Sport England’s Policy and Integrity Directorate plans to establish and administer a dedicated Microsoft Excel database to enable collaboration and the sharing of information in order to:
- Compliantly collaborate and co-create interventions efficiently with partners that have mutual interest in the implementation of Uniting the Movement.
- Further gather and develop insight from both funded and non-funded partners to build our understanding into how best to work inclusively with our target audiences1 and partners2; and establish communities of learning.
- Compliantly market tools, resources and insights from Sport England and our partners that support the implementation of Uniting the Movement.
- Share relevant consultations, surveys, newsletters and information on events delivered by Sport England and our partners.
- Communicate directly with relevant stakeholders within the system (e.g. schools, SGO hosts) where needed, where historically we may have relied on other system partners (with whom we have award agreements) to do this on our behalf.
- Communicate with and solicit organisations who may potentially use investment to collaborate with and deliver to specific audiences.
The database is a closed environment and only dedicated authorised contacts participating in the work and delivery of the specific project will have access to it.
Any parties who are invited to join the database will be nominated and approved by Sport England.
Use and confidentiality
Membership of this database shall be a part of Sport England and each user’s professional obligations, consequently all communications emanating from the data are subject to the same rules on confidentiality, employee relations and professional conduct. The data will not be used for personal business which sits outside the scope of this.
No data should be stored in the database without express consent to such use.
This privacy notice explains how data is processed in order to maintain this database and how data subjects’ rights are managed.
Data Controller and Data Processor
Sport England shall be the data controller with respect to the personal data processed in this database. Sport England relies on Microsoft Office Teams to provide the platform. This makes Microsoft a Sport England data sub processor of any personal data in the database. If you want to find out more about your rights when using Microsoft Office Teams or Sharepoint please view their privacy policy here.
Any organisations who provide representatives who join this database are independent data controllers with respect to their employees’ or representatives'’ personal data which is processed for them to gain access to the database.
Personal data
Organisations’ employees invited by Sport England to be held in the database will be invited to share the following data:
- Organisation Name
- Organisation type
- Contact Name
- Job title
- Professional e-mail address
- Professional telephone number/mobile number
Sport England will store the below information regarding each contact
- Funding status
- Previous URN/s if relevant
- Key audiences
- Legal structure
- Geographic area covered
- Classification of contact (e.g. CEO/CYP/Comms/Disability lead etc)
- SE colleague name leading on the relationship
- Explicit purposes that the organisation has consented to be contacted about
- Internal colleague responsible for updating data
Lawful basis
Sport England’s lawful basis for processing is public task. The lawful basis for another organisation will be determined by them.
Freedom of Information
Any data stored by Sport England may be subject to any Freedom of Information requests made to Sport England. You can find more information about Sport England’s Freedom of Information obligations here.
How personal data will be handled
Sport England hold data in servers located in the UK. Microsoft Teams holds data in servers located in the UK. Data will not be transferred to any third country outside of the EEA.
How long the data will be retained
The personal data shared here will only be processed to effect the purposes outlined above. The database will continue for as long as is required but will be subject to annual reviews which will determine whether it should be terminated. In event of termination, Sport England will retain your communications for 3 years from the end of the relevant financial year. This is in accordance with our File Retention Schedule, and, in particular, how we handle external correspondence.
Audio-visual recording
During virtual events occurring between members of the database, the recording of moving and/or still images of participants or of conversations between participants may involve the processing of special category data for which additional data processing rules apply. Prior to any such recording, explicit consent must be sought of all participants in advance of that activity and the participants as data subjects must be provided with comprehensive information relating to the purpose, use, storage, transfer or retention of such recorded material which enables them to provide informed consent.
Your rights as a data subject in relation to the personal data Sport England holds as a result of this database
You have the right to:
- Access your personal data by making a subject access request to the DPO at the contact details provided (dpo@sportengland.org).
- Ask Sport England to rectify any mistakes in your personal data and in some circumstances have it erased
- Refuse processing.
- Withdraw your consent to Sport England using your personal data at any time by contacting the DPO (dpo@sportengland.org)
- Lodge a complaint about Sport England’s handling of your personal data by contacting the Information Commissioner’s Office: The Information Commissioner’s Office (www.ico.org.uk)
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