We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your interactions with us, such as booking a pitch. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
Personal Information We Collect
When you sign your organisation up for membership with us, you may provide us with, or we may obtain personal information about you, such as information regarding your contact details that allows us to contact you directly such as name, title, home and email addresses and telephone numbers;
records of your interactions with us such as telephone conversations, webinars, events, emails and other correspondence and your instructions to us
use of and movements through our online portal, passwords, personal identification numbers, IP addresses, usernames and other IT system identifying information;
We use Google Analytics on our website for anonymous tracking purposes. It will not contain passwords, addresses or other Personally Identifiable information (PII) except for IP address.
We use PichBooking.com for our booking system (https://pitchbooking.com/legal/privacy-policy)
records of your attendance at any events hosted in our facilities
images in video and/or photographic for the purposes of security around the facilities
Special Categories of Personal Information
We do NOT currently collect, store and use the following “special categories” of more sensitive personal information regarding you:
information about your race or ethnicity
information about disability.
How We Collect Information
We typically collect personal information when you apply for your or your organisation to use ELCSA managed facilities or when you apply for a grant from us..
Lawful basis
By acting as a representative of an organisation and completing an application for a grant or the use of ELCSA facilities, you are agreeing to us collecting, using and storing your personal information in relation to that grant or usage and accepting that as a representative ELCSA facility users we have a legitimate interest to send you information that we feel benefits your organisation in furthering its Sport for All Development.
How We Use Your Personal Information
We may use your personal information to provide you with any support your or your organisation has requested from ELCSA and in managing our relationship with your or your organisation.
We may use your personal information to send you information we think your organisation might find useful, for example; newsletters and funding updates, provided you have indicated that you are happy to be contacted for these purposes. You are able to unsubscribe from ELCSA mailings.
We may also use your personal information in creating statistical data for research and evaluation purposes and for fundraising efforts – we do not include any identifying personal information in the statistical data or in our reports based on this.
Who We Share Your Personal Information
We may share your personal contact information with a ELCSA volunteer to allow them to make contact with you and arrange to provide support for your organisation.
We may share your personal details with a partner when organising a visit or event but only when you have consented for us to do so.
We may share data with government, regulators or law enforcement when legally required to do so.
We may share your details with 3rd parties when you have expressed interest in a service or benefit advertised by ELCSA.
Transfer Your Personal Information Internationally
The personal information we collect is not transferred to and stored in countries outside of the UK.
How We Keep Your Personal Information
ELCSA will keep personal information only as long as it is necessary to satisfy the purposes for which it was obtained, or as legally required. Access to materials containing personal information is restricted to ELCSA Trustees, employees and authorised service providers who need it to do their jobs.
You may always correct their personal information. If a member feels that any of our information about them is inaccurate or incomplete, the member has the right to ask us to amend or delete it. If a member’s personal information is wrong in any way, ELCSA will make the required changes.
At the end of an agreed retention period your information will be securely and confidentially destroyed.
How Long Do We Hold On to Your Personal Information
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.
Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years. Exceptions to this rule is Information that may be relevant to personal injury claims may be retained until the limitation period for those types of claims has expired.
If your organisation has received a grant from ELCSA, we may keep contact information for up to 7 years in case we need to contact you for auditing purposes.
Your Rights
You are entitled by law to ask for a copy of your personal information at any time. You are also entitled to ask us to correct, delete or update your personal information, to send your personal information to you or another organisation, to ask us to restrict or stop the processing of your personal information and to object to automated decision making. Where you have given us your consent to use your personal information in a particular manner, you also have the right to withdraw this consent at any time.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for the-public/.
To exercise any of these rights, or if you have any questions you can contact us at [email protected]. You can also unsubscribe from any direct marketing by clicking on the unsubscribe link in the marketing messages we send to you.
Changes to This Notice
We may update this privacy notice periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes and seek fresh consent where required by law.
Contact Us
For questions about this privacy notice or to exercise your data protection rights:
Data Protection Officer
East London Community Sports Association (ELCSA)
71 Holland Road
Email: [email protected]
Complaints
If you have concerns about how we handle your personal data, please contact us first so we can address your concerns. You also have the right to complain to the Information Commissioner's Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: https://www.ico.org.uk