Active Norfolk privacy notice

This page provides information on how, we, Active Norfolk, supported and hosted by Norfolk County Council, uses your personal information for the purposes of promoting and increasing participation in sport and physical activity, and supporting the strategic development of physical activity in Norfolk.

By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide further details regarding:

  • Who we are
  • How long we use your information for
  • Your rights under the UK General Data Protection Regulations (UK GDPR) and
  • How to exercise them 

You can see this information in Norfolk County Council's general privacy notice on our website or you can ask us for a copy of this information.

What we use your personal information for

We use your personal information to promote and support participation in sport and physical activity, and to support the strategic development of sport and physical activity within the county.

This includes:

  • Administering projects and programmes
  • Promoting or administering activity and sports opportunities to adults and young people
  • Providing physical activity and other developmental training courses and workshops for adults
  • Supporting employers and employees with workplace physical activity
  • Supporting coach development through training and bursaries
  • Administering the Norfolk School Games Level 3 Competitions
  • Gathering insight to support the strategic development of physical activity opportunities
  • Evaluating the impact of projects and programmes

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above. Primarily this will include supporting the work of other public bodies providing services to you through insight and programme evaluation.

The information we collect and use

The information we may collect and use may include your:

  • Personal details including name, date of birth, gender, age, address, school
  • Contact information such as address, telephone number and email address
  • Special category data such as your racial and ethnic origin and information about your health including any disabilities, your fitness level and/or any medical conditions you may have (see special categories of data below)
  • Details about your family, including name and contact details of person to be contacted in case of emergency
  • Photographs and videos taken at events and activities (with consent)

We also collect and use information about:

  • your racial and ethnic origin
  • your health including any disabilities, your fitness level and/or any medical conditions you may have

The UK GDPR includes safeguards to protect the use of your special category data. Further details can be found on our website in the document named 'Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the UK GDPR and the retention and erasure of this information.

Who provides this information

The information we hold includes information you have provided to us. We may also receive information from:

  • Other Norfolk County Council departments
  • Activity providers who administer our funded programmes

Who we share your information with

We may also share your personal information with other organisations and public bodies, in particular:

  • Funding bodies (e.g. Sport England, Clinical Commissioning Groups, etc.)
  • Sports clubs or groups, charities, voluntary organisations and partners who we may work with or commission to provide physical activity opportunities.

We may share this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.

We may also share your information across different departments of the Norfolk County Council, where it is necessary for our public tasks or functions to do so.

We may also share your information, subject to contractual and other legal safeguards, with organisations contracted by Norfolk County Council to provide a service to the council or directly to you. These service providers are known as data processors and have a legal obligation under GDPR and to Norfolk County Council to look after your personal information and only use it for providing that service. These organisations include:

  • Evaluation partners (e.g. the UEA)
  • Our software provider

How the law protects you and the legal basis for processing your information

We have legal grounds to process this information because:

  • it is necessary to comply with a legal duty or fulfil a public task. This includes under the:
    • Health and Social Care Act 2012
    • Equalities Act 2010
    • Health Service (Control of Patient Information) Regulations 2002
  • where it is necessary for the performance of a contract (e.g. lease, licence, service and maintenance contract).
  • we may seek specific consent to use your information in certain ways.

We have legal grounds to process special category data where

  • it is necessary for reasons in the substantial public interest. This will include where it is necessary to carry out any of our statutory functions or as stipulated by funding providers for reporting purposes. The statutory functions are as set out above
  • we have obtained your explicit consent.

Automated decision making

We do not make automated decisions about you and your family.

How long we keep your information for

The information is retained in accordance with our Data and Document Retention Policy.

How we keep your information

The information is stored electronically, on Active Norfolk’s records management system.

Information is also securely stored in other mediums, including email accounts and in paper files.

Your personal information may be transferred to the USA and steps will be necessary to ensure appropriate safeguards apply to the information. These include imposing contractual obligations.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was amended on 10 October 2022.