Privacy Policy Welcome to our Privacy Policy! We are Sport in Mind a charitable incorporated organisation (CIO) registered with the charity commission in England and Wales (charity number 1161323). We operate as a mental health and sports charity. We want everyone to feel comfortable when they share their personal information with us, so we have created this policy which aims to give you information on how we collect and use your personal data. If you have any questions or concerns about this policy, please contact us by email: [email protected]. We keep our privacy policy under regular review, this version was last updated in September 2023. What information do we collect about you? We collect different types of personal information about you: Identity Data. This includes details such as your full name, date of birth and home address. Contact Data. This includes information like your email address, residential address and telephone number. Profile Data. This will include which sessions and/or services you receive from us or register your interest for, any survey or feedback that you send to us. Financial Data. This will include information about any donations you provide to us. Transaction Data. This will include information about you which is required to send you any merchandise or goods you purchase from us. Technical Data. This includes information like your browser type, IP address and other technology on the devices you use to access our website. Emergency Contact Data. This will include the name and contact information of the induvial that you nominate to be your emergency contact. Legal Guardian or Parent Data. This will include the name and contact details of a child’s or young person’s legal guardian or parent, and their relationship to a child or young person that benefits from our services. We may also collect, use and share Aggregated Data. This may be when we create statistical data from your personal information. This is not considered personal data as you cannot be identified by it. We may aggregate our data, for example, to be able to monitor how many individuals are attending particular sessions and which sessions or events might be the most popular according to location or other factors. Special Category data. This type of personal data can include: race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health, sex life and sexual orientation. We may collect personal data such as your gender, medical or genetic information about your physical and mental wellbeing, for example, any diagnosis you have received, medication that you are taking or injuries you have had which we need to be aware of when you come along to our sessions. We are dedicated to equality and diversity and so we may also ask you to provide information about your race or ethnicity so we can make sure that our services can be accessed equally by everyone and to ensure that we are encouraging diversity in our sessions. How do we use the information we collect about you? We will only use your personal data when the law allows us to. This will often be if we need to perform a contract we have with you, where it is necessary for our legitimate interests (and this won’t override your rights), where we need to comply with a legal obligation or for research and statistical purposes. Sometimes we may also get your consent. We have set out some examples of how we may use your personal data: To provide you with our services or when you purchase goods from us. To help you to attend our sessions and, to the best of our ability, tailor our sessions to your needs (for example, if you have any accessibility requirements). To ensure that our services and sessions are well organised and run smoothly. To keep a record of your donations and to communicate with you regarding any donations you make to us. To keep financial records to claim Gift Aid. To keep you updated about our sessions, for instance, if we need to cancel a session because a session leader is ill. To monitor diversity and equal opportunities amongst our service users. To keep a record of your relationship with us. To organise volunteering opportunities and keep a record of the arrangement. To report back to our funders or grant makers so they know that we are spending any funds they have given us correctly and in accordance with our charitable purpose. To help us secure funding to further our charitable purposes. As part of research projects, for example, to understand how our services benefit our users. To notify your Emergency Contact if you are in distress or injured during a session. To make sure our website is user friendly and works efficiently. To invite you to participate in surveys and to provide feedback to us. To contact you to recommend our services that might be of interest to you. To let you know about our news and activities and how you can support us. You do not have to provide us with your personal data, but if you don’t, you may not be able to benefit from our services, purchase goods from us, attend a session or give us a donation. Sensitive personal information We will ensure that any Special Category data or other sensitive personal information you share with us is looked after. When you choose to share Special Category data with us, we will only use this information: To provide you with our services and make sure we recommend suitable sessions for you or make reasonable adjustments to our sessions where we can. To monitor the diversity and equality of our users to make sure everyone has an equal opportunity to access our services. To evaluate our services to ensure we are achieving our charitable purposes. For research or statistical purposes. We are really proud that our services can help prevent our users from being admitted to hospital or needing other NHS treatment because their overall wellbeing and mental health has been improved with our help. So we are trying to find out more ways in which we can use our services so it has an even better impact on our service users and one way of doing this is to carry out research which may include sharing some Special Category data with our grant providers or evaluators, however this will be anonymised wherever we can. We may pass on your details if we are concerned for your safety or that of someone else, for example, if there is a report of critical self-harm or if there are any safeguarding concerns. This may include making a serious incident report to our regulator, the Charity Commission. We will only share your story or experience of using our services on our social media channels and to promote our services with your explicit consent and you can ask us to do this anonymously. We will only collect information about criminal convictions and offences in respect of our staff, workers and volunteers to ensure we are protecting vulnerable people and children. Marketing We strive to provide you with choices, and we will only contact you by your preferred method (whether by email, phone or text). We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what goods, services, offers, fundraisers, and events we think you may want or need, or may be of interest to you. We do this because as a charity, it helps us to use our resources more effectively and assists in making sure our service users and supporters have a better experience with us, by providing them with information that is more likely to be relevant to them. We may also work with a third-party service provider who will help us do this, for instance, MailChimp is a service provider that helps us send out our newsletters. You can update your choices or stop us sending you these communications at any time by contacting ‘[email protected]' or clicking the unsubscribe link at the bottom of the relevant communication. