sportscotland General Privacy Notice

Version 3, 6th January 2022

What is the purpose of this document 

sportscotland is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you, in accordance with Data Protection legislation. This Privacy Notice contains important information about how we collect, manage, use, and protect your personal information.

This privacy notice is applicable to all visitors to our websites, the customers of our National Centres at Glenmore Lodge and Inverclyde, and individuals who otherwise come into contact with our services. Please note that we have specific Athlete privacy notices (sportscotland Privacy Notices) for current supported, unsupported and former athletes.

The Scottish Sports Council, trading as ‘sportscotland’ of Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA is the “controller” of the personal information that you provide to us and is registered as a data controller with the Information Commissioner’s Office, registration number Z7177835.

This means that we are responsible for deciding how we hold and use personal information about you. We are required under Data Protection legislation to notify you of the information contained in this privacy notice.

We may change this Privacy Notice from time to time. Please check this notice frequently to ensure you are aware of the most recent version and the date that it was last updated.

Our contact details

Headquarters

Doges
Templeton on the Green
62 Templeton Street
Glasgow
G40 1DA.

Tel: 0141 534 6500

Deaf / BSL users can contact us using the Contact Scotland service

General enquiries form or email sportscotland.enquiries@sportscotland.org.uk

Data Protection Officer Contact Details

Information Governance and Data Protection Officer
Templeton on the Green
62 Templeton Street
Glasgow
G40 1DA

Email: DPO@sportscotland.org.uk

Our websites

This privacy notice is applicable to the following websites associated with sportscotland along with any websites we may operate in the future (the “Websites”):

What type of information we have

 We may collect and process the following personal information about you:

  • Information that you provide by filling in forms on the Websites or provide to the National Centres when using their services, including your name, address, email address, phone numbers, date of birth, gender, and age;
  • Payment details: including bank account number, sort code, national insurance number, tax status, and any other information relating to the provision of payment for services;
  • Information provided at the time of registering to use our site, subscribing to our service, posting material, or requesting further services;
  • We may ask you for information when you enter a competition or promotion sponsored by sportscotland;
  • Information requested when you report a problem with our site;
  • Medical information, information relating to additional support needs and nutritional information required for certain courses or accommodation bookings at the National Centres;
  • Photos and videos during events where such photos constitute personal information, which would be taken only with your consent;
  • Correspondence with you (either via email, record of call, voicemail message or otherwise);
  • Details of transactions you carry out through our site and of the fulfilment of your orders;
  • Details of your visits to our websites including, but not limited to, traffic data, location data, weblogs, other communication data and the resources that you access (see the Cookies section below for more information on this);
  • Images of you may be taken by CCTV systems when you have attended some of our premises used by members of the public. These images are for the purposes of public and staff safety and crime prevention and detection. CCTV is also installed on the outside of some of our buildings for the purposes of monitoring building security and crime prevention and detection. Images saved by CCTV will not be stored in our systems longer than necessary;
  • Any information that you choose to send us via email or social networking tools such as Twitter, Facebook, and Instagram;
  • Data input into our coaching app or into our online e-learning courses; and
  • In respect of the Information on coaches, including personal information comprising name, age, gender, sport and club association, level of coaching qualification, responses to questionnaires or award applications, disability and additional needs/requirements, any information shared with us via social media and responses to evaluations.

Cookies

A “cookie” is a text file that is downloaded to the hard drive of your computer and is used to remember your preferences and sessions.

We use this information to (anonymously) track movements through our sites, to find out how they are being used and inform our improvements. This information is shared with Google Analytics and may be shared with third parties who perform similar services. This information is fundamental to the provision of website services.

Personal information about you is not collected during the tracking process.

You can disable the cookies that we attach if your browser supports this.  For further information on how to do this, please refer to https://www.allaboutcookies.org/.  However, you should bear in mind that if you exercise this option, you may be unable to use some of our on-line services.

Our purposes for processing personal data

We process your personal information for specific purposes.  These include: -

  • To administer the Websites;
  • To ensure that content from our site is presented in the most effective manner for you and for your computer;
  • To provide you with information, products, or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
  • To allow you to participate in interactive features of our service, when you choose to do so;
  • To notify you about changes to our service where we have consent to communicate with you via marketing;
  • To book accommodation, book individuals onto training courses, and book individuals onto events;
  • To hold and process medical and accessibility information in relation to course provision when required for the safety of course attendees, or process and store in respect of our gym and climbing wall facilities in the National Centres to allow safe provision of facilities;
  • To pass nutritional information on to our catering providers in order for them to ensure dietary requirements are catered for. This includes third party away course accommodation providers;
  • To process any accessibility information provided if relevant in order to ensure adequate facilities are provided for individuals;
  • To process email addresses or other contact details to provide marketing or communications, request customer feedback only where individuals provide consent for us to carry out this type of activity;
  • If you have given us consent to take photos/videos of you, we may share this on our websites, social media and sportscotland publications;
  • In relation to our coaching application, we store your information and may download it for information to tailor push notifications to group and audiences;
  • In relation to our eLearning modules, we may process your information to provide you with learning certificates, scoring information, or other certifications relating to eLearning modules and may use this information for evaluations;
  • In respect of workshops provided by us or approved third parties, we may use your information in respect of workshop provision, delivery, and tracking; providing workshops for individuals and arranging sport educators to deliver such workshops, and tracking workshops that have been delivered;
  • In relation to coaches, we may use your information to administer programmes; for equality monitoring purposes; to help shape and develop the programme based on user location and need; for reporting purposes and KPIs; to ensure appropriate provision for those with additional needs; to promote new learning opportunities; to share relevant questionnaires that will help us shape and develop our products and services in future; to ensure our learning is having the desired impact on behaviour change; and
  • In relation to awards including coaching and volunteering awards, we may use nominee and nominator personal information to invite individuals to coaching awards, sharing information with third parties as outlined below and publicising information in relation to award winners.

