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School Games Registration System

School Games Registration


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PRIVACY NOTICE

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.schoolgames.org.uk (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.

If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us, that you have obtained any required consents from, given such notices to, or otherwise taken such actions as are required in order for the lawful processing of that data in accordance with data protection laws.

You must be over 18 years of age to submit personal information through this Website. Where the data subject is a child under 18 years old, all personal information relating to that child must be submitted by the parent or holder of parental responsibility of that child.

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 safely deliver the School Games National Finals 2021 (the “Event ”) and to manage our relationship with you.

· personal contact details, such as name, address, email addresses and telephone numbers;

· your organisation details, such as a school, club or other organisation type;

· useful information about you, such as personal best, successes, challenges, funding, other sports, inspirations, interesting facts, claims to fame, any family sporting history

· personal details related to the Event, such as sport, team, event, position, previous participation

· lifestyle details such as training hours/frequency, average sleep (hours), recovery, nutrition

· images in video and/or photographic form and voice recordings;

· * contact details of others, such as parents/guardians, coaches, carers and emergency contacts;

· specific details, such as gender, date of birth, kit size, preferences;

· travel/transport information.

· use of and movements through our online systems, IP addresses, user names and other IT system identifying information;

* they have a right to know and to be aware of what personal information we hold about them and how we use and may share that information. They also have the same rights as set out in the “ Your rights in relation to personal information” section below, therefore please ensure they are aware, and if appropriate, share this privacy notice with them.

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

Collecting the following “special categories” of more sensitive personal information, is also a necessary part of us being able to manage and safely deliver the Event.

· information about your race or ethnicity and any religious requirements;

· information about your health, including any disabilities, medical conditions and history, injuries, allergies, medication, immunisations and health professional information; and

· dietary and access requirements.

In relation to the special category personal data that we do process we do so on the basis that:

· the processing is necessary to protect the vital interests of the data subject;

· the processing is necessary for the establishment, exercise or defence of legal claims;

· the processing is necessary for the provision of health treatment; or

· the processing is based on your explicit consent.

In the table below, we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

3. Uses made of the information

The table below describes the main purposes for which we will 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, manage and safely deliver the Event.

All contact and organisation details. Personal details related to the Event. Specific details. Contact details of others

We have a legitimate interest in doing so, to ensure that we can administer, manage and safely deliver the Event, including discharging our duty of care obligations.

To communicate team selections and competition results – in the official programme and on the official website.

Athlete name, age; organisation details (e.g. school/club); Event related details (e.g. team, event, results)

We have a legitimate interest in doing so as part of managing and delivering the Event.

To provide live streaming video of the Event.

Images in video form

We have a legitimate interest in doing so as part of managing and delivering the Event.

To send you information which is relevant to the Event.

All contact and organisation details.

This is necessary to enable us to properly manage and administer the Event.

To arrange and manage any contracts for the provision of any products and/or services by you for the Event.

All contact and organisation details.

This is necessary to enable us to properly administer and manage any contract with you and to ensure you are competent to provide the products/services.

To use information about your physical or mental health or disability status and your requirements, to ensure your health and safety when attending the Event.

Health, disability and medical information.

Dietary, access and religious requirements.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

To arrange for any transportation to and/or from the Event.

Travel/transport information.

This is necessary to enable us to make the necessary travel/transportation arrangements for the Event.

To conduct monitoring, research and evaluation of the Event.

Contact and organisation details. Personal details related to the Event. Lifestyle details.

Specific details.

Information about your race or ethnicity.

Health, disability and medical information.

We have a legitimate interest in doing so to ensure that we can monitor, evaluate and assess the impact of the Event and inform its future development.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For the purposes of equal opportunities monitoring.

Name, date of birth, gender, information about your race, ethnicity, health, disability and medical information.

We have a legitimate interest to promote an environment that is inclusive, fair and accessible.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For the purposes of promotion and obtaining media coverage of the Event

Images in video and/or photographic form and voice recordings.

Where you have given us your explicit consent to do so.

The security of the Website.

Your usage of the Website.

We have a legitimate interest to ensure that the Website is secure.

To send you recruitment information from Loughborough University.

All contact and organisation details.

Where you have given us your explicit consent to do so.

Retention of records.

All the personal information we collect.

