At Active Gloucestershire, we’re committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about people who engage with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this policy.
If you have any questions regarding this policy and our privacy practices, please email firstname.lastname@example.org or write to Active Gloucestershire, City Works, Alfred Street, Gloucester GL1 4DF. Alternatively, you can telephone us on 01452 303528.
WHO ARE WE?
Active Gloucestershire is committed to enabling everyone in Gloucestershire to be active every day. Increasing levels of physical activity deliver huge benefits for individuals, communities and the local economy. One of a network of county sport partnerships, Active Gloucestershire is a registered charity (no. 1138546) and company limited by guarantee (no. 7344552). The registered address is City Works, Alfred Street, Gloucester GL1 4DF.
How do we collect information from you?
We obtain information about you in several ways, for example when you use our website, when you contact us about products and services, when you apply for a job, when you attend one of our events as a participant or volunteer, or if you register to receive one of our email updates.
What type of information is collected from you?
The personal information we collect might include some or all of the following: your name, job title, organisation name and address, home address, phone number, email address, IP address and information regarding what pages are accessed and when. If you attend an event, or purchase a product or service from us, we will collect some financial data. If you book one of our events via Eventbrite, your card information is not held by us. It is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
How is your information used?
We may use your information to:
- process a donation, sponsorship or fundraising payment that you have made;
- process orders that you have submitted;
- carry out our obligations arising from any contracts entered into by you and us for business purposes;
- deal with entries into a competition;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our goods and services;
- process a grant or job application.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
- We will not sell or rent your information to third parties.
- We will not share your information with third parties for marketing purposes.
- We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and/or providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be assured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Legitimate Interest Statement
Under the General Data Protection Regulation starting 25 May 2018,Active Gloucestershire have a number of lawful reasons that we can use (or ‘process) your personal information. One of the lawful reasons is called ‘legitimate interests’. Broadly speaking legitimate interests means that we can process your personal information if we have a genuine and legitimate reason, and we are not harming any of your rights and interests.
These may include:
- For preventing fraud
- Direct marketing
- Engaging with community and voluntary sector representatives/organisations
- Enhancing, modifying or improving our services
- Use of media which was taken at an event and those within earshot were verbally informed and given opportunity to remove themselves or opt out
- Photography or video from an event organised by a third party, providing participants are verbally advised and given the opportunity to opt out
When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the work we do and our products and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: email@example.com or telephone on 01452 303528.
How you can access and update your information?
The accuracy of your information is important to us. You have a right to ask for a copy of the information we hold about you. You can also contact us at any time to review this information, or to update or change it.
When you give us personal information, we take steps to ensure that it’s treated securely. This includes protection against loss, misuse or alteration. Any sensitive information is protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.
USE OF ‘COOKIES’
These are the cookies set on the Active Gloucestershire website:
Google Analytics _ga is used to distinguish users and has an expiration of 2-years. _gid is used to distinguish users and has an expiration of 24-hours. _gat is used to throttle requests and has an expiration of 10-minutes.
Cloudflare _cfduid is used to identify individual clients behind a shared IP address and apply security settings on a per-client basis
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.
LINKS TO OTHER WEBSITES
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third party site.
16 OR UNDER
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
REVIEW OF THIS POLICY
We review this policy regularly. This policy was last updated in June 2020.