Who we share your personal information with

  • If your personal information is included in any images or videos taken by us at our events, we may share it on our websites for promotional/media purposes;
  • If your personal information is included in any images or videos taken by us at our events, we may also share this with Commonwealth Games Scotland, Scottish Governing Bodies, and British Governing Bodies of Sport, for promotional and/or journalistic purposes;
  • We may share your information with third parties where it is necessary to perform a contractual service or administer our relationship with you, where we are required by law to do so, (in the case of the National Centres only) where we have a legitimate interest in doing so), or when we are required by public interest requirements to do so;
  • sportscotland engages third-party suppliers to provide services including IT, payroll, contractors for training, occupational health services or specific pieces of work, among others. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it; and
  • We may share personal information with our professional and legal advisors for the purposes of taking advice.

We may also share your information with third parties from time to time if that sharing is required in relation to the service we are providing to you, including, but not limited to:

  • Third party software, analytics, website and search engine suppliers or IT suppliers including Google Analytics, Campaign Monitor, MailChimp, Crazy Egg, ESP, Ross Falconer Limited, Strut Digital;
  • Service providers in relation to courses and bookings you make with us including at the National Centres and for events or courses provided by our affiliates including Scottish and National Governing Bodies;
  • Reflex Blue, our coaching app provider, Survey Monkey, OneFile, Centrastor, all of which being suppliers of software required for course provision or communications;
  • Scottish and National Governing Bodies, Scottish local authorities, the Scottish Qualifications Authority, clubs, and other associations in respect of eLearning or coaching applications or awards, where the individual data subject would have knowledge of that information being shared; and
  • Finance/Payment software including WorldPay and Sagepay.

How we store and protect your personal information 

Where sportscotland retains your personal information in one of our own data centres, all data will be stored on UK based servers. Where sportscotland utilises cloud-based storage, your personal information may be stored out with the UK within European Union country data centres, in which case sportscotland will ensure adequate security measures are in place to protect your personal information.

Core systems are only accessible by sportscotland staff and a small number of contracts for service practitioners.

Security measures in place within sportscotland include physical security measures; strong passwords; password lock out policy; managed permissions; two factor authentication; encryption; antivirus software; anti-malware software; data loss prevention software; secure email gateway; software patch management and appropriate data backup arrangements.

Your personal information may also be stored on third party, cloud-based solutions. Where this is the case, sportscotland will ensure that that third party complies with Data Protection legislation when processing your information.

We retain all personal information in line with the sportscotland retention and destruction policy contained within the sportscotland Records Management Plan which is a legal requirement under the Public Records Scotland Act (2011) You can download this at: -sportscotland Records Management Plan

Our legal basis for processing your personal data

We will only collect and process personal information where we have a legal basis for doing so under Data Protection legislation.

The legal basis used most by sportscotland for the processing of personal identifiable information are: -

GDPR Article 6 (1)

  • the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
  • processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
  • processing is necessary for compliance with a legal obligation to which the controller is subject; or
  • processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

GDPR Article 9 (2)

(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where domestic law provides that the prohibition referred to in paragraph one may not be lifted by the data subject;

(g) processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject

When using Condition 9 (2) (g) we will also rely on a condition within DPA 2018 Schedule 1.

We may also use your personal information in the following situations, which are likely to be rare:

  • Where we need to protect your vital interests (or someone else’s interests) in a life threatening emergency.

Your data protection rights 

Under data protection law, you have rights including: -

Your right of access: You have the right to ask us for copies of your personal information;

Your right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete;

Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances;

Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances;

Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances; and

Your right to data portability: You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please note the lawful basis used for processing your personal information can also affect which rights are available to you as there may be exemptions.  Our Data Protection Officer will advise on any exemptions on request.

Please contact us at DPO@sportscotland.org.uk, sportscotland, Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA if you wish to make a request.

How to complain

If you have any queries or concerns regarding this Privacy Notice or how your personal information is processed, please contact the sportscotland Data Protection Officer in the first instance: -

Information Governance and Data Protection Officer

sportscotland, Doges

Templeton on the Green

62 Templeton Street

Glasgow

G401DA
Email: DPO@sportscotland.org.uk

Please note you have the right to contact the Information Commissioner’s Office if you are unhappy with how your enquiry has been dealt with.   Their contact details are noted below:

The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT

Telephone: 0303 123 1115

Email: Scotland@ico.org.uk

Privacy and data protection
Date published: 29 August 2023
Date updated: 8 August 2024

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Enquiries should be submitted using by email to sportscotland.enquiries@sportscotland.org.uk