We have a legitimate interest in retaining records in order to properly administer and manage our relationship with you and in some cases, we may have legal or regulatory obligations to retain records (see section 5).

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the " Contacting Us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place and therefore, you may not be able to be involved in the Event,

4. Disclosure of your PERSONAL information

Details of who we may disclose your personal information to are set out below. We will only share your personal information where we need to do so in order to safely deliver the Event, 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: Sport England
  • Event Management: Sport Event Solutions
  • Loughborough University
  • National Governing Bodies of Sport, including Team Managers
  • Other supply chain partners & sub-contractors: for example, Child Protection in Sport Unit, Chief Medical Officer, Travel/Transport providers, Youth Sport Enterprises Ltd, Imago, Volunteer Management, Timing scoring & Results system suppliers
  • Research & Evaluation contractor
  • Website system provider
  • The Media
  • 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

5. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

Generally, where there is no legal requirement we will only retain your personal information for a maximum of three months after the Event. Exceptions to this are:

· Name, Date of Birth, Gender, Email Address, Personal Profile (eg personal best, coach details, school details, challenges & successes etc), Action Photo and Passport Photo – this information will be retained within the Website until 31st December 2023, unless you request for it to be deleted. This is to facilitate registration to the Event in 2023, following feedback from previous Events.

· images in video and/or photographic form may be retained for a period of up to 5 years following the Event, so that they can be used for future communication, media and publicity purposes (subject to consent).

· Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after your interaction with us.

· Safeguarding- related information will be retained as follows:
Child protection – until the child reaches the age of 25
Concerns about adult behaviour – until the adult reaches 65 or for 10 years, whichever is longer
Welfare – until 31st December 2023, or the child concerned reaches 18, whichever is longer.


6. 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. However, some have no conditions attached, so your right to withdraw consent is an absolute right.

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 12 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.

7. linking with third party sites

The Website may contain links to and from other websites associated with the Event. 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 Website 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.

8. 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.

9. Cookies

The website only uses one basic "cookie", which is optional and is only used if you select the “Remember Me” option when you log-in. This cookie, if enabled, will store your username and password, so that this is automatically populated when you return to the Website log-in page. This cookie will persist for 60 days.

10. LOG FILES

In common with most websites, our Website may 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.

11. 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 the Website 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.

12. CONTACTING US

In the event of any query or complaint about the information we hold about you, please email privacy@youthsporttrust.org or write to us at:

Data Protection Lead

Youth Sport Trust

SportPark

3 Oakwood Drive

Loughborough

LE11 3QF

Version 4

Dated May 2021


Sport Event Solutions

GMS Privacy Policy

At Sport Event Solutions Ltd, we respect your privacy and are committed to protecting your personal data. In this policy, we explain how we collect and use your personal information when you participate or are otherwise involved in a sport event that we manage or when you use our Games Management System (GMS) portal.

Please note that links from our website may take you to external websites which are not operated by us or covered by this policy. We recommend that you check their privacy policies before submitting any personal information to other sites.

About Us

We are Sport Event Solutions Limited and we’re based at 2 Moor Cottages, Moor Road Burley Woodhead, Ilkley, West Yorkshire, LS29 7BE. We operate the GMS portal which a number of organisations use to organise the registration and management of participants at sport events and we may play an active role in managing such events.

If you have any questions about your privacy on the GMS portal, or our use of your personal data, please contact us, see the contact details at the bottom of this policy.

Who is in control of your data?

The 2021 School Games event (“the Event”) is organised by Youth Sport Trust (“Event Organiser”) and managed by both the Event Organiser and us (Sport Event Solutions).

We and the Event Organiser are both “data controllers” for the purposes of the GDPR and Data Protection Act 2018 and we may share your personal information with each other as explained in this policy.

The Event Organiser

The Event Organiser uses our GMS portal to organise and administer the registration and management of participants the Event. The Event Organiser is the data controller of your personal information that they hold or use in connection with the Event and we act as a “data processor” on behalf of the Event Organiser. This means that, in respect of the Event Organiser’s use of your personal information through the GMS portal, we will only process that information in accordance with the Event Organiser’s instructions.

As well as this policy, we recommend that you read the Event Organiser’s Privacy Policy above which explains how the Event Organiser will use your personal information in relation to the Event.

