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Active Norfolk privacy notice

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

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 GDPR and
  • How to exercise them 

You can see this information in our 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 primarily to promote, encourage and support participation in sport and physical activity.

This includes:

  • Increasing physical activity and sports participation for adults and young people
  • Promoting activity and sports opportunities to adults and young people
  • Provision of courses and workshops for adults and young people
  • Supporting employers with workplace physical activity
  • Support to recruit prospective sports coaches and develop existing trained coaches
  • Support for sports clubs
  • Evaluate 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 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)

Special category data is described below.

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
  • Health bodies eg GP surgeries
  • Residential service providers such as care homes or domiciliary care
  • Our software providers

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

We also process personal information where it is necessary for the performance of a contract (e.g. lease, licence, service and maintenance contract).

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. The statutory functions are as set out above.

Additionally, and where appropriate, we may seek specific consent to use your information in certain ways. This will normally be where the use of the data is not necessary for the above purposes but may be useful or helpful. For example, giving feedback, receiving marketing information and using any photographs or videos for publicity purposes. You will be given a free and genuine choice to agree to or refuse this processing of your information without affecting your involvement in any activities.

The 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 GDPR and the retention and erasure of this information.

Who we share your information with

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

  • Health bodies
  • Residential service providers such as care homes or domiciliary care
  • Our software providers
  • Funding bodies 
  • Sports clubs, groups, charities, voluntary organisations and partnerships who provide sporting activities 

We 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 will also share your information, subject to contractual and other legal safeguards, with organisations contracted by NCC 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 NCC to look after your personal information and only use it for providing that service. These organisations include:

  • Sports clubs, groups, charities, voluntary organisations and partnerships who provide sporting activities 

Finally, we may also share your information across different departments of the NCC, where it is necessary for our public tasks or functions to do so.

Automated decision making

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

How we keep your information

The information is stored electronically, on Active Norfolk’s records management system. Additionally, information is securely stored in other mediums, including email accounts and in paper files. We do not process your information outside of the European Economic Area.

This notice was updated in January 2019

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