Privacy policy

At Active Gloucestershire, we’re committed to protecting and respecting your privacy.

This policy explains when and why we collect personal information about people who engage with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this policy.

If you have any questions regarding this policy and our privacy practices, please contact our appointed compliance officer, whose details are at the end of this policy.

Who are we?

Active Gloucestershire is committed to enabling everyone in Gloucestershire to be active every day. Increasing levels of physical activity deliver huge benefits for individuals, communities and the local economy. One of a network of county sport partnerships, Active Gloucestershire is a registered charity (no. 1138546) and company limited by guarantee (no. 7344552). The registered address is City Works, Alfred Street, Gloucester GL1 4DF.

Data protection principles

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

• a) processing is fair, lawful and transparent
• b) data is collected for specific, explicit, and legitimate purposes
• c) data collected is adequate, relevant and limited to what is necessary for the purposes of processing
• d) data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
• e) data is not kept for longer than is necessary for its given purpose
• f) data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
• g) we comply with the relevant GDPR procedures for international transferring of personal data

Data collected

How do we collect information from you?

We obtain information about you in several ways, for example when you use our website, when you contact us about products and services, when you apply for a job, when you attend one of our events as a participant or volunteer, or if you register to receive one of our email updates.

Personal data is kept securely within our HR and IT systems.

What type of information is collected from you?

The personal information we collect might include some or all of the following: your name, job title, organisation name and address, home address, phone number, email address, IP address and information regarding what pages are accessed and when. If you attend an event, or purchase a product or service from us, we will collect some financial data. If you book one of our events via Eventbrite, your card information is not held by us. It is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

How is your information used?

We may use your information to:

• process a donation, sponsorship or fundraising payment that you have made;
• process orders that you have submitted;
• carry out our obligations arising from any contracts entered into by you and us for business purposes;
• deal with entries into a competition;
• seek your views or comments on the services we provide;
• notify you of changes to our services;
• send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our goods and services;
• process a grant or job application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

• We will not sell or rent your information to third parties.
• We will not share your information with third parties for marketing purposes.
• We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and/or providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be assured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
• We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take steps (with the aim to) ensure that your privacy rights continue to be protected.

Legitimate Interest Statement

Under the General Data Protection Regulation starting 25 May 2018, Active Gloucestershire have a number of lawful reasons that we can use (or ‘process) your personal information. One of the lawful reasons is called ‘legitimate interests’. Broadly speaking legitimate interests means that we can process your personal information if we have a genuine and legitimate reason, and we are not harming any of your rights and interests.

These may include:

• For preventing fraud
• Direct marketing
• Engaging with community and voluntary sector representatives/organisations
• Enhancing, modifying or improving our services
• Use of media which was taken at an event and those within earshot were verbally informed and given opportunity to remove themselves or opt out
• Photography or video from an event organised by a third party, providing participants are verbally advised and given the opportunity to opt out

Your interests

When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Your rights

You have the following rights in relation to the personal data we hold on you:

• a) the right to be informed about the data we hold on you and what we do with it
• b) the right of access to the data we hold on you. More information on this can be found in our separate policy on Subject Access Requests
• c) the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’
• d) the right to have data deleted in certain circumstances. This is also known as ‘erasure’
• e) the right to restrict the processing of the data
• f) the right to transfer the data we hold on you to another party. This is also known as ‘portability’
• g) the right to object to the inclusion of any information
• h) the right to regulate any automated decision-making and profiling of personal data.

Use of ‘cookies’

Like many other websites, the Active Gloucestershire UK website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your interest preferences. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices, or the content, of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third party site.

16 or under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Consent

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.

If you do not want to receive direct marketing communications from us about the work we do and our products and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

You can change your marketing preferences at any time by contacting us by email: info@activegloucestershire.org or telephone on 01452 303528.

Data Protection Compliance

Our appointed compliance officer in respect of our data protection activities is:

Alan Inman-Ward (Director of Insight and Operations)

Email: Alaninman-ward@activegloucestershire.org

Telephone: 01452 393603

Review of this policy

We review this policy regularly. This policy was last updated in November 2023.