Privacy policy

Introduction

The Sports Council for Wales (trading as Sport Wales) are committed to protecting your privacy and personal information. We want to share how we use your information for any of the services that we provide. 

This policy (together with our terms of website use, and any other documents referred to in them) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. 

Please read the following carefully to understand our practices regarding your personal data and how we will process it. 

By using our services (including visiting this website) you are accepting and consenting to the practices described in this policy.

For the purposes of the Data Protection Act 1998 and the General Data Protection Regulation ((EU) 2016/679) (GDPR), the data controller is SPORTS COUNCIL FOR WALES, Sophia Gardens, Cardiff, CF11 9SW. Registration number: Z5769715

How we use your information

Sport Wales uses your personal information differently based on how we work with you. You can find out more about how we use your information in each situation by following the links below. 

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:
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.
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.

Legal bases to use personal information

• 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.
• That you have given us your explicit consent to use the information
• That the processing is necessary for reasons of substantial public interest

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 them?

We 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 information.

The 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 them?

We 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 information.

We 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 requirements - On 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 business - From 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 action - We 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.

Information we may collect from you when you use our Websites or Online Services

What personal information we will use?

Technical information, including the internet protocol address used to connect your computer to the internet, browser type and version, [time zone setting, browser plug-in types and versions, operating system and platform,;

Information about your visit, including the full Uniform Resource Locators (“URL”), click stream to, through and from our website (including date and time), [products you viewed or searched for, page response times, download errors, length of visit to certain pages, page interaction information (such as scrolling clicks and mouse-overs), methods used to browse away from the page and any phone number used to call our customer service number.

How we will obtain the personal information?  

Some of the information is obtained by us automatically whenever you use our website;

Some of the information is collected by us each time you use our website through our use of cookies. Further information about the cookies we use and the purposes for which we use them can be found in our Cookies Policy.

What purposes we will use the personal information for?

The above information is used by us to:

provide a better website experience to you;

track usage of our website;

help us to continually improve our website

Information collected through our use of cookies is used in the ways described in our Cookies Policy here.

The legal grounds we rely upon

Our collection and use of the above information is based on our legitimate interests in ensuring that our website is user-friendly and appeals to our customers.

How long we retain the personal information and why    

12 months for the purposes of improving the website experience

Consequences of not providing/permitting us to obtain personal information      

If you disable our Cookies, you will be unable to use certain parts of/functions on our website. Further information about this can be found in our Cookies Policy 

Individuals who purchase goods on our website

What personal information we will use  

Your name;

Your address;

Your email address;

Your telephone number;

Payment details or credit card details.

How we will obtain the personal information?  

Provided by you when purchasing goods from our website.

What purposes we will use the personal information for?

We will use your name, address and other contact details to supply the goods to you and to communicate with you about such supply. We will also use this information to deal with any returns you make;

We will use your payment details or credit card details to take payment for goods;

Other than your payment details or credit card details, we will keep a record of the information listed above for our internal administrative purposes;

We will also use the above information (other than your bank and credit card details), for legal and regulatory purposes.

The legal bases for processing we rely upon        

Our use of your personal information in connection with the supply of goods to you, taking payment and dealing with any returns is necessary for the performance of the contract between us;

Our use of your personal information for our internal administrative purposes is based on our legitimate interests in ensuring that our business is run properly and efficiently;

Our use of your personal information for legal or regulatory purposes is necessary to enable us to comply with our legal and regulatory obligations and/or to enable us to bring, defend or deal with legal claims.

How long we retain personal information and why?           

We only use your payment details or credit card details for the purposes of taking payment. We do not store such information;

We usually keep records relating to any purchase you make for [six years] in case any contractual disputes or defective product claims arise.

Consequences of not providing/permitting us to obtain personal information       

Without your name, contact details and payment information we will be unable to supply goods to you.

Customers of our Sport Centres

What personal information we will use?

• Your name;
• Your address;
• Your email address;
• Your telephone number;
• Your Date of Birth;
• Name and Date of Birth of any family members on a family membership arrangement;
• Bank details;
• Information about any medical or health conditions declared;
• Details as to reason for any cancellation of your membership.

How we will obtain the personal information?

Provided by you when applying for membership or use of fitness facilities.

What purposes we will use the personal information for?

We will use your name, address and other contact details to administer your membership;

We will use your bank details to take payment for your membership or use of fitness facilities;

We will use any information declared about your health/medical conditions to assess your suitability to take part in exercise and to take any precautions to ensure that your use of the fitness facilities are as safe as reasonably possible;

We will use any information provided by you as a reason for cancelling any membership to help us improve our services.

The legal bases for processing we rely upon        

Our use of your personal information for member administration is necessary for the performance of the contract between us;

Our use of your bank account details for payment of membership is necessary for the performance of the contract between us;

Our use of your health/medical information will be on the basis that you have given us your explicit consent to use the information;

Our use of the information you provide on your cancellation form will based on our legitimate interest in using feedback to improve our services for the future.

