Who We Are
East London Community Sports Association (ELCSA) is a charitable organisation committed to promoting sport and physical activity within our community. We are registered with the Charity Commission under number [registration number] and act as a Data Controller for the personal information we collect and process.
Information We Collect
We may collect and process the following categories of personal information:
Contact and Identity Information - Name, address, telephone numbers, email addresses, date of birth, and emergency contact details for members, participants, and their parents or guardians where applicable.
Membership and Participation Records - Details of membership status, programmes participated in, attendance records, performance data, and any disciplinary matters.
Financial Information - Payment details, membership fees, donations, and grant applications, though we do not store complete payment card details.
Communications - Records of correspondence, complaints, feedback, and other interactions with our organisation.
Technical Information - When you use our website or online booking systems, we may collect IP addresses, browser information, and usage data through cookies and analytics tools, specifically Google Analytics
Images and Video - Photographs and video recordings taken during events, training sessions, and activities for promotional, safeguarding, and insurance purposes.
Health and Safety Information - Medical conditions, dietary requirements, allergies, and other health information necessary to ensure safe participation in our activities.
Special Category Data
We may collect special category data where necessary for our charitable purposes:
Health Data - Medical conditions, injuries, disabilities, and fitness assessments where relevant to safe participation in sporting activities.
Safeguarding Information - Where required for child protection or vulnerable adult safeguarding purposes.
We only collect such information where we have explicit consent, where it is necessary for safeguarding purposes, or where otherwise permitted by law.
How We Collect Information
We typically collect personal information when you or your organisation applies for membership:
During registration for programmes, events, or facility usage
Through our website, social media, and digital platforms
During face-to-face interactions at our facilities or events
From third parties such as schools, other sports organisations, or referral agencies
Through CCTV systems for security purposes
Legal Basis for Processing
We process your personal data under the following legal bases:
Consent - Where you have given clear consent for specific processing activities, such as receiving marketing communications or participating in promotional photography.
Contract - Where processing is necessary to provide services you have requested, such as membership benefits or programme participation.
Legal Obligation - Where we are required to process data to comply with legal requirements, including charity regulations, safeguarding duties, and health and safety obligations.
Legitimate Interests - Where processing is necessary for our legitimate interests as a charitable organisation promoting sport and physical activity, provided this does not override your rights and interests.
How We Use Your Information
We use personal information for the following purposes:
Service Delivery - To provide sporting programmes, facility access, coaching, and other services you have requested.
Administration - To manage memberships, process payments, maintain records, and communicate with members and participants.
Safety and Safeguarding - To ensure safe participation in activities, respond to emergencies, and fulfil our safeguarding obligations.
Improvement and Development - To evaluate our programmes, plan new services, and improve our facilities and offerings.
Fundraising and Marketing - To communicate about our work, seek support, and promote our activities, where you have consented to such communications.
Legal Compliance - To meet regulatory requirements, respond to legal requests, and protect our legal interests.
Information Sharing
We may share your personal information with:
Staff and Volunteers - Authorised personnel who need access to provide services or fulfil their roles.
Partner Organisations - Other sports clubs, governing bodies, or community organisations when delivering joint programmes or events.
Service Providers - Third-party companies that provide services such as coaching, equipment supply, insurance, or IT support, under appropriate data sharing agreements.
Regulatory Bodies - Sports governing bodies, the Charity Commission, local authorities, or other regulatory organisations when required.
Legal Authorities - Police, courts, or other legal authorities when required by law or to protect safety.
Emergency Services - Medical professionals or emergency services where necessary to protect health and safety.
International Transfers
We do not routinely transfer personal data outside the UK. Where international transfers are necessary, we ensure appropriate safeguards are in place to protect your information.
Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
Secure IT systems with access controls and encryption
Staff training on data protection and security
Physical security measures for our facilities and filing systems
Regular security reviews and updates
Incident response procedures for data breaches
Retention Periods
We retain personal data only as long as necessary for the purposes collected:
Current member records: Duration of membership plus 6 years
Participant records: 6 years after participation ends
Financial records: 7 years for audit purposes
Safeguarding records: Until age 25 or 10 years after incident, whichever is longer
Marketing consent records: Until consent is withdrawn plus 3 years
CCTV recordings: 30 days unless required for investigation
Your Rights
You have the following rights regarding your personal data:
Access - You can request copies of your personal data and information about how we process it.
Rectification - You can ask us to correct inaccurate or incomplete data.
Erasure - In certain circumstances, you can request deletion of your personal data.
Restriction - You can ask us to limit how we process your data in specific situations.
Portability - You can request transfer of your data to another organisation where technically feasible.
Objection - You can object to processing based on legitimate interests or for marketing purposes.
Withdrawal of Consent - Where we rely on consent, you can withdraw it at any time.
To exercise these rights, contact us using the details below. We will respond within one month of receiving your request.
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