The Actives Team Limited is registered at Companies House with registered number 10990311.
Our purpose is to empower parents, schools and the wider community to raise healthy, happy kids.
The Actives Team Limited is a data controller for the purposes of data protection legislation as we process personal data. This notice is designed to give you information about how we process that data. Our duties in respect of personal data are very important to us and we are committed to using the personal data we hold in accordance with the law. Any queries should be directed to: firstname.lastname@example.org or by post to The Actives Team Limited, Kemp House, 160 City Road, London, EC1V 2NX.
This notice applies alongside any other information The Actives Team Limited may provide about a particular use of personal data, for example when collecting data via an online or paper form. The notice should be read in conjunction with our other policies and contracts which apply to you and which make reference to personal data. This includes any agreement or contract you have entered into with The Actives Team Limited, our or, where relevant, The Actives safeguarding, pastoral, health & safety policies and IT policies.
The Actives Team Limited expects parents, schools, customers and other inpiduals using the digital services and facilities provided by its business partners to respect the personal data and privacy of all Actives stakeholders.
WHAT TYPE OF PERSONAL DATA DOES THE ACTIVES TEAM LIMITED PROCESS?
We process personal data about prospective, current and past: kids and their parents (which includes guardians and carers as well as anyone with parental responsibility for that child) that are involved with any aspect of The Actives Team Limited services, and volunteers, schools, suppliers, contractors and others connected with us that are helping develop and support The Actives Team Limited to raise healthy, happy kids.
The personal data we process takes different forms (it may be factual information, opinion, images or other recorded information) and the type of data processed will depend on your relationship with The Actives Team Limited. Examples of the personal data we process include:
- addresses, telephone numbers, email addresses and other contact details;
- biometric information;
- Education information;
- in respect of those who access the services provided by any of The Actives Team Limited’s businesses, images and video footage;
- financial information;
- courses, activities meetings or events attended;
- correspondence with and concerning inpiduals.
We may also need to process special category personal data (for example, regarding physical or mental health, ethnicity, religion or biometric data) and criminal records information about some inpiduals (particularly suppliers). Where we process this type of data, we will either rely on rights or duties imposed on us by law (for example, in respect of safeguarding, health and safety or employment) or on explicit consent.
HOW DOES THE ACTIVES TEAM LIMITED COLLECT PERSONAL DATA?
Most of the personal data processed by The Actives Team Limited is provided by the inpidual. This may be provided via a form or simply in the ordinary course of interaction or communication. However, some personal data may be provided to us by third parties (for example, referees, the Disclosure & Barring Service, professionals or authorities working with the inpidual), with the consent of the inpidual or from publicly available resources.
WHO HAS ACCESS TO PERSONAL DATA?
Personal data held by The Actives Team Limited will remain within The Actives Team Limited and will be processed by appropriate members of staff for the purpose for which the data was collected. As an organisation, we have taken appropriate technical steps to protect your personal data and have implemented policies addressing use of technology.
In certain circumstances, we share personal data (including, where necessary, special category personal data) with third parties in order to further support the wider community on helping kids fulfill their mental and physical potential and to further support the objectives and interests of The Actives Team Limited. Examples of the third parties with whom we share personal data are organisations such as schools, local authorities, county sport partnerships, Local Children Safeguarding Board, DBS, Sport England, Change4Life, Public Health England and those supplying goods and services to The Actives Team Limited.
WHY DO WE PROCESS PERSONAL DATA?
We process personal data to support The Actives Team Limited’s operations, objectives and interests. This broad purpose encompasses the following:
- Supporting schools, parents and the wider community raise healthy, happy kids
- The safeguarding of children’s welfare and provision of pastoral and medical care
- Compliance with legislation and regulation, including that relating to safeguarding, health and safety, employment and companies
Operational management including the compilation of records relating to members, customers and other users, the administration of invoices, fees and accounts, management planning and forecasting, research and statistical analysis and other operational purposes
Staff administration, including the recruitment of staff, directors and other volunteers and engagement of contractors (including compliance with DBS procedures), administration of payroll, pensions, sick leave and other benefits, review and appraisal of performance, conduct of any grievance, capability or disciplinary procedures, the maintenance of appropriate human resources records for current and former staff and providing references
The promotion of The Actives Team Limited and its businesses including through its own websites, apps, publications and communications, including social media channels
Obtaining appropriate professional advice and insurance for The Actives Team Limited
Where specifically requested by the inpiduals concerned.
In some situations, we have to carry out these processes in order to meet our legal obligations, whether they are imposed on us by law. In other situations, we have obtained the consent of the relevant inpidual to the particular processing of the data. The Actives Team Limited has determined that it has a legitimate interest in all of the remaining processes we conduct.
FOR HOW LONG DO WE KEEP PERSONAL DATA?
Personal data will be kept securely and for no longer than is necessary or required by law. This period will vary depending on the piece of personal data and the purpose for which it was collected. If you have any specific questions in respect of retention, please direct them to email@example.com
WHAT RIGHTS DO YOU HAVE IN RESPECT OF YOUR PERSONAL DATA?
If we process personal data about you, you have a number of rights in respect of that data. Subject to certain exemptions and limitations specified by law, you can:
- require The Actives Team Limited to change incorrect or incomplete data;
- require The Actives Team Limited to delete your data;
- withdraw your consent to The Actives Team Limited processing certain personal data where The Actives Team Limited is relying on your consent to do so;
- object to The Actives Team Limited processing your data where we are relying on our legitimate interests to do so;
- require The Actives Team Limited to transfer your personal data to another organisation; or
- access and obtain a copy of your data on request.
If you would like to exercise any of these rights, please contact us by email at firstname.lastname@example.org or by post at The Actives Team Limited, Kemp House, 160 City Road, London, EC1v 2NX. We will respond to such written requests as soon as is reasonably practicable and in any event within the time limits permitted by law. The Actives Team Limited will be better able to respond quickly to smaller, targeted requests for information.
Rights in respect of personal data belong to the inpidual to whom the data relates. However, in respect of children, we will often rely on parental authority or notice to process personal data (if consent is required) unless we consider that, given the age and understanding of the child and the type of processing, it is more appropriate to rely on the child’s consent. Parents should be aware that whether they are consulted or not will depend upon the interests of the child, the parents’ rights and all other circumstances.
In general, we will assume that a child’s consent is not required before ordinary disclosure of their personal data to their parents (for example, to keep parents informed of their child’s progress, behaviour and activities or in the interests of the child’s welfare) unless The Actives Team Limited considers that there is a good reason to do otherwise.
Children can make a subject access request for their own personal data if they have sufficient maturity to understand the request they are making. A child may ask a parent or other representative to make a request on their behalf. Whilst a parent will generally be entitled to make a subject access request on behalf their child, the personal data will always be considered to be the child’s at law and, if of sufficient maturity, that child’s consent or authority may be required to be obtained by the parent making the request. All information requests from, on behalf of or concerning children – whether made under subject access or simply as an incidental request – will therefore be considered on a case by case basis.
The Actives Team Limited will update this notice from time to time. Any substantial changes that affect your rights will be notified on our website and app and, as far as reasonably practicable, notified to you.
If you believe that The Actives Team Limited has not complied with this notice or acted other than in accordance with data protection laws, you should notify The Actives Team Limited immediately. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with The Actives Team Limited before involving the regulator.