This Privacy Notice tells you what to expect when Sports Key CIC collects your personal data when you engage with our service or members of staff. This privacy notice applies to information we collect about

• Visitors to our website
• Participants who use our services

It also explains how we will store and handle that data and keep it safe in accordance with the Data Protection Act (UKGDPR) and Privacy & Electronic Communications Regulation. We only collect personal data when you provide it to us.

We will only use data captured for specific purposes related to the provision of services by Sports Key CIC. These purposes include; responding to enquiries or expressions of interest received through ‘contact us’, email and social media platforms, where the lawful basis is ‘pursuing our and your legitimate interest’ and the provision of sports services, where the lawful basis is ‘necessary for a contract’. We may also use your information to keep you up to date with relevant services and useful updates from Sports Key CIC where the lawful basis is ‘pursuing our legitimate interest’. At all times recipients will be given the option to opt-out of communications and removed from our records if requested. Where health & safety or safeguarding legislation requires us to collect personal data, the lawful basis is that this ‘necessary to comply with a legal obligation’.

Sports Key CIC will always seek to adhere to the Principles of Data Protection whilst using data. The personal information you provide will be held securely by Sports Key CIC and only staff directly involved in the respective programmes will have access to your information.

We will only share data with a third party if it is absolutely necessary in respect of services you have agreed to with us, or if there is a legal obligation for us to do so. We will ensure any data passed on is in a secure manner and limited to what is necessary.

Visitors to our website

When you visit www.sportskey.co.uk we use a third-party service called ‘Get-Found’ to host our website and monitor our website activity through Google Analytics, ensuring we are maximising the reach to our audience. Website activity is measured through standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the website. This information is only processed by SportsKey in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website, nor do we use IP addresses to directly identify individuals.

We use Google Analytics, including session ID cookies to:

• Improve the speed and security of the website.
• Understand the way our visitors use our website and improve their experience.

Where the cookies are not essential, the lawful basis we rely on is consent.  

We do not pass your data on to advertising networks or other third parties for advertising purposes. Any third-party links to social networking services only deploy third-party cookies if you have already signed up to these services and are signed into these services. Please refer to the third-party social networking provider’s privacy policies.

Social Media

If you engage with us via our social media accounts, we will use the Personal Data in connection with the purpose for which it was provided. For instance, if you contact us via a private message, we will use the Personal Data you provide to answer your question or resolve your problem and will respond to the email address from which the contact came. When you interact with these platforms, your browser will establish a direct link with third party servers, and they will receive information about your browser and activity and may link it to your related user account. For more information about how social media platforms use your data, please see their separate privacy policies.

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Participants who use our services

Where you provide your ethnicity, the information is used to report anonymously to specific funders who require us to report back to them on this demographic data. You are also not obliged to provide this information. Our reporting to funders and statistics compiled for our Impact report is completely anonymised and will be reported in grouped statistics which will make participants sensitive data unidentifiable. Where we wish to use participant stories / case studies to showcase our impact, we will seek consent from individual participants before using identifiable data in our reporting. You are able to withdraw your consent at any time. You can do this by contacting [Enquiries@sportskey.info].

Photographs & Video Images

We may also collect images and video footage of sessions that you attend.  This information may be used by Sports key to promote our activities on our website or through social media channels. We may also wish to provide images to the press.    We rely on your consent to process this personal data for these purposes, so will always inform you of this in advance and seek your explicit consent. This means you have the right to specify which of these purposes you consent to and to withdraw your consent at any time. If you do that, we will update our records immediately to reflect your wishes.

We will hold the personal information you provide for a maximum of 5 years after your final engagement with us. If you exercise your right to object the receipt of marketing materials, we may still hold limited details about you to ensure that we respect your request.

Once the five-year designated time period has elapsed for data use following your final engagement, we will dispose of your information using industry standard software to permanently delete the recorded data you have provided us.

What we do with the information we have?

The purposes for which Sports Key use your personal data are set out above and personal information is securely stored on a third part data system called ‘Upshot’ which only trained Sports Key CIC staff and the Football Foundation (Upshot Developers) have access to. We also use an external networking platform called ‘Meetup’. This platform captures personal data so that you can confirm your attendance to sessions in advance.  Use of this platform is optional and you can see a copy of the Meetup Privacy Policy Notice here https://www.meetup.com/privacy/.

We may also invite you to engage in user surveys, we do this in order to gauge user satisfaction, awareness and conduct market research in related areas. In doing so we will be relying on the basis that Sports Key has a ‘legitimate interest’ in obtaining your views and responses in these matters and enabling users to contribute to service developments and improvements. The types of personal data required for such surveys will vary but in most cases can be completed anonymously. We will use external data processors, such as Survey Monkey to deliver and process survey information and you can refer to their separate privacy notice / policy here

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances. This includes the absolute right to object to marketing.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at Enquiries@sportskey.info or 07423403358 if you wish to exercise any of these rights.