duties – for example to respond to a request for information under the Freedom of Information Act.
Vital interests: when we need to collect and use personal data to protect your vital interests or the vital interests of another person – for example by contacting the relevant authorities if we believe an individual is likely to come to immediate harm.
Public task: when we need to collect and use personal data to carry out one of our official tasks, or a task that's in the public interest – for example when we carry out surveys about sports participation to create official statistics.
Legitimate interests: when we need to collect and use personal data to pursue the legitimate interests of Sport England or a third party, unless doing so would interfere with your rights and freedoms – for example when we're dealing with complaints about an organisation we have funded.

Our lawful basis for collecting and using personal data varies depending on why we have collected it and what we'll do with it. Whenever Sport England collects personal data directly from you we aim to set out our lawful basis as clearly as we can using pop-up messages, or links to the information you need. If we receive personal data about you from a third party, we'll use reasonable efforts to identify our lawful basis and to inform you of this where it's possible and practical for us to do so.

Why we need to collect personal data

Sport England collects and uses personal data for a variety of purposes including:

Staff selection and recruitment
Grant application submission and assessment
Grant monitoring and evaluation
Research into physical activity
Responding to correspondence from members of the public
Managing requests to be added to a Sport England mailing list
Complying with regulatory and financial requirements
Promoting and encouraging participation in sport and physical activity.

When we collect personal data directly from you, we'll provide specific and detailed information about why we need to do so.

About the personal data we collect and use

Sport England collects a range of personal data including:

Names and contact details (including postal and email addresses and telephone numbers)
Biographical information such as participation in sport, membership of sports clubs and interest in, or opinions.
Information about ethnicity, sexual orientation, health related data or other special category personal data where it's necessary and relevant for a specific purpose
Photographs, including for publicity or promotional purposes.

When we collect and use personal data directly from you, we aim to provide specific and detailed information about the categories of personal data involved.

Collecting personal data about children

We do not knowingly collect personal data about children under the age of 13. If you become aware that a child has provided us with their personal data without the consent of the parent or guardian we would ask you to contact our Data Protection Officer straightaway so that we can address the matter.

How we share personal data

Relevant Sport England colleagues, suppliers and subcontractors will have access to your personal data for the purpose(s) it was collected for. When suppliers and subcontractors have access to your personal data, Sport England will still be responsible for decisions about how your personal data is used.

In some cases, where there is a lawful basis for us to do so we may share personal data with third parties such as the Department for Digital, Culture, Media and Sport, external auditors, the Information Commissioner’s Office, the Parliamentary and Health Service Ombudsman or other trusted partners, including NGBs and funded organisations. Where possible we'll tell you if your personal data will be shared, and the third parties the data be shared with, at the time we collect your personal data.

If we're required by law to disclose personal data we will do so, in keeping with our obligations.

We do not routinely transfer personal data outside to any third countries outside the European Economic Area (or ‘EEA’). However, if you've asked us to send you one of our newsletters, we use a third party to administer the mailouts. This third party is currently based in the USA.

Sport England never sells personal data to third parties for any purpose, and we do not collect or compile personal data for dissemination to third parties for marketing purposes.

How we look after your personal data

We have a number of ICT and Information Governance procedures in place which set out the technical and organisational measures we take when collecting and using personal data. If you'd like to find out more about these policies and procedures please contact our Data Protection Officer.

Personal data is held securely within Sport England’s IT environment, or in our trusted third-party hosting providers’ secure systems. Where personal data is held on third party hosting providers’ secure systems, it's stored according to our instructions and in accordance with the contracts we have in place.

How long we keep personal data

All the personal data that we collect and hold is kept in accordance with our File Retention Schedule. This Schedule is guided by the legislative and regulatory frameworks we are subject to and helps us to ensure that we do not keep personal data for longer than is necessary for the purpose(s) it was collected for.

Your rights

The GDPR gives individuals a number of rights in relation to any personal data an organisation holds about them and it is Sport England’s policy to make it as easy as possible for people to exercise these rights.

Subject access

Under GDPR all individuals are entitled to be told what personal data an organisation holds about them, and to receive copies of that information, free of charge, within one month.

You can make a subject access request to Sport England by contacting the Information Governance Manager:

dpo@sportengland.org

Rectification and erasure

If you believe that Sport England is holding inaccurate information about you, you're entitled to ask us to rectify that data. In addition, if you believe that Sport England no longer has a lawful basis to use your personal data, you can ask us to delete it.