Our use of your data

We (Sport Event Solutions Limited) also play an active role in managing certain aspects of the Event, and we use the information held within our GMS portal to do this. We are a data controller of your personal information for this purpose and we need to use your personal information in order to carry out this role.

This policy explains how we use your personal information in the context of our role as event manager, and the rights that you have in respect of your personal information.

What information do we collect about you and how do we collect it?

You are not required by law or by any contract with us to provide personal information to us via the GMS portal. We will only require you to provide personal information to us where it is necessary for us to provide you with a service at your request, such as when you use or register an account in the GMS portal.

How we collect your personal information

We may collect information from you directly when you register an account on the GMS portal or provide further information to update your account at a later date, or when you contact us.

We may also collect information about you from third parties, for example:

  • We may receive personal information about you from third party organisations (such as the Event Organiser or sports teams) if they ask us to create an account for you, in which case we will contact you to invite you to complete your personal details in your account.
  • If you represent an organisation involved in the Event (including the Event Organiser), we may receive your personal information from your employer when they create your account.
  • We may receive your personal information from third party organisations (such as sports teams, broadcasters, contractors and venues) if they create an account for you.

Information we collect or receive about you

Depending on the reasons for which you use the GMS portal (for example, whether you are a player, participant, or a representative of a team or other organisation), we may collect the following personal information about you:

  • Identity and contact details: for example, your full name, title, age, gender, email and postal addresses, phone numbers, social media accounts and, in certain circumstances, your passport details.
  • Account credentials: for example, your username (if different to your email) and any password that you choose to use to log in to your account.
  • Event participation: information about your entry and participation in the Event, including details of your team, any timings, scores or other results from the Event and clothing sizes if you require a uniform for the Event.
  • Photos and other media: we may process photos, videos and audio recordings of you including live-stream videos at some events.
  • Biographical data: more general information that you may provide about you, your lifestyle and your background and experience in sports.
  • Travel and accommodation: if travel arrangements are managed through the GMS portal we may collect data about your travel and accommodation plans (such as arrival and departure dates and times, and hotel details).
  • Purchases and transactions: transactional information about any products you purchase, including where entry fees are payable for the Event. Payments are processed securely by our payment gateway provider (Stripe) and we do not collect or hold payment details.
  • Emergency contact details: contact information for the individuals (e.g. family members) that you nominate as your primary contacts in the event of an emergency.
  • Vehicle details: such as the make, model and registration number of your car (e.g. for parking and security purposes).
  • Volunteers only: if you are volunteering at the Event, we may also collect information about your skills, experience and qualifications and any personal or professional references.

In addition to the above, we may collect the following types of more sensitive information about you (known as “special categories” of personal data):

  • Health data: information about your health or medical history, including information such as your height and weight, details of any allergies or dietary requirements and details of any disabilities for which reasonable adjustments may be required.

Information we collect automatically via our website

We may collect information using cookies and other similar technologies to help distinguish you from other users of our website and to streamline your online experience by saving you from re-inputting some information. We use cookies to manage your user session (this is necessary for the website to operate) and, where you choose the “remember me” option when logging in, to keep you logged in when you leave and return to our website.

When you visit our website we may collect the following information:

  • The pages you view and the links you follow
  • Your IP address and general location
  • Details of the hardware and software that you are using to access the website
  • A device identifier (cookie or IP address) for fraud prevention

How and why do we use your personal information?

We take data protection seriously, so we have set out below exactly how and why we use your information, and what our legal basis is to be able to use your information in each way.

Your GMS account

We need to use personal information about you in order to:

  • Register your account on the GMS portal
  • Administer and maintain your account
  • Manage the accreditation process and print accreditation passes
  • Provide information about your account and/or accreditation

In some cases it may be necessary for us to use your information in this way to perform our side of a contract with you under the terms of use of our GMS portal. Otherwise, we have a legitimate interest to use your information in this way in order to effectively manage and maintain registrations, accreditations and user accounts on the portal.

Managing the GMS portal

We may use your personal information in order to effectively operate the GMS portal, including:

  • Maintaining the security of our website
  • Reviewing and improving the performance of our systems and processes
  • Administering our website portal, including troubleshooting problems, analysing statistics, conducting research and tests and keeping the website secure

We have a legitimate interest in using your information for these purposes where necessary to ensure that we provide the best service and user experience that we can through the GMS portal.

