LEAP Sports is committed to protecting your privacy and security. This policy explains how, and why we use your personal data, to ensure you remain informed and in control of your information.
This Privacy Notice applies to anyone that the organisation comes into contact with, including but not exclusively, members, volunteers, event participants, the general public, professional contacts, journalists, etc.
LEAP asks anyone it comes into contact with to “opt-in” for marketing communications. This means you will have the choice as to whether you want to receive messages from us and be able to select how you want to receive them: via email, phone or post.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us via email email@example.com or by writing to the Data Controller, LEAP Sports, Baltic Chambers 50 Wellington Street Glasgow G2 6HJ. You can also telephone 0141-202-0777 but note that we do not have full office cover.
We will never sell your personal data and will only ever share it with your permission with organisations we work with, and where necessary, we will ensure that its privacy and security are guaranteed.
Any questions you have in relation to this policy or how we use your personal data should be addressed to the Data Controller, LEAP Sports, Baltic Chambers 50 Wellington Street Glasgow G2 6HJ
2. About us
In this policy, wherever you see the words ‘LEAP', ‘we’, ‘us’ or ‘our’, it refers to the organisation LEAP Sports Scotland.
3. What information we collect
Personal data you provide
We collect data you provide to us in the course of our usual operations. This includes information you give when registering for an event, subscribing to our newsletter or communicating with us. For example:
- Personal details (name, date of birth, email, address, telephone etc.) when you register for an event;
- Medical and emergency contact information when you register to volunteer with us or attend an event and this is necessary.
There are also some circumstances where we require financial information such as your bank details if we have agreed to reimburse expenses to you, support you with a grant or bursary or other project work. See section 9 below for more information
Information created by your involvement with LEAP
Your activities and involvement with LEAP will result in personal data being created. This could include details of how you have helped us by volunteering or being involved with our campaigns and activities.
Information we generate
We may analyse the information we hold, which can in turn, generate personal data. For example, by analysing your involvement with our work we may be able to build a profile, which helps us decide which of our communications or events are likely to interest you.
Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation and they share your contact with us. Also, we may use third party services to help us conduct research and analysis.
You should check the Privacy Notice of the third party services provider when you give your information to fully understand how they will process your data.
We may collect information from social media where you have given us permission to do so, or if you post or comment on one of our social media pages, or if you contact us on these via direct message.
Sensitive personal data
We do not normally collect or store sensitive personal data, such as information relating to health, dietary, sexual orientation, gender identity. However, there are some situations where this will occur (e.g. if you volunteer or work with us, or register to attend an event). If this does occur, we will take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff, including volunteers, then we will keep a record of this (which may include personal data and sensitive personal data). We may also be required to share this with the appropriate statutory bodies.
If you are a volunteer, then we may collect extra information about you (e.g. references, criminal records checks, emergency contact information, medical conditions, etc.). This information will be retained for legal reasons, to protect us and you (including in the event of an insurance or legal claim) and for safeguarding purposes.
4. How we use information
We only ever use your personal data with your consent or where it is necessary to enable us to:
- Enter into, or perform, a contract with you;
- Comply with a legal duty;
- For our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we will only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people and to promote initiatives and opportunities. This includes keeping you up to date with our news, updates, campaigns and funding information, among others. For further information on this please see Section 6.
We use personal data for administrative purposes (i.e. to carry on our work). This includes:
- Maintaining databases of our volunteers, members and event participants, grant recipients, media contacts, newsletter subscribers;
- Performing our obligations under contracts and agreements;
- Fulfilling orders for goods or services whether placed online, over the phone or in person;
- Helping us respect your choices and preferences (e.g. if you ask not to receive specific material, we will keep a record of this).
Internal data analysis
We carry out analysis of the data from our contacts to determine the success of campaigns, better understand feedback and to identify trends. This helps us appraise our work and makes LEAP a stronger and more effective organisation. Understanding supporters and their interests also helps us provide a better experience (e.g. through more relevant communications).