The right to rectification and erasure is not absolute, but we will consider any requests carefully and comply with such requests where it's appropriate for us to do so. You can ask to have your personal data rectified or erased by contacting the Information Governance Manager:

dpo@sportengland.org

Withdrawing consent

If our lawful basis for collecting and using your personal data was consent, then you're entitled to withdraw that consent at any time. You do not need to give a reason for withdrawing your consent and we are required to comply promptly. You can inform us that you wish to withdraw consent by contacting the information Governance Manager:

dpo@sportengland.org

Complaints

If you're in any way dissatisfied with the way we have handled your personal data, Sport England provides a Complaints Procedure, which can be found towards the bottom of this page.

In addition, regardless of whether you make a complaint under our Procedure you're entitled to lodge a complaint about our data handling practices with the Information Commissioner by writing to:

The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

www.ico.org.uk

Changes to our privacy statement

We keep our approach to privacy under close review, and this means we may update our privacy statement from time to time. Updates to the privacy statement are published on our website.

Newsletter data privacy information

Sport England is a public body that works to encourage as many people as possible to become and remain physically active. Our head office is based at 21b Bloomsbury Street London, WC1B 3HF. As part of this work we produce a regular newsletter, The Latest from the Pitch.

Like all other organisations who collect and use personal data we are subject to the requirements set out in the General Data Protection Regulation (GDPR). We take our responsibility to look after personal data very seriously and we ensure that respecting privacy is at the heart of all we do.

Sport England has an appointed a Data Protection Officer to oversee our approach to data protection and privacy. Our DPO can be contacted by emailing:

dpo@sportengland.org

Why we need to collect your personal data

We need to collect your personal data in order to complete your request to receive our regular Latest from the Pitch Newsletter.
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You have told us that you would like us to send you our regular Latest from the Pitch Newsletter, and we have a legitimate interest in making sure your request is fulfilled. Our lawful basis for collecting your personal data under Article 6 of the GDPR is therefore ‘legitimate interest’
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What personal data we will collect and how we will use it

We will collect the following personal data about you:
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Your email address, when you sign up to receive the newsletter

Information about the way you interact with the content in the newsletters we send you.
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Who we’ll share it with

Your personal data will be made available to relevant Sport England colleagues for the purposes of sending you the newsletter. It will be held securely and we will not make it available more widely than is necessary.
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Your personal data will be shared with third parties who manage the Sport England website on our behalf, and third parties who administer our mailing lists, and send newsletters on our behalf. We will not share your personal data with any other third parties and promise not to sell it, use it for commercial purposes or bombard you with irrelevant content.

You should be aware that we may transfer your data to third country outside the EEA, where model clauses are in place to allow such transfers. Your data will be processed in the UK, other countries in the EEA and the USA.

We will disclose personal data to third parties if we believe we are reasonably required to do so by law, regulation, court order or any competent government, statutory or public authority.
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How long we will keep it

We will keep your data for the lifetime of the Latest from the Pitch newsletter, unless you tell us you don’t want to receive it any more.
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You can unsubscribe at any time by clicking on the unsubscribe link found at the bottom of every email. You can also email our Data Protection Officer via dpo@sportengland.org and we will make sure you don’t hear from us again.
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Your rights

Under the GDPR you are entitled to access your personal data by making a subject access request to the DPO at the contact details provided above.
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You are also entitled to ask us to rectify any mistakes in your personal data and, in some circumstances, to have it erased

You are also entitled to lodge a complaint about our handling of your personal data with the Information Commissioner’s Office.
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Be Inspired privacy statement

Sport England is a public body that works to encourage as many people as possible to become and remain physically active. SportPark, 3 Oakwood Drive, Loughborough, Leicestershire, LE11 3QF.

Like all other organisations who collect and use personal data we are subject to the requirements set out in the General Data Protection Regulation (GDPR). We take our responsibility to look after personal data seriously and we ensure that respecting privacy is at the heart of all we do.

Sport England has an appointed a Data Protection Officer to oversee our approach to data protection and privacy. Our DPO can be contacted by emailing:

dpo@sportengland.org

London Organising Committee of the Olympic Games

In 2013 Sport England, in partnership with UK Sport and London & Partners, acquired the London 2012 database from the London Organising Committee of the Olympic Games (LOCOG). At this time, personal data was transferred to Sport England free of charge to help us build a London 2012 legacy for sport, volunteering and culture.

