Our Privacy Policy

PRIVACY NOTICE

Introduction
You have a legal right to be informed about how Greenhouse Sports uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to inform you where we are processing your personal information. This privacy notice explains how we collect, store and use your personal information and what kind of information we hold.

We, Greenhouse Sports, 35 Cosway Street London NW1 5NS, are the ‘data controller’ for the purposes of data protection law. Our Data Protection Officer is Jason Stewart. Contact information is available below.

Who we are
Greenhouse Sports is a registered charity (Charity No. 1098744), founded in 2002, that delivers intensive sports coaching and mentoring sessions to help develop the Social, Thinking, Emotional and Physical (STEP) abilities of young people from disadvantaged communities. We work in almost 40 schools across London and manage a community sports centre in Marylebone.

Information we collect and how we use it
We may collect personal information such as your name, date of birth, email address, postal address, telephone number and, if you are making a purchase or donation, credit/ debit card details. Read more on the user type relevant to you below.

Participants on our programmes: We collect your contact details and some statistical information to ensure we are fulfilling our charitable purpose, e.g. gender and ethnic background. Your safety is of paramount importance to us and therefore we collect details of any medical condition and emergency contacts. For more details, please see section 4 ‘Sensitive Personal Information’.

Centre members: We collect your contact details when you create an account with us, allowing you to book classes and sessions online, and allowing us to program your electronic membership card to grant access to the facilities. We collect statistical information to ensure we are fulfilling our charitable purpose, e.g. gender, ethnic background, activity levels. We monitor your activity and usage of the facilities and use your contact details for marketing purposes to help improve our facilities, and offer classes appropriate to you. Your safety is of paramount importance to us and therefore we collect details of any medical condition and emergency contacts. For further details, please see section 4 ‘Sensitive Personal Information’.

If you opt in to accept notices, you may receive email announcements, news updates or other specifically requested information. You may opt out at any time to stop receiving notices.

We collect personal information concerning our own staff, volunteers and trustees as part of the administration, management and promotion of our charitable activities.

We collect and process personal data about our suppliers (including sub-contractors and individuals associated with our suppliers and subcontractors) in order to receive goods or services for the benefit of our participants and staff and to complete our contractual duties, e.g. make payments.

We collect personal information when an individual gets in touch with us with a question, complaint, comment or feedback, such as name, contact details and subject.  In these cases, we will only use the data for responding.

When you apply for a role at Greenhouse Sports, the information made available to you has details about why and how personal data is collected and processed.

4.    Sensitive Personal Information

Data Protection Law recognises that some categories of personal information are more sensitive than others. The sensitive personal information we collect includes ethnicity, date of birth, health conditions, required medication, whether a child has Pupil premium or Free School Meal status and details of any safeguarding concerns that are reported to us.

We collect certain sensitive data to:

If you provide us with any sensitive personal information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Notice.

We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.

5.    Keeping your information safe

We take the security of your information very seriously. We have implemented appropriate physical, technical and organisational measures to protect the on-line and off-line personal information under our control from improper access, use, alteration, destruction and loss.

6.    Under 18

To run our activities safely, we collect person information on our participants, many of whom are under the age of 18 years. Whenever we collect this data we will always gain parental or legal guardian consent.

7.    When and how we share personal data

We may share your information with third parties who help manage our facilities, for example, a local authority or a sub-contractor. The information will be disclosed to provide the services you have requested, or to contact you about your membership or billing.

We share anonymised data about facility usage and participant demographics with our funders and partner sponsors. The data does not contain any personal information that can identify you or your address.

We will only disclose your personal information to third parties, the court service and/ or regulators or law enforcement agencies in connection with proceedings or investigations.

8.    How long we hold your information for

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or to the date specified in any contract you hold with us.

9.    Changes to this privacy notice

We will keep this privacy notice under regular review and may make changes from time to time. It was last updated on 23 April 2018. Any amendments Please check back from time to time to take notice of any changes we have made, as they are binding on you.

10. Our legal basis for using your information

In some cases, we will only use your personal information where we have your consent. However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Greenhouse Sports to process your information to help us to achieve our vision.

Whenever we process your personal information under the ‘legitimate interest’ lawful basis we make sure that we consider your rights and interests and will not process your personal information if we feel that there is an imbalance.

We may use publicly available information, for example, to find new potential supporters and to invite them to be involved in supporting our cause through tailored communications. This processing of publicly available personal information ensures that approaches are only made to people that may be interested in our cause.

11. Your rights and how to exercise them

You have various rights in respect of the personal information we hold about you – these are set out in more detail below.  If you wish to exercise any of these rights, please email us at dataprotection@greenhousesports.org.

 

Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

12. Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to dataprotection@greenhousesports.org . We will consider and respond to any complaints we receive.

You also have the right to make a complaint to the Information Commissioner’s Office (“ICO”), the UK data protection regulator.  For further information on your rights and how to complain to the ICO, please refer to the ICO website.

13. Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer at  dataprotection@greenhousesports.org.