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new members or to identify trends within our existing membership scheme. This information helps inform our actions and improve our campaigns, products/services and materials.
5. Disclosing and sharing data
We will never sell your personal data. If you have opted-in to communications, we may contact you with information about our partners or third party services, but these communications will always come from LEAP and are usually incorporated into our own communications (e.g. leaflets or email newsletters).
We may share personal data with subcontractors or suppliers who provide us with services. For example, if you order something from us, your name and address may be shared with a delivery company. However, these activities will be carried out under a contract, which imposes strict requirements on our supplier to keep your information confidential and secure.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another organisation or take part in a programme of a project in which we partner with another organisation). We will only share information when necessary and for the purposes that you have provided the data to us.
LEAP will ask its supporters to “opt-out” for marketing communications.
This means you have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email). Most of our communications are via email.
You can decide not to receive communications or change how we contact you at any time.
What does ‘marketing’ mean?
For our purposes, marketing means sharing news and information more than offering things for sale, and this could include information about:
- Our organisation and campaigns
- Our role in educating on, preventing and tackling LGBTI-phobia and discrimination and promoting inclusion;
- Volunteering and job opportunities;
- Funding opportunities;
- Our events, and activities
- Products, services and offers (our own, and those of third parties which may interest you);
- Taking part in projects.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.
Newsletters and other publications
Throughout the year, various publications are provided as a benefit to our supporters. We send these out to all our supporters and sometimes other contacts (unless you specifically ask us not to), and you can choose to unsubscribe at any time.
7. Building profiles of supporters and targeting communications
This section explains how and why we use personal data to build profiles, which enable us to understand our members and contacts, and improve our relationship with them, and provide a better supporter experience.
8. Young people
Some of the services we, or in partnership with other organisations, offer are aimed specifically at young people or include young people and to deliver these services safely it is necessary for us to collect data.
When we or our project partners collect and manage information from young people (under the age of 16) we aim to manage it in a way that is appropriate for the age of the child. The information is usually collected when young people register to attend our activities and participant in initiatives funded by LEAP or where LEAP is one of the partners.
We will not use young people’s personal data for marketing purposes and we will not profile it.
We may use imagery generated in these activities to illustrate the work of LEAP or organisations funded by LEAP or with which LEAP is working on on a specific project. These images are used upon parental permission.
Parental permission: Many of our events are drop-in in nature or do not require specific age checks. If we have a project or programme which does require an age check or which requires the collecting of information for sign-up or participation purposes, then if your child is under 16 we will need permission from you as their parent or guardian for them to participate without parents or guardians.
See section 5 in case we work with partner organisation on a project.
Information for parents
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 16, we will only use their personal data with your consent.
9. How we protect data
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information. These systems are also compliant with the new General Data Protection Regulation (GDPR) policy
At this point we don't collect payments using cards and only via invoicing or via bank transfers.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Where we store information
LEAP operates within the UK and cooperates across the European Union. We store our data within the European Union. Some organisations that provide services to us may transfer personal data outside of the European Economic Area (EEA), however these transfers will be subject to adequate data protections.
How long we store information
To comply with new data regulations, effective 25 May 2018, LEAP will be required to make sure that we use and store information for as long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.
We collect the minimum information required, retain as little as we require, and will regularly review what information we hold and delete what is no longer required.
11. Keeping you in control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- The right to have inaccurate data rectified;
- The right to object to your data being used for marketing or analysis;
- Where technically feasible, you have the right to see personal data you have provided to us, which we process, automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, although we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to Data Controller, LEAP Sports, Baltic Chambers 50 Wellington Street Glasgow G2 6HJ. You can also telephone 0141-202-0777 but note that we do not have full office cover.
You can complain to Fare directly by contacting our data protection officer using the details set out above. If you wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so in accordance with our organisational complaints policy by contacting firstname.lastname@example.org
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the United Kingdom’s Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.
12. Cookies and links to other sites
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). For more information check Our Cookies Policy.
Links to other sites
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites but please let us know if a link is not working.
Social Media Sites