Sport England is the data controller for personal data transferred from LOCOG
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Why we need to collect your personal data

1. If you signed up to receive the newsletter via the Be Inspired website

You have told us that you would like us to send you our regular Be Inspired Newsletter and we have a legitimate interest in making sure your request is fulfilled. Our lawful basis for collecting and using your personal data under Article 6 of the GDPR is therefore ‘legitimate interest’

2. If your data was transferred to Sport England by LOCOG

When LOCOG collected your personal data you consented to receiving updates and marketing about London 2012 and the legacy of London 2012. Our lawful basis for collecting your personal data under Article 6 of the GDPR is therefore ‘consent’

3. If you opted to receive the newsletter when purchasing tickets for a national sporting event (for example the Rugby World Cup)

When you purchased tickets for a national sporting event you consented to receiving a copy of the Be Inspired newsletter. Our lawful basis for collecting your personal data under Article 6 of the GDPR is therefore ‘consent’
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What personal data we will collect and how we will use it
We collect and use the following personal data about you:
- Your email address, when you sign up or give consent to receive the newsletter
- Your postcode, when you sign up or give consent to receive the newsletter
- Your date of birth when you sign up or give consent to receive the newsletter
- Information about the way you interact with the content in the newsletters we send you.
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Personal acquired directly from LOCOG includes:
- Name
- Email address
- Postal address
- Telephone number
- Age range or date of birth
- Special categories of personal data (ethnicity, disability and gender)
Please be assured that data transfer did not include any credit card or other financial details as this information was not stored by LOCOG.

We will use your personal data in order to send Be Inspired newsletters, to analyse the way you interact with Be Inspired newsletters, and to ensure that we send you relevant and interesting content. We will also use your personal data for the purposes of administering your account, providing service updates, and responding to any queries you raise.

We will carry out limited, anonymised profiling of the personal data in the Be Inspired database, by carrying out automated analysis of your postcode (to send you location specific content), your gender or age range (to deliver targeted content and your interaction with newsletter content (to determine the types of content most relevant to you).
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Who we will share it with

Your personal data will be made available to relevant Sport England colleagues for the purposes of administering the newsletter, currently a small number of people within our Editorial and Content Team. It is held securely and is not be made available more widely than is necessary.
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Your personal data will be shared with a third party who administer our mailing lists and send newsletters on our behalf. We will not share your personal data with any other third parties and promise not to sell it, use it for commercial purposes or bombard you with irrelevant content.

You should be aware that we will transfer your data to a third country outside the EEA. Your data will be processed in the UK, other countries in the EEA and the USA by the company who send newsletters on our behalf, currently Zeta Global.

You should also be aware that we will disclose personal data to third parties if we believe we are reasonably required to do so by law, regulation, court order or any competent government, statutory or public authority.
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How long we will keep it

We will keep your data for the lifetime of the Be Inspired newsletter, unless you tell us you don’t want to receive it any more.
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You can unsubscribe at any time by clicking on the unsubscribe link found at the bottom of every email. You can also email beinspired@sportengland.org or our Data Protection Officer via dpo@sportengland.org and we’ll will make sure you don’t hear from us again.
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Your rights

Under the GDPR you are entitled to access your personal data by making a subject access request to the DPO at the contact details provided above. You can also to ask us to rectify any mistakes in your personal data and, in some circumstances, to have it erased.
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If you are concerned about our handling of your personal data you should contact our Data Protection Officer to make a complaint. You are also entitled to lodge a complaint about our handling of your personal data with the Information Commissioner’s Office.
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Movement stakeholders privacy statement

We take our responsibility to look after personal data very seriously and we ensure that respecting privacy is at the heart of all we do.

You may have received emails because you may have worked with us in the past, signed up for a newsletter or expressed an interest in hearing from us about our strategy, Uniting the Movement, now and in future.

As such, we believe that you’d be interested in the progress of Sport England’s work, expertise and evidence to transform lives and communities through sport and physical activity.

But we always want to be sure you want to hear from us and understand your privacy rights as outlined below. These follow the principles established in Sport England’s privacy statement at the top of this page.

Your privacy rights
- Sport England will be the data controller of your personal data.
- The only personal data we will process to communicate with you is your first and last name, email address, organization name and role.
- Our basis for processing your data is our public task.
- We will only use it to communicate with you from time to time about the progress of Sport England’s work, expertise and evidence to transform lives and communities through sport and physical activity
- We will not share your data with any other third parties nor will we store it outside of the UK or the EU.
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You can unsubscribe

You have the right to access your information, rectify, erase, restrict or object to processing at any time.

If you no longer wish to receive future emails about corporate news, research, announcements and other similar communication from Sport England, please let us know by clicking here to unsubscribe from our list of movement stakeholders.
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Changes to this privacy statement

We keep our approach to privacy under close review, and this means we may update our privacy statement from time to time. Updates to the privacy statement will be published on this page of our website.
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The Movement Fund Privacy Statement

About the Movement Fund

In 2021 Sport England launched its Uniting the Movement Strategy. Our focus is to support projects that match our goal of getting more people active, reducing the number of inactive people, and tackling inequalities.

The fund will support these aims by offering investment in eligible projects by way of grants or matching crowdfunding pledges of up to £15,000.00 as well as other resources to improve physical activity opportunities for the people and communities who need it the most.

About Sport England

As Sport England is a Public Body and a registered data controller, we must comply with the Data Protection Act 2018 (“the Act”).

