How we respect privacy when we deal with personal information collected by our organisation

This Privacy Policy applies to information Christians in Sport collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

If you have any comments or questions about this notice, feel free to contact us at data​@christiansinsport.org.uk

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

• Reply to enquiries you send to us;
• Handle donations or other transactions that you initiate;
• Where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.

3. When we share your data

We will only pass your data to third parties in the following circumstances:

• You have provided your explicit consent for us to pass data to a named third party;
• We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
• We are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

Cookies and tracking pixels

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.aboutcookies.org or www.allaboutcookies.org

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result. Find out more about the specific ways we use cookies below.

We use cookies on this website to track user activity on the site and to enable various types of functionality. While we will endeavour to keep the list below updated, the site relies on many third party services and the list may therefore become out of date if those services alter the cookies they use.

Please note that all of these Cookies exist to enable functionality on the website and not for advertising purposes. If you do not wish these cookies to be tracked you can disable them in your browser, but this may negatively effect your experience on the site.

With emails sent from our email platform, Mailchimp, we use industry standard web beacon trafficking to monitor how many people open and engage with our emails to better improve our communications with you. If you do not want this to happen you can turn images off in your emails or change settings within your email client to block this information from us.

Third parties we use

For a number of processes we use Third Parties to process data, who all comply with GDPR legislation. These are listed below for your information:

The privacy notices on each point of data collection will give more information where required.

4. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.

Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.

5. Rights you have over your data

You have a range of rights over your data, which include the following:

• You have the right to know what data Christians in Sport holds on you and how it is used
• Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
• You have the right to ask for rectification and/or deletion of your information.
• You have the right of access to your information.
• You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.

Email: data​@christiansinsport.org.uk

Or write to our Data Protection Lead at Data Protection, Christians in Sport, Telford Road Industrial Estate, Bicester, OX26 4LD.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below.

If you believe Christians in Sport has not complied with your data protection rights, you can complain to the Information Commissioner. For more information visit www.ico.org.uk.

1. Why do we take photos?

Christians in Sport takes photos at events which they run for the purpose of informing supporters about the event and for use in future marketing on social media, in print and online.

2. Legal basis for using photos and videos taken at our events

Photos and videos are counted in the GDPR as being personal data.

For staff

Staff of Christians in Sport will need to give consent for a photo to be used in relation to their name, for instance on the website or in our magazine/newsletter.

For over 18s

It is defined as being within our legitimate interests to take photos at any event we run to use in our marketing. Without the ability to use photography we have decided it would not be possible to market what we do.

When people attend a Christians in Sport event, they can reasonably expect a photographer to be present.

A photo will not be used on social media or online alongside a name or tag of an individual, in order to respect their privacy.

Sometimes photographers and filmmakers/videographers will shoot in a public area where people in the background may be captured on camera. It isn’t feasible to get every single person who enters that area to sign a photo release form.

If, for whatever reason, it is necessary to caption the photograph or video with the name of the individual, for example within our magazine, consent will be sought to do this.

For under 18s

For anyone attending a Christians in Sport run event under the age of 18, consent will be sought from the parent/guardian booking them onto the event. If consent is not granted then photos will not be posted publicly and we will do our best to not store any photos of the individual involved on our own private networks.

Consent will be in the form of a box to be ticked or slider to be selected on the booking form, with a link clearly displayed of our Privacy Policy and our Photo and Video Policy.

3. Legal basis for using photos and videos on social media/online

For any photo or video we use on our social media or website, or within a video, we make sure, to our best knowledge that we are adhering to copyright principles.

If you feel we are in breach of copyright please email data​@christiansinsport.org.uk.

Any photo or video in which we are tagged on social media, or which is sent to us in any format, we assume that the photo was taken by the organisation/individual with proper permissions. Where possible, we will check this is the case before posting an image or video on our platforms.

4. Withdrawing consent

An individual captured in an image can withdraw their consent even after having signed the consent form. Any such withdrawal should be in writing.

Once consent is withdrawn, the charity cannot use the relevant images again, but it will not normally be possible to recall documents in which their image has already appeared.

5. Storing photographs and film recordings

All photos or recordings which contain personal data will need to be treated in the same way as personal data held in other formats. They need to be kept securely and disposed of securely when no longer required, in accordance with our guidance on Data Security.

Since photographs may reveal details of the subject's race and ethnic origin they are classified as Sensitive Personal Data. Generally photographs should only be used and retained where strictly necessary.

How we respect privacy when we deal with personal information collected by our organisation

This Privacy Policy applies to information Christians in Sport collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

If you have any comments or questions about this notice, feel free to contact us at data​@christiansinsport.org.uk.

1. Personal data that we process

As you sign up for this event, the following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

1. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

● Administrate the event you are attending;

● Promote the event you are attending and similar future events;

● where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.

Sensitive data

If you are attending an event, we may ask for information such as medical details which we need to be able to run the event safely. This information will be passed onto the events Medical Team and necessary personnel. This information will be stored securely and only kept for as long as necessary.

3. When we share your data

We will only pass your data to third parties in the following circumstances:

● you have provided your explicit consent for us to pass data to a named third party;

● we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or

● we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

Third parties we use

For a number of processes we use Third Parties to process data, who all comply with GDPR legislation. These are listed below for your information:

The privacy notices on each point of data collection will give more information where required.

4. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.

Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.

5. Rights you have over your data

You have a range of rights over your data, which include the following:

● You have the right to know what data Christians in Sport holds on you and how it is used

● Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).

● You have the right to ask for rectification and/or deletion of your information.

● You have the right of access to your information.

● You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.

Email: data​@christiansinsport.org.uk

Or write to our Data Protection Lead at Data Protection, Christians in Sport, Telford Road Industrial Estate, Bicester, OX26 4LD.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

If you believe Christians in Sport has not complied with your data protection rights, you can complain to the Information Commissioner. For more information visit www.ico.org.uk.

6. Photos and videos

To fully understand our policy on the use of photos and videos, please see our use of Photos and Videos Policy at christiansinsport.org.uk/photovideo

7. Criminal Record Checks (DBS, PVG Scheme, Access NI)

In order to be a leader at any of our events involving under 18s, each leader is subject to a criminal record check.

You can request a copy of our policies in regards to this by emailing data​@christiansinsport.org.uk.

8. Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users' computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google's privacy policy is available at http://www.google.com/privacypolicy.html.

9. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we'll notify people whose personal data we hold and is affected.

To make a complaint about anything or anyone involved in Christians in Sport please email info​@christiansinsport.org.uk outlining the issues and this will be responded to promptly.

To understand more about your rights to complain please visit the Gov.UK website.