Event management

We need to use personal information about you in order to manage and deliver the Event to the highest standards that we always strive to achieve. We may use your personal information in this context to:

  • Manage competitions, games and other aspects of the Event
  • Manage and coordinate entrants and participants of the Event
  • Deal with any issues or incidents which may occur at the Event
  • Manage results, timings and scores, including providing scoreboard displays and compiling, analysing and distributing results
  • Provide information to participants and relevant organisations about the Event, including the dissemination of relevant information prior to the Event and operating information service desks
  • Procure and issue clothing and uniforms
  • Maintain security at the event, including managing vehicles and parking
  • Arrange and coordinate the provision of products and services necessary for the Event
  • Monitor and evaluate the success of the Event to inform its future development and the operation of other similar events

We have a legitimate interest in using your personal information in these ways to ensure that the Event runs smoothly and meets the expectations of everyone involved. In some cases, it may be necessary for us to use your information for these purposes for the performance of a contract that you are party to.

Health and safety

We may need to use personal information about you (including information about your health) in order ensure the safety of all participants at the Event. For example, we may use your information in this context to:

  • Coordinate with the medical services team at the Event in case of any accidents or emergencies
  • Make any reasonable adjustments required for participants with disabilities
  • Contact your emergency contacts in case of any accidents or emergencies

We may need to use your information in this way in order to meet our legal obligations with regard to health and safety and anti-discrimination at the Event and, in certain cases, to protect your vital interests. We will only use sensitive information about your health for these purposes where it is necessary for the provision of health care or treatment or the management of health care systems and services.

Catering, accommodation and transport

We may need to use information about your dietary requirements and allergies in order to manage catering at the Event and provide suitable menu options to meet your requirements. We need to use this information in order for us and/or the caterers to fulfil our duties of care to you and to defend legal claims. In some cases, it may also be necessary for us to use this information to protect your vital interests.

We may need to use your personal information in order to coordinate accommodation, travel and transport arrangements for you in relation to the Event, including booking tickets, managing check-ins and check-outs and assisting with visa applications. This may be necessary for the performance of your contract with the service provider, or otherwise we have a legitimate interest in using your information in this way in order to effectively manage travel and accommodation requirements in relation to the Event.

Medical services

We may need to use information about you and your health and medical history in order to coordinate with the medical services team at the Event in case of any accidents, emergencies or other medical requirements. We may need to use this information for the provision of health care services and treatment, for the defence of legal claims and, in some cases, to protect your vital interests.

Volunteers

If you are a volunteer at the Event, we need to use your personal information (including information about your skills, experience and qualifications) in order to:

  • Assess your suitability for the volunteer role and appoint volunteers as appropriate
  • Determine any uniform requirements and issue uniforms
  • Coordinate the provision of services by volunteers at the Event

We have a legitimate interest in using your information in this way in order to appoint and coordinate suitable volunteers to help the Event run smoothly.

Media coverage, broadcasting and presentations

We may need to use your personal information in relation to any media coverage and broadcasting of the Event and for presentations at the Event, for example:

  • Displaying start lists, scoreboards and results for live-streaming of the Event
  • Disclosing details of participants, results and information about athletes’ backgrounds to media organisations for media coverage (including recorded broadcasts)
  • Operating video boards and creating results graphics for presentations at the Event, and providing information about athletes to announcers for commentary at the Event

We have a legitimate interest in using your information for these purposes in order to effectively and responsibly manage the media coverage of the Event and any display boards and presentations at the Event itself.

Equal opportunities monitoring

We may use personal information about you (including sensitive information such as your racial or ethnic origin) for the purpose of equal opportunities monitoring. We have a legitimate interest to promote an environment that is inclusive, fair and accessible.

Where we collect “special category” data for this purpose, such as your racial or ethnic origin, we will store this data anonymously such that we can analyse demographics for statistical purposes without being able to identify you as an individual.

Contacting you

We may need to contact you in various circumstances, whether this is to respond to your questions, let you know about important changes to our services or simply to keep in touch. We have a legitimate interest in keeping in contact with you, but if we have entered into a contract with you then this may also be necessary for the performance of that contract.

Verifying your identity and protecting you and others from harm

We may use your information where it is necessary for us to do so in order to meet our legal obligations or to detect and prevent fraud, money-laundering and other crimes.