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of using our services, purchasing a product or making a donation to us. Monitoring Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards. Information about Children and Young People We collect and process personal data about children and young people that attend our sessions. This is required to ensure that our sessions are ran efficiently and to make sure we have the necessary safeguards in place. How we collect information about you We collect information from you in the following ways: Direct interactions. You may give us your personal data when you fill in forms, sign up to our sessions, attend a Sport in Mind event, make a donation, complete a survey or otherwise contact us by post, phone and/or email. Referrals or recommendations. We work closely with trusted organisations and public bodies, so we might get your information from them if they think you will benefit from our services. Service providers. Like most organisations, we need help from service providers so sometimes we might get your information from them. This could be if you use a site like Just Giving to provide us with a donation. When you visit our website. We automatically collect information about you when you visit our website. This might include information about how you interact and use our website and the type of equipment you are using (for example, if you are using your laptop or mobile phone). To make sure our website runs smoothly, we also use ‘cookies’. Please see our cookie policy available here for more information. Sharing information We will NEVER sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity. We may share your personal data with third parties, such as our service providers. These are businesses that provide us with a service, an example of these are: Upshot who provide us with our participant forms and help us maintain information about our participants, coaches and volunteers. Just Giving who help us collect donations, carryout fundraising. Volunteero who help us make arrangements with our volunteers. We also use the common Microsoft packages and software (such as Office 365) which may hold your personal data, for example, when you email us. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information. We may also share your personal data for research and statistical purposes. Usually this data will be anonymised and we will often only provide statistics to our funders and grant providers so they can monitor how effectively we are using funds to provide our services. We may also share your information with public bodies, such as local authorities (the latter mainly being if there is a safeguarding concern). As part of the ongoing monitoring of the effectiveness of our services, we may share your postcode and name with the NHS so that they can research whether there has been a correlation between our services helping you and a reduction in your use of NHS services. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. International transfers If we transfer your personal data outside of the UK (for example, if we have a service provider that has international servers), we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data. We may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. Legal disclosure We might also share your personal data where we are under a regulatory or legal obligation to do so. We might also disclose it when we are seeking legal advice (for example, if there is ever a legal dispute). Data security Looking after your information is really important to us so we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, workers, volunteers and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. Due to the nature of the internet, we cannot guarantee that any information you send us online will be safely transmitted but we use efforts to protect your personal information and keep our website as secure as we can. Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. How long we will hold your information for We only keep your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including where we need to follow any legal, regulatory, tax, accounting or reporting requirements. We may need to keep your personal data for a longer period in the event of a complaint or if we think there is a prospect of litigation in respect to our relationship with you. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. Movember Project We are excited to be working with Movember, who are dedicated to improving men’s health including in respect of mental health and suicide prevention. As such, we are inviting individuals who identify as male that live in England and Wales (with a focus on those residing in the South) to participate in our ‘Movember Sessions’. We will ask participants of Movember Sessions to fill out a survey so we can monitor the effect of our sessions. This information will then be shared with and analysed by a third party who we have entered into a contract with to ensure all participants personal data is protected. Once this information is analysed it will become Aggregated Data. Your rights You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (ww.ico.org.uk). We would, however, always appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. You have various rights in respect of the personal information we hold about you we have summarised these below and further information can be access through ICO’s website here. As a data subject you may have the right to: Request access to your personal information. Right to object to your personal data being processed. Withdraw any consent you have given to your data being processed. Request that your data is corrected, if it is inaccurate or incomplete. Request erasure of your personal data. Request the transfer of your personal data to you or to a third party. Request restriction of processing of your personal data. Please note, some of these rights only apply in certain circumstances, where one of your rights does not apply, we will communicate the reason to you. To find out more about this policy and how we look after your personal information, contact us at: [email protected] .