We are committed to protecting your privacy and will ensure any personal information you provide is handled properly under the Act.

Type of personal data

We'll collect the following personal data from your representatives when you communicate with us about, apply to and participate in the Fund. The personal data we process will include:

Your representatives’ first and last name and email address,
Your representatives’ role and the address of your organisation,
Other business and operational data if such data is held in the name of private individuals,
If you submit photographs showing identifiable persons then face, gender and special category data comprising of race and ethnicity, possible health detail and religious data may also be processed,
If you submit video recordings at any stage of the process showing identifiable persons then face, gender, voice, and special category data comprising of race and ethnicity, possible health detail and religious data may also be processed,
Anti-fraud check results linked to you.

Our lawful basis for processing any personal data you provide is our public task.

Our lawful basis for processing any special category data you provide is explicit consent of the person whose special category data is being shared, the consent should be provided at the time of obtaining any special category data from that party and should be made available to Sport England on request.

Audio, visual or audio-visual personal data

Wherever you provide audio, visual or audio-visual material to Sport England or Crowdfunder for the purposes of the fund you must ensure that if any personal data belonging to a third-party is captured you had the necessary permission to obtain and then share such personal data and permit any additional use proposed by Sport England.

For more information about the effective use of pictures or videos in project journeys please refer to our helpful handout.

Purpose

We will use the information you give us in any communications, the application form and in supporting documents for:

Communicating with you when you contact us about the Fund,
Assessing your application and post project completion,
Evaluating your experience of applying to the Fund,
Administering and monitoring the delivery of any award you receive,
Evaluating the way our funding program works and the impact and effect it may have,
Complete and publish case studies relating to your participation in the Fund,
Publication in newspapers, externally shared documents, digital and social media platforms
Reporting on statistics or performance to the Government,
Conducting anti-fraud checks
Carrying out any other regulatory functions which may include your data,
Obtaining support or advice from approved suppliers or advisors
Sharing information with other government funding entities,
Contacting you about other matters related to other Movement Fund activities, participants or stakeholders,
Sharing information with other Movement Fund stakeholders and
Responding to any regulatory, legislative or other requests made by you, other third parties or regulators to ensure compliance with our legal obligations.

Who processes your data?

In processing your personal data to deliver the services Sport England is data controller. Where an application is submitted by an entity (you) that entity is also data controller for the information they provide.

Both Sport England and you are considered independent data controllers and so if you have any concerns about how we process personal data please communicate with us before providing any personal data.

Additionally, Sport England uses an authorised processor to provide services for this funding program. The appointed processor is Crowdfunder Limited, who has been engaged by Sport England to provide crowdfunding campaign support for you to match any crowdfunding award offer that may be made to you under the Fund.

Crowdfunder will share any data provided by you for a Fund application made on their site to Sport England to be processed according to the terms of this privacy statement.

Crowdfunder will process your personal data in their own capacity as an independent data controller when you sign up to their website terms and conditions.

Whenever you provide personal data using the Crowdfunder website you will also be subject to the terms and conditions of Crowdfunder’s privacy notice.

We use a third-party application Microsoft Forms provided by Office 365 to conduct surveys we may ask you to participate in.

When we do so the processing of any personal data you provide will be based on this privacy statement.

Data sharing

We may also give copies of this information to individuals and organisations such as:

Accountants, auditors and external evaluators,
Other organisations or groups involved in delivering the project,
Other lottery distributors, government departments,
Other organisations and individuals with a legitimate interest in lottery applications and grants,
Other organisations for the prevention and detection of fraud,
Our contractors, suppliers, processors or agents who may be engaged by us to provide support services to enable us to fulfil the purposes set out above.

Data retention

We shall retain the personal data provided by you in accordance with the terms of our file retention schedule based on the categories outlined below:

Successful revenue applications – 6 years
Successful capital applications – 12 years
Unsuccessful application – 2 years
Withdrawn applications – 1 year

Data storage and restricted transfers

We store any personal data within the UK or EEA. Your personal data will be processed in the EU and our lawful basis for processing your data outside of the UK is adequacy of that jurisdiction’s regime according to legal ruling.

For further information on Sport England’s data processing please see our general privacy statement, which can be seen above.

Data subjects' rights

Any person whose personal data is provided and processed through this Fund has the following rights:

To be informed about the processing of your data
To have access to your personal data
To have your personal data rectified,
To have your personal data erased
To object to processing

If you have any questions in relation to the processing of your personal data you may contact the Sport England Data Protection Officer at DPO@sportengland.org.

If you have any complaints about Sport England’s handling of your personal data you may contact the ICO:

The Information Commissioner’s Office
Wycliffe House
Water Lane 
Wilmslow
Cheshire 
SK9 5AF 