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Section 1 - Sport Wales’ Data Protection Principles

This privacy notice applies to:

  • Members of our centres;
  • Individuals who stay at one of our centres or participates in a course or activity;
  • Individuals involved with sports associations and sports clubs;
  • Individuals who use our website;
  • Individuals who purchase goods via our website;
  • Individuals who apply for grants;
  • Individuals who feature in our articles and/or newsletters;
  • Individuals who contact us with an enquiry or complaint;
  • Individuals captured on our CCTV system;
  • Individuals who subscribe to our newsletters/updates;
  • Individuals who engage with us on social media;
  • Individuals who participate in one of our surveys or questionnaires;

In the sections below, when referring to the individuals listed above, we use the terms “you” or “your”.

Our Approach to Privacy

We take your privacy extremely seriously and want you to feel confident that your personal information is safe in our hands.

We will only use your personal information in accordance with data protection law applicable to England and Wales from time to time.

Under data protection law, when we use your personal information, we will be acting as a data controller. Essentially, this means that we will be making decisions about how we want to use your personal information and why.

Below ,we summarise the main rules that apply to us under data protection law when we use your personal information:

1.We must be upfront about how we intend to use your personal information and must use your personal information fairly. Providing privacy information to individuals (such as in this privacy notice) is one aspect of using personal information fairly.
2.

We must only use your personal information if we have a legal basis to do so under data protection law. These legal bases include:

That you have consented to our use of your personal information;

That we need to use your personal information to perform a contract between us (or to take steps at your request prior to entering into a contract);

That we (or someone else) has a legitimate reason for needing to use your personal information and those legitimate interests are not outweighed by your rights or interests. We must balance our respective rights and interests before we can rely upon this legal basis; and SPORT WALES is a Public Body and wishes to rely on Public Interest and exercise of Official Authority.

We need to use your personal information to comply with laws we are subject to.

3.

We must only use certain types of sensitive personal information (such as information relating to your health, racial or ethnic origin or religion if we can also satisfy one of the conditions for processing this type of information set out in data protection law. These conditions include:

That you have given us your explicit consent to use the information; and

That the processing is necessary for reasons of substantial public interest

4.We are only permitted to share your personal information with others in certain circumstances and if we take steps to ensure that your personal information will be secure.
5.Generally speaking, we must only use your personal information for the specific purposes we have told you about. If we want to use your personal information for other purposes, we need to contact you again to tell you about this.
6.We must not hold more personal information than we need for the purposes we have told you about and must not retain your personal information for longer than is necessary for those purposes (this is known as the “retention period”). We must also dispose of any information that we no longer need securely.
7.We must ensure that we have appropriate security measures in place to protect your personal information.
8.We must act in accordance with your rights under data protection law.
9.We must not transfer your personal information outside the European Economic Area (“EEA”) unless certain safeguards are in place. One such safeguard is that [the personal data is only transferred to a country that has been approved by the European Commission as having an acceptable level of data protection law.

Engaging with us on Social Media

Any social media posts or comments you send to us (on the Sport Wales Facebook page, for instance) will be shared under the terms of the relevant social media platform (e.g.Facebook, Twitter, Instagram) on which they're written and could be made public. Other people, not us, control these platforms. We are not responsible for this kind of sharing. 

Before you make any remarks or observations about anything, you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you'll understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you're unhappy about it.

When will we share your information with others?

Sometimes, we will need to share your personal information with others. This section sets out details of who we will share your personal information with and why. It also tells you about our legal basis for doing so under data protection law and steps we will take to protect your personal information.

We will never sell your personal information on to third parties.

Our Service Partners

Who are our service partners?

Our service partners include:

Providers of card payment systems;

 

Couriers and other suppliers of delivery services.

 

We haven’t included the names of our service partners in this privacy notice because their identity will change from time to time. However, if you would like further information about any of our current service providers, please contact us using the details set out on page 34 of this document.

Why we need to share your personal information with themWe use the service partners described above to enable us to perform our contracts with you.
The legal bases we rely upon when sharing your personal informationThe sharing of your personal data with suppliers and sub-contractors is necessary for the performance of our contract with you.
What precautions do we take?We enter into contracts with our service providers which require them to put appropriate security measures in place and which restrict their use of your personal information.

Our Marketing Partners

Who are our marketing partners

Our marketing partners are marketing agencies that we use to create and/or deliver advertising and other promotional material on our behalf.

 

We haven’t included the names of our marketing partners in this privacy notice because their identity will change from time to time. [However, if you would like further information about any of our current marketing partners, please contact us.

Why we need to share your personal information with themWe may need to share your personal information with our marketing partners if we ask them to create marketing materials addressed to you or to contact you with direct marketing on our behalf.
The legal bases we rely upon when sharing your personal informationWe will either be relying on your express consent or our legitimate interests in developing and expanding our business.
What precautions do we take?We enter into contracts with our marketing partners providers which require them to put appropriate security measures in place and which restrict their use of your personal information.

Providers of Information Technology Services

Who will we be sharing your personal information with?

Suppliers of information technology products and services such as Computer Software Suppliers Cloud Storage providers (including hosted application providers, and Software as a Service providers

We haven’t included the names of our IT/Cloud Service providers in this privacy notice because their identity will change from time to time.

Why we need to share your personal information with such providers

We use suppliers of information technology products and services in connection with the supply, maintenance and/or improvement of our IT network and the creation, development hosting and maintenance of our website;

We use cloud storage providers to provide a secure method of storing electronic data;

We use analytics and search engine providers to assist us to improve our website.

The legal bases we rely upon when sharing your personal information

We rely upon our legitimate interests in ensuring that our business can function properly and efficiently and that our IT network is secure;

The sharing of your personal data with analytics and search engine providers is based on our legitimate interests in having an efficient and user-friendly website.

What precautions do we take?We enter into contracts and Data Processing Agreements with our IT providers/cloud storage providers which require them to put appropriate security measures in place and which restrict their use of your personal information.

 

Why we need to share your personal information with such providers

We use suppliers of information technology products and services in connection with the supply, maintenance and/or improvement of our IT network and the creation, development hosting and maintenance of our website;

We use cloud storage providers to provide a secure method of storing electronic data;

We use analytics and search engine providers to assist us to improve our website.

The legal bases we rely upon when sharing your personal information

We rely upon our legitimate interests in ensuring that our business can function properly and efficiently and that our IT network is secure;

The sharing of your personal data with analytics and search engine providers is based on our legitimate interests in having an efficient and user-friendly website.

What precautions do we take?We enter into contracts and Data Processing Agreements with our IT providers/cloud storage providers which require them to put appropriate security measures in place and which restrict their use of your personal information.

OTHER THIRD PARTIES

We may also need to share your personal information with others in the following circumstances:

Legal or regulatory requirementsOn occasion, we may be required to disclose your personal information to organisations such as the courts or the police to comply with legal obligations we are subject to and/or to prevent fraud or crime.
Protecting our businessFrom time to time we may need to disclose your personal information in connection with steps we need to take to protect our business interests or property. For example, if you default with payment, we may disclose your personal information to credit reference agencies or debt collection or tracing agents.
Professional advice and legal actionWe may need to disclose your personal information to our professional advisers (for example, our lawyers and accountants) in connection with the provision by them of professional advice and/or the establishment or defence of legal claims.