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DATA PROTECTION

General Data Protection Regulation

Highland Disability Sport was formed in February 1982, and is a registered charity based in Inverness who exists exclusively to work with people with physical, learning or sensory disabilities in the field of leisure and sport.

Our aims are to provide leisure and sport opportunities to all people with disabilities in the Highlands regardless of age or ability.

An executive committee oversees the running of the group incorporating a chairman, vice-chairman, treasurer, area representatives from the Highland Council, and representatives from the voluntary sector.

An Administrator is employed and is responsible for the day-to day running of the charity.

Highland Disability Sport is affiliated to Scottish Disability Sport and Special Olympics Great Britain.

Highland Disability Sport will be a “controller” of the personal information that you provide to us unless otherwise stated.

Affiliated Groups personal data:

When you affiliate as a member of Highland Disability Sport we will ask you for the following personal information:

name, address, email address, date of birth, telephone no. etc
payment details – bank account number, sort code, card details, etc;
[equality information – for example, disability, etc.]; and
PVG membership, Child & Vulnerable Adult Protection etc.

Participants’/Athletes’ personal data:

When you register as a user of Highland Disability Sport (including if you are registering on behalf of a child under the age of 18) we will ask you for some/all of the following personal information:

name, address, email address, date of birth, telephone no.
participation criteria / category – athlete, parent, volunteer etc,
payment details – bank account number, sort code;
name of school/group/club
nature of disability – learning, physical, sight, hearing etc
PVG membership details (if relevant)

 
Volunteers’ personal data:

When you volunteer with Highland Disability Sport, we will ask you for the following personal information:

name, address, email address, date of birth, telephone no.
name of school/group/club
equality information – for example, disability, etc.
PVG membership details

Why we need your personal information – contractual purposes

Affiliated Groups’ personal data:

We need to collect our affiliated clubs’ personal information so that we can manage your membership.  We will use our members’ personal information to:

provide you with core member services, including insurance minibus use etc
send you membership communications by post or email in relation to essential membership services, including but not limited to, membership renewals, membership fees’ information, etc.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Why we need your personal information – legitimate purposes

Affiliated Groups’ personal data:

We also process our members’ personal information in pursuit of our legitimate interests to:

promote and encourage participation in sport by sending members’ communications and booking information for upcoming competitions and events.  Our competitions and events may be filmed for live streaming purposes and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
provide competition in sport by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;
monitor and develop participation in sport by monitoring members’ engagement and participation, and inviting our members to participate in surveys for researching and development purposes;
invite our members as award winners or guests to our annual awards ceremony, which includes asking our clubs to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by email or post
develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to any sport we provide; we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.  If you wish to object to any of the above processing, please contact us on 01463 232262 or hdsport1982@gmail.com   If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Participants / Athletes’ personal data:

When you book a place with us for and attend a coaching course, competition, event, training course, etc., we need to collect your personal information so that we can honour your booking and to enable you to participate in the course, competition, event, etc.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.  If you wish to object to any of the above processing, please contact us on 01463 232262 or hdsport1982@gmail.com  If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a participant / athlete.

Volunteers’ personal data:

We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007.  This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.

If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.  If you wish to object to any of the above processing, please contact us on 01463 232262 or hdsport1982@gmail.com  If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.

 
Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our affiliated clubs, volunteers, participants, athletes, etc. for the purposes of complying with our obligations under:

the Companies Act 2006 / Charities and Trustee Investment (Scotland) Act 2005 to maintain a register of our affiliated clubs, members, volunteers, participants, athletes etc including name, address, the date they were admitted to membership and the date on which they ceased to be our member and hold general meetings, including issuing notices and voting arrangements

the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults
the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.

Why we need your personal information – equality monitoring requirements

We are required to use our affiliated clubs, volunteers, participants, athletes, etc. personal information relating to your health, racial or ethnic origin, etc. for equality monitoring purposes as required by Scottish Disability Sport.

We will process such personal information through aggregated and anonymised reports to identify and keep under review the existence or absence of equality of opportunity or treatment between groups of people within the same categories to promote or maintain equality within our sport.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

 
Affiliated Clubs personal data:

We may be asked by our affiliated clubs to collect and store personal information about their individual members.  Where we do this, the clubs have a responsibility as “controllers” to provide their members with privacy notices and we will not use such personal information for any other purpose.

Who we share your personal information with

If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with Scottish Disability Sport and Special Olympics GB for promotional and/or journalistic purposes.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.  Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and vulnerable adults. 

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

Athletes’ / Participants’ personal data

We publish the results of our competitions on our website and Scottish Disability Sport’s website.  This includes competitors’ name, age, and result.

We may also be required to share personal information relating to athletes’ health in order to undertake activities to eliminate doping, at a sporting event, within our sport generally, or to provide information about doping, or suspected doping, to UK Anti-Doping or another body with responsibility for eliminating doping in our sport.

How we protect your personal information

Your personal information is stored on our electronic filing system and our servers based in the UK and is accessed by our staff for the purposes set out above. We will only keep your personal information for as long as necessary to provide you with our services.  Unless you ask us not to, we will review and possibly delete your personal information where you have not participated with us for 6 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a participant of Highland Disability Sport and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of participants.

How long we keep your personal information

Affiliated Clubs personal data

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your affiliation with us for 6 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Highland Disability Sport and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Highland Disability Sport.

Athletes’ personal data

We keep our athletes’ personal information for 6 years, in line with the criteria as set by The Office of the Scottish Charities Regulator (OSCR).

Your rights

You can exercise any of the following rights by writing to us at Ness House, Drummond Road, Inverness IV2 4NZ, or email hdsport1982@gmail.com

Your rights in relation to your personal information are:

you have a right to request access to the personal information that we hold about you by making a “subject access request”;
if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
you have a right to request that we restrict the processing of your personal information for specific purposes; and
if you wish us to delete your personal information, you may request that we do so.

Any requests received by Highland Disability Sport will be considered under applicable data protection legislation.  If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk.

Why we need your personal information – marketing.

Where you are happy for us to do so, we would like to contact you by email with information about the sports we provide, our latest news and upcoming events / competitions / courses.

If you would like to receive email communications from us, please select from the following options below:

a) information about all sports

b) information about a specific sport – athletics, boccia, bowls etc

c) latest news

d) details of upcoming events

Once you submit your preferences to us, we will send you an email to confirm these.  Please note that we will not email you with any information until you have confirmed your preferences by responding to our email.

You may change your preferences at any time or request that we stop sending you email communications by contacting us at hdsport1982@gmail.com




Page Last Updated - 30/05/2018
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