Privacy Policy
We are committed to respecting your privacy. This notice is to let you know how we promise to look after the personal information we collect through this website, www.activeschoolplanner.org/ (the "Website"), what your privacy rights are and how the law protects you. We promise to keep your data safe and secure, not to sell your data and to only use it for the purposes specified.
Where we collect personal information from you directly, we will provide this privacy notice at the time we collect the personal information from you. Where we receive your personal information indirectly, we will provide this privacy notice when we first contact you.
WHO WE ARE
References to we, our or us in this privacy notice are to the Youth Sport Trust, who is the Data Controller for all personal information submitted through the Website.
Youth Sport Trust (YST) incorporated and registered in England and Wales with company number 4180163 and charity number 1086915, whose office is at SportPark, 3 Oakwood Drive, Loughborough, Leicestershire LE11 3QF. YST is registered with the Information Commissioner’s Office as a Data Controller – registration number Z7022336.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Head of Compliance & Governance is our Data Protection Lead and has overall responsibility for data protection compliance.
Contact details are set out in the "Contacting us" section at the end of this privacy notice.1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
Collecting specific, relevant personal information, as outlined below, is a necessary part of us being able to manage and administer the Website.
- Contact details: name, job role, email addresses, telephone number and school name;
- records of your interactions with us: telephone conversations, emails and other correspondence;
- use of and movements through the Website: password, IP addresses, other IT system identifying information.
Please note that if you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us.
2. USES MADE OF THE INFORMATION
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
| Purpose | Personal information used | Lawful basis |
| To administer the Active School Planner Tool, manage our relationship with you and deal with any queries. | All contact details. Records of your interactions with us. |
Legitimate interest - necessary to enable us to properly manage and administer your account on the Website |
| To send you information on other opportunities that we think you might find useful. | All contact details. | We have a legitimate interest to inform you about opportunities that might interest you. You can opt-out at any time by contacting [email protected]. |
| The security of our IT systems. | Your use of and movements through the Website. | We have a legitimate interest to ensure that the Website is secure. |
| Retention of records. | All the personal information we collect. | We have a legitimate interest in retaining records whilst they may be required. In some cases, we may have legal or regulatory obligations to retain records. |
3. DISCLOSURE OF YOUR PERSONAL INFORMATION
Details of how we disclose your personal information are set out below. We will only share your personal information where we need to do so in order to manage and administer the Website / Active School Planner Tool and we will put in place arrangements to protect your personal information. Outside of that we do not disclose your personal information unless we are required to do so by law.
We may share personal information with the following parties:
- Funder
- Website system provider
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security
4. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
Where there is no legal requirement we will only retain your personal information for as long as is necessary or where you ask us to delete records we may delete it earlier.
Generally, if your account has been inactive for an entire academic year, we will delete your personal data from the system, however, we will endeavour to contact you beforehand, to check that you are happy for us to do so.
5. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the 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 we transfer elements of your data to you or another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data.
To exercise any of your rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting Us" section 15 below.
If you are unhappy with the way we are using your personal information you can complain to the UK Information Commissioner’s Office or your local data protection regulator. Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/. However, we are here to help and would encourage you to contact us to resolve your complaint first.
6. LINKING WITH THIRD PARTY SITES
Our Site may, from time to time, contain links to and from other websites associated with our work or the work of our partners. If you follow a link to any of these websites, please note that these websites have their own privacy policies and they will be a data controller of your personal information. We do not accept any responsibility or liability for these policies and you should check these policies before you submit any personal information to these websites.
In addition, if you linked to our Sites from a third-party site, we cannot be responsible for the privacy policies and practices of the owners or operators of that third-party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.
7. SECURITY
We employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use, or disclosure of it. Unfortunately, no information transmission over the Internet is guaranteed 100% secure nor is any storage of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.
8. COOKIES
Certain parts of our Sites use "cookies" to keep track of your visit and to help you navigate between sections. A cookie is a small data file that certain websites store on your computer's hard-drive when you visit such websites. Cookies can contain information such as your user ID and the pages you have visited. The only personal information a cookie contains is information that you have personally supplied.
We use cookies on our Sites to enable us to deliver content that is specific to your interests and gives us an idea of which parts of the Sites you are visiting and to recognise you when you return to the Sites. Reading cookies does not give us access to other information on your computer's hard-drive and our Sites will not read cookies created by other websites that you have visited.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. If, however, you select this setting you may be unable to access certain parts of the Sites. Unless you have adjusted your browser settings so that it will refuse cookies, our system will issue cookies when you access the Sites.
Please note providers of third party content may also use cookies over which we have no control.
For detailed information on the cookies we use and the purposes for which we use them see the table below.
| Cookie | Purpose |
_utma |
Used throughout the site for Google Analytics. These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. |
cookie-agreed |
This is set once the user has accepted the cookie policy popup notification. |
has-js |
This is set to store whether the user has the ability to run Javascript. |
SSESSxxx |
(where xxx is unique) this is the users session id, and is used to identify the user to the website. |
9. LOG FILES
In common with most websites, our sites log various information about visitors, including internet protocol (IP) addresses, browser type, internet service provider (ISP) information, referring / exit pages and date / time stamp.
We may use this information to analyse trends, administer the Site, track your movement around the sites and gather broad demographic information.
10. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. Any changes we may make to this privacy notice in the future will be posted on our Sites and, where appropriate, notified to you by e-mail. When we change this privacy notice in a material way, we will update the version date at the bottom of this page. Please check back frequently to see any updates or changes and should you object to any alteration, please contact us as set out in the "Contacting Us" section below.11. CONTACTING US
In the event of any query or complaint about the information we hold about you, please email [email protected] or write to us at:Data Protection Lead
Youth Sport Trust
SportPark
3 Oakwood Drive
Loughborough
LE11 3QF