How long we retain the personal information and why

We will only keep your bank details for the duration of your membership.

We usually keep records relating to your membership for a period of two years after your membership has ended in case any contractual disputes or claims.

Consequences of not providing/permitting us to obtain personal information

Without your name, contact details and payment information we will be unable to process your membership and you will be unable to become a member at any of our centres

Individuals who stay at one of our centres or participate in a course or activity 

What personal information we will use  

Your name;

Your address;

Your contact details (such as your telephone number and/or email address);

Your car registration number;

Emergency contact details;

Dates of your stay;

Details of course or activity undertaken;

Payment details (debit or credit card).

Information about any medical or health conditions declared;

How we will obtain the personal information      

The information we use is provided by you when you make a reservation and/or register for a course or activity.

What purposes we will use the personal information for

We will use the personal information to contact you regarding your stay or course/activity and for administration purposes;

We will use the emergency contact details to contact your emergency contact in the event of an incident, illness or injury;

We will use the payment details provided to take payment for the stay/course/activity.

The legal bases we rely upon         

Our use of your personal information for administration purposes and to take payment is necessary for the performance of the contract between us.

Our use of your emergency contact details and any health issues you’ve shared with us is based on the need to keep you safe and ensuring that we can obtain instruction from the people nominated by you in the even of an illness or injury. 

How long we retain the personal information and why    

We will not store your credit/debit card details, we will only use the information to obtain payment.

We usually keep records relating to your stay/course/activity for a period of six years after your visit in case any contractual disputes or claims.

Consequences of not providing/permitting us to obtain personal information    

Without your name, contact details and payment information you will not be able to stay at one of our centres nor take part in the activity/course you are interested in.

 Members of sport club or bodies, & the sport sector & those helping to support the sport sector

What personal information we will use?

• Your name;
• Your address;
• Your email address;
• Your telephone number;
• Your connection with/position in a sports club or association.
• Your image or images where appropriate. 

How we will obtain the personal information      

Provided by you or by the club, association or organisation you are connected with, or provided by photographers working on behalf of your club/sport or Sport Wales.

What purposes we will use the personal information for?

We will use your personal information to communicate with you and for general administration purposes, and to assist in the promotion of your club, sport or participation in sport. 

The legal bases for processing we rely upon        

Our use of your personal information will be necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us. Where we use images, we rely on consent that you have provided to your club or sport, or direct to Sport Wales.

How long we retain the personal information and why?  

We usually keep your personal information for the duration of your connection with the particular club or association. Images are kept and used for a period of seven years unless specified otherwise. 

Sport Wales Job Applicants

What personal information we will use?

• Your name, address and contact details
• Your gender
• Your education and qualifications
• Your academic and professional qualifications
• Your skills, experience and membership of professional bodies
• Your National Insurance number
• Evidence of your ability to work in the UK, your nationality and immigration status
• Information provided from your previous employer(s) and other referees

Other personal information you might provide on your application form or monitoring form and/or during any interview and selection process.

We will need to keep certain special category personal information in relation to you which might be relevant to your employment, such as your:

• racial or ethnic origins
• political opinions
• religious or philosophical beliefs
• membership of a trade union
• physical or mental health (including details of any disability)
• sexual orientation
• details of any known disability
• commission or alleged commission of any offence, including the results of Disclosure and
• Barring Service (‘DBS’) checks

We use the special category personal information we hold about you for a number of different purposes, which we list below. Data protection law prohibits us from processing any special category personal information unless we can satisfy at least one of the conditions laid down by data protection law. We also set out below the specific conditions we rely upon when processing special category data.

We use the special category personal information we hold about you for the following reasons:

To monitor equality and diversity. In this case the condition we rely upon for processing the information is to monitor equality and diversity which is necessary for reasons of substantial public interest, namely for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained.

We also use the special category personal information we hold about you for the following purposes:

• to comply with and demonstrate compliance with employment law and best practice and any other applicable laws
• to assess your fitness for work
• to make any reasonable adjustments to your role

In these cases, the conditions we rely upon for processing the information are because it is necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment law.

In cases where a claim has been brought against the Organisation or there is a potential risk of a legal dispute or claim we may need to process your special category personal information where it is necessary for the establishment, exercise or defence of legal claims.

There may be circumstances where we need to process your special category personal information, particularly relating to your health, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent.

We envisage that we will hold information about criminal convictions. We will only collect information about criminal convictions as part of the recruitment process if it is appropriate given the nature of the role and where we are legally able to do so.

We will only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary for reasons of substantial public interest, namely, preventing or detecting unlawful acts, protecting the public against dishonesty, preventing fraud or suspicion of terrorism or money laundering.

Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.