We may also use your information where it is necessary to protect your interests, or the interests of others, in accordance with our legal obligations and the pursuit of legitimate interests. This may include in the event of criminality such as identity theft, piracy or fraud.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose we will notify you and we will explain the legal basis which allows us to do so.

Who do we share your personal information with?

Sharing your data within our business and with the Event Organiser

We share your personal information with our staff to the extent necessary for us to effectively manage our business and provide our services in managing the Event and operating the GMS portal.

All of the personal information that we hold about you in the GMS portal is shared with the Event Organiser (see Who is in control of your data? above). We recommend that you read the Event Organiser’s Privacy Policy above which explains how the Event Organiser will use your personal information in relation to the Event.

Sharing your data with third parties in connection with the Event

We may also share your personal information with the following people or organisations in connection with the management of the Event. In each case, we will only share such information as is reasonably necessary.

  • NGBs and public bodies. We may share details of participants’ entries to the Event and other personal information with the relevant sport National (or International) Governing Body and with public bodies including UK Sport and Sport England.
  • We may share your personal information with Event venues, for example, to make the necessary arrangements for your participation or involvement in the event or to arrange reasonable adjustments for any disabilities.
  • Event personnel. For example, medical officers and competition management and officials.
  • The NSPCC Child Protection in Sport Unit.
  • Service providers and contractors. We may need to share personal information about you with product and service providers involved in the running of the Event, such as travel, transport, accommodation and catering providers and uniform, kit and equipment suppliers.
  • Media and broadcasting. We may share your personal information with media organisations and live-streaming and broadcast service providers.
  • AR & KJ Matthews. The GMS portal is owned by AR & KJ Matthews (a partnership). All data held in the GMS portal is hosted on third party servers through AR & KJ Matthews.
  • Website service providers. We will share your data with our web hosting providers and other IT service providers in order to operate, maintain and administer the GMS web portal.

Sharing your information in other circumstances

There are certain exceptional circumstances in which we may disclose your information to other third parties. This would be where we believe that the disclosure is:

  • Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings
  • Necessary to protect the safety of our employees, our property or the public
  • Necessary for the prevention or detection of crime, including exchanging information with other companies or organisations for the purposes of fraud protection and credit risk reduction
  • Proportionate as part of a merger, business or asset sale. In the event that this happens we will share your information with the prospective seller or buyer involved

Sharing your personal information outside the UK and/or EEA

The countries within the European Economic Area (EEA) all subscribe to the same data protection rules under the GDPR and, now that the UK has left the EU, the UK has implemented data protection laws which are largely in line with the GDPR as well.

Where your personal information is shared with organisations in EEA countries, you can take comfort in the knowledge that your data will receive the same level of protection, and you will have the same rights available to you, as in the UK.

Countries outside the UK and/or EEA may not afford the same level of protection of personal data, or the same rights to you, as are available under the GDPR.

We will therefore only transfer your personal data to people or organisations outside the UK and/or EEA where this is absolutely necessary for the purposes of the Event, and where we (and/or the Event Organiser) have ensured that appropriate safeguards and robust contractual arrangements are in place to ensure that your data is protected and that you have sufficient rights and remedies available to you.

We may be required to share your personal information with people or organisations outside the UK and/or EEA where:

  • The Event takes place outside the UK and/or EEA
  • The Event Organiser is based outside the UK and/or EEA
  • A product or service provider is based outside the UK and/or EEA, and it is not possible for us to use an alternative supplier in the UK/EEA

How long do we keep your personal information?

We, as a data controller, will retain your personal information until the Event has taken place and we have completed the services that we are contracted to provide in relation to the management of the Event (this may be for a number of months after the event has taken place).

Once the Event has taken place and our event management role has come to an end, the Event Organiser may continue to hold your personal information and they may continue to store your personal information on our GMS portal. We act as a data processor on behalf of the Event Organiser in this respect, and we will continue to store this data for as long as the Event Organiser instructs us to do so. Please refer to the Event Organiser’s Privacy Policy above for more information about how long the Event Organiser will store your personal data.

As your account on the GMS portal is specific to the Event for which you have registered, your account and all data associated with it will usually be deleted within 5 years after the Event has taken place.

How do we protect your personal information?

We will take all steps reasonably necessary to ensure that your data is stored and treated securely and in accordance with this policy.

