Scottish Disability Sport Privacy Notice
Scottish Disability Sport is a “controller” of the personal information you provide to us.
What we need
When you provide information about yourself for events, courses, workshops or other opportunities, we will ask you for the following information:
- Contact details including name, address, telephone number, email address and date of birth;
- Details of your role in sport, e.g. coach, athlete, volunteer, official, parent, support staff;
- Equality information including age, disability or medical condition, employment information, ethnic group, religious belief, gender identity and sexual orientation.
Why we need your personal information
Contractual purposes
We need to collect personal information in order to manage attendance and participation. We will use this information to:
- Provide you with services such as training or activities;
- Administer your attendance;
- Process awards and qualifications;
- Send you communications in relation to opportunities we think may interest you.
If you do not provide all of the personal information we request then this may affect our ability to offer you services and benefits.
Legitimate purposes
We also process personal information in order to:
- Promote and encourage participation in disability sport by sending communications about forthcoming opportunities. Our events may be photographed or filmed and information captured in this way may be used for promotional and education purposes. You will always be given the option to refuse this;
- Provide opportunities and competition in disability sport by managing entries for events and checking your personal information to ensure you are participating at an appropriate level;
- Monitor and develop participation in disability sport by monitoring engagement and participation and, on occasion, inviting participants to take part in surveys for research and development purposes;
- Develop and maintain qualifications and awards, including sending communications to inform you of forthcoming courses, renewal requirements and to verify that you have completed any mandatory training requirements;
- Respond to and communicate with participants regarding questions, comments, support needs or complaints in relation to disability sport.
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 these purposes. If you wish to object to any of these, please contact Scottish Disability Sport on 0131 317 1130, email admin@scottishdisabilitysport.com or write to us at Caledonia House, South Gyle, Edinburgh EH12 9DQ.
Legal obligations
We are under a legal obligation to process certain personal information for the purposes of complying with:
- 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;
- Our sportscotland regulatory requirements to report on size, achievements and profile;
- The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.
Equality monitoring requirements
We are required by sportscotland to use personal information relating to equality for monitoring purposes.
We will process such personal information through aggregated and anonymised reports to identify and keep under review equality of opportunity or treatment of groups of people, to promote or maintain equality within disability sport.
Other uses of personal information
We may ask you if we can process your personal information for additional purposes. If so, we will provide you with additional information on how we will use your information.
Who we share your personal information with
If your personal information is included in any images or videos we take, we may share this with event or project partners or governing bodies, including sportscotland, for promotional purposes.
We may be required to share personal information with statutory or regulatory organisations, such as Disclosure Scotland or Police Scotland.
We may also share personal information with our professional and legal advisors in order to take advice.
Where we share personal information with third parties, we will only share the personal information strictly required for the specific purposes and will take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
We may employ contractors to process personal information. Such contractors are subject to written contracts to only process that information under our instructions, to process and to abide by the restrictions of existing legislation on data protection.
How long we keep your personal information
We will only keep your personal information for as long as necessary or for as long as we believe you to maintain an interest in disability sport.
We will keep certain personal information for longer in order to confirm your identify.
Your rights
You can exercise any of the following rights by contacting Scottish Disability Sport on 0131 317 1130, email admin@scottishdisabilitysport.com or write to us at Caledonia House, South Gyle, Edinburgh EH12 9DQ:
- The right to request access to the personal information we hold about you by making a “subject access request”;
- The right to have personal information corrected or completed;
- The right to request that we restrict the processing of your personal information for specific purposes;
- The right to request us to delete your personal information.
Any requests received by Scottish Disability Sport will be considered under 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.
Scottish Disability Sport Privacy Notice
Scottish Disability Sport needs to collect information about you and decide how to use it.
What we need
We need information about you so that you can take part in activities. We may ask you for the following types of information:
- Contact details including name, address, telephone number, email address and date of birth;
- Details of your role in sport, e.g. coach, athlete, volunteer, official, parent, support staff;
- Equality information including age, disability or medical condition, employment information, ethnic group, religious belief, gender identity and sexual orientation.
Why we need your personal information
Contractual purposes
We need to collect personal information to manage attendance. We will use this information to:
- Provide services like training or activities;
- Manage your attendance;
- Handle awards and qualifications;
- Send you information about opportunities we think you may be interested in.
If you do not provide all of the personal information we ask for then we may not be able to offer you services.
Legitimate purposes
We also use personal information to:
- Encourage people to take part in sport;
- Send information about opportunities coming up;
- Manage events and competitions and check you are taking part at the right level;
- Keep track of people taking part in disability sport;
- Invite you to take part in surveys;
- Answer messages from you.
We might take photos or film events. This footage might be used for advertising and education. You will always be given a choice about whether you would like to be photographed or filmed.
You have the right to object to us using your personal information. If you would like to object, please contact Scottish Disability Sport on 0131 317 1130, email admin@scottishdisabilitysport.com or write to us at Caledonia House, South Gyle, Edinburgh EH12 9DQ.
Legal obligations
We must handle some personal information for the legal purposes such as:
- The Protection of Vulnerable Groups (Scotland) Act 2007 means we have to check that our coaches and volunteers are able to do regulated work with children and vulnerable adults;
- sportscotland need us to report on size, achievements and profile;
- The Equality Act 2010 means we have to use personal information to make reasonable adjustments where necessary.
Equality monitoring requirements
sportscotland need us to monitor personal information about equality. When we do this, the information we give out is anonymous.
Other uses of personal information
We might ask if we can process your personal information for other reasons. If we do this, we will tell you exactly how we will use your information.
Who we share your personal information with
Photos or videos we take may be shared with event partners or sport governing bodies.
We may have to share personal information with regulating organisations like Disclosure Scotland or Police Scotland.
We may also share personal information with our lawyers if we need advice.
We only share the personal information which is needed. We will ensure that anyone we share it will only use it in the ways we have described.
We may employ other people (contractors) to work with personal information. Contractors sign contracts which mean they can only process information under our instructions.
How long we keep your personal information
We will only keep your personal information for as long as we need it, or for as long as we believe you to be interested in disability sport.
We will keep some personal information for longer in order to confirm your identify, for example if we have given you an award or qualification.
Your rights
You can contact Scottish Disability Sport on 0131 317 1130, email admin@scottishdisabilitysport.com or write to us at Caledonia House, South Gyle, Edinburgh EH12 9DQ.
You have these rights:
- You can ask for a copy of the personal information we hold about you;
- You can ask us to correct mistakes in personal information we hold;
- You can ask us to complete any personal information we hold;
- You can ask us not to use your personal information in certain ways;
- You can ask us to delete your personal information.
Any requests will be considered. If you are unhappy with what we do, you can complain to the Information Commissioner’s Office at www.ico.org.uk.