We try to ensure that all information you provide to us is transferred securely via the website. Before submitting any personal information through our website (or any other website), we recommend that you check for the padlock symbol in your browser, and “https” in the URL. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

All information you provide to us is stored on secure third party servers located in Manchester (UK) provided by iomart Group plc and managed by Cardium Outsourcing Limited.

Where you have been provided with any passwords or other credentials which enable you to access the GMS portal (or certain parts of it), you are responsible for keeping these details confidential. We ask you not to share such details with anyone else.

What rights do you have in respect of your personal information?

If you require any further information about your rights as explained below, or if you would like to exercise any of your rights, please contact us. In most cases, we will not charge you any fee if you wish to exercise any of these rights.

You have the right to be informed

We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about your personal information and our use of it. We have written this policy to comply with this right, but please contact us if you require further information.

You have the right to access your personal data

You have the right to ask us to confirm whether or not we hold any of your personal data. If we do, you have the right to access a copy of your data, as well as information about how, and why, we use it. In order to prevent your data being disclosed to someone who is not authorised to access it, we may have to verify your identity before we provide you with a copy of the data that we hold. You may access the majority of information that we hold about you in your GMS portal account.

You have the right to correct any inaccurate or incomplete personal data

If the information that we hold about you is inaccurate or incomplete, you have the right to require us to correct that data (or complete it by supplementing it with other information). You may amend, correct or complete your account data via your account in the GMS portal. If you wish, you may also ask us to correct this information for you.

You have the right to be forgotten

You have the right to require us to delete, or destroy, your personal data in the following circumstances:

  • The information is no longer needed for the purposes for which we collected it
  • You withdraw your consent for us to use the information (and we have no other legal basis to keep using it)
  • You object to us using your information and we have no overriding reason to keep using it
  • We have used your information unlawfully
  • We are required by law to delete your information

If these situations apply, you may contact us to request that we erase your data from our systems.

You have the right to have your data transferred to you or a third party in a common format

Where your personal data is processed by automated means, you may have the right to obtain a copy of your personal data in a structured, commonly used and machine-readable format, and to ask us to transfer this data to another organisation in a safe and secure way.

You have the right to object to direct marketing

You can ask us at any time to stop using your information for direct marketing purposes, even if we do not rely on your consent to do this. We do not carry out any direct marketing.

You have the right to object to us using your information for our own legitimate interests

Sometimes, we use your personal information to achieve goals that will help us, or our partners, as well as you – these are our legitimate interests, and they are explained in more detail in this policy (please see How and why do we use your personal information? above).

We aim to always ensure that your rights and information are properly protected. If you believe that the way we are using your data is not justified due to its impact on you or your rights, you have the right to object to our use of your data in these ways. If you do object to this, unless we have a compelling reason to continue we will stop using your personal data for these purposes.

You have the right to restrict how we use your personal data

You have the right to ask us to stop using your personal data in any way other than simply keeping a copy of it. This right is available where:

  • You have informed us that the information we hold about you is inaccurate, and we have not yet been able to verify this
  • You have objected to us using your information for our own legitimate interests and we are in the process of considering your objection
  • We have used your information in an unlawful way, but you do not want us to delete your data
  • We no longer need to use the information, but you need it for a legal claim

You have rights related to automated decision making

You have the right not to be subject to decisions made by automated decision-making which will have a legal effect upon you or otherwise significantly affect you. We do not currently use any automated decision-making but, if you have any concerns or questions about this right, please contact us.

Changes to our Privacy Policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

This version was last updated on 2nd December 2020 and historic versions can be obtained by contacting us.

Complaints

If you wish to make a complaint about our collection or use of your personal data, we ask that you please contact us in the first instance so that we may seek to resolve your complaint.

You have the right to lodge a complaint with the relevant supervisory authorities that oversee data protection law. In the UK, this is the Information Commissioner’s Office. If you reside in another country, you may wish to contact the relevant supervisory authority in your country.

Contact us

If you wish to speak to us regarding your privacy, or our use of your personal data, please contact us using the following details:

Tel: 0800 368 8140

Post: 2 Moor Cottages, Moor Road Burley Woodhead, Ilkley, West Yorkshire, LS29 7BE

Email: office@sporteventsolutions.com

Website: http://www.sporteventsolutions.com/contact-us.html