PRIVACY NOTICE
Active Schools and Community Sport
How we use your information
Your personal information is required when communicating with us, registering and booking a child’s
place, or registering as a volunteer, for Active Schools and Community Sports activities and events.
It is also required when signing up for Continuing Professional Development and training courses
organised by the Active Schools and Community Sports team. Specific information may also be
needed for evaluations, such as when planning future services, or for risk or medical assessments. If
you have consented then your information may be used to inform you about future programmes
and activities.
Our legal basis
Whenever the Council processes personal data we need to make sure we have a legal basis for doing
so. We understand the Council’s basis in data protection law to be Article 6(1)(a) of the United
Kingdom General Data Protection Regulation (UK GDPR) because you have given consent to your
personal data being used as outlined in this privacy notice. Also, Article 6(1)(e) of the UK GDPR
because your personal information is necessary to the performance of a task carried out in the
public interest or in the exercise of official authority vested in the Council.
In carrying out this function the Council is also likely to process special categories of personal data,
for example health information. Personal data that counts as ‘special category data’, such as health,
ethnicity and religion, must satisfy extra conditions when processed. We understand that our legal
basis in data protection law for processing this special category data to be Article 9(2)(h) of the UK
GDPR, with reference to Schedule 1, Part 1, Paragraph 2 of the Data Protection Act 2018, processing
is necessary for health or social care purposes, for the provision of health care or treatment.
Who we share your information with
In order to provide the relevant service your personal data will be shared with Active Schools and
Sports Development Staff, Moray Council’s Business Support Unit, Sports Coaches (volunteer and
paid) and Coaches from approved community sport clubs. Your personal data may also be shared
internally with authorised officers of the Council if having access to personal data is a necessary part
of their roles to ensure records are accurate and up to date, which improves the standard of the
services we deliver. It may also be shared with other relevant Council departments where
applicable.
The Council may also share your personal data with other relevant Council departments and third
parties, where we are under a legal obligation to do so. For example this may be with Police, UK
Border Agency or other Registered Professional Bodies.
The Council is required by law to protect public funds against fraud. It may share personal data with
other relevant Council departments and third parties responsible for auditing and administering
public funds, or who otherwise have responsibility for preventing and detecting fraud.
March 2022 v1.0 Page 2 of 2
How long the information is held for
Your personal data will be held by Moray Council for a pre-determined length of time. You can find
all the information about how long we retain personal data for on our website:
http://www.moray.gov.uk/moray_standard/page_92820.html (found on the Moray Council website
under Section 5 of the Records Management Plan)
Your rights
Moray Council is the Data Controller for this personal data. You have legal rights about the way the
Council handles and uses your personal data. These include the right to ask for a copy of it, to ask us
to correct it and to ask us to stop doing something with your personal data. For some of these
processes you have the right to withdraw consent to your personal data being used. For more
information about these rights please contact the Council’s Data Protection Officer at
dataprotection@moray.gov.uk
As so far as the legislation permits, you also have the right to request the deletion of your data and
to object to the processing.
You also have the right to make a complaint to the Information Commissioner’s Office. They are the
body responsible for making sure organisations like the Council handle your personal data lawfully.
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.gov.uk
Website: www.ico.org.uk
Privacy and Cookies
Acceptance of terms
By using this site, you consent to the collection and use of information as outlined in this documentation.
If we decide to change our privacy policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it, and under what circumstances we disclose it.
What we collect
We may collect the following information:
Details of your visits to our website and the pages that you access
Information that you provide by filling in forms on our website, such as when you sign up to our newsletter, register for information / quote or make a purchase. These will include your name and contact information including email address.
Information provided to us when you communicate with us for any reason.
What we do with the information we gather?
The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:
To provide you with information requested from us, relating to our products, services or quotes.
To meet our contractual commitments to you.
To notify you about any changes to our website, such as improvements or service/product changes, that may affect our service.
If you enter your details onto our online form(s), and you don t submit the form, we will not retain the information that you have entered.
Your information
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Security precautions
We take steps to ensure your personal information is treated securely. When you’re on a secure page you will see a green padlock icon located on the browser’s address bar. Non sensitive details such as your email address are sent normally over the internet when we or you contact us via email. This can never be 100% secure. When we have issued or when you have picked a chosen password to access parts of our services you are responsible for keeping the password safe and confidential. Please do not share your password with anyone.
Update or remove your information
If you feel that any information we hold about you is out of date / incomplete or you would like to be removed from our records please contact us as soon as possible.
Cookies
Cookies are very small text files that are stored on your computer when you visit some websites. Cookies are not computer programs, and can’t read other information saved on your hard drive. They cannot be used to disseminate viruses, or get a user’s email address etc. They only contain and transfer to the website as much information as the users themselves have disclosed to that website.
We use cookies to make our website easier for you to use and to identify which pages are being used. This helps us improve our website and allows us to analyse data about our website. We will use this information for statistical analysis purposes only.
Cookies for analytics
We use analytics to measure how many visitors are using the website, which
pages interest them and to help improve the performance of our site. This involves storing the following cookies:
_utma Typical content: randomly generated number – Expires: 2 years
_utmb Typical content: randomly generated number – Expires: 30 minutes
_utmc Typical content: randomly generated number – Expires: when user exits browser
_utmz Typical content: randomly generated number + info on how the site was reached (e.g. directly or via a link, organic search or paid search) – Expires: 6 months
For more information please visit
Google Analytics website.
Links to third party websites
This website may include links to other websites, fonts (Google Fonts) and social media buttons that are controlled and maintained by others. These websites should have their own privacy policies which you should check. Any links to other websites are not an endorsement of such websites and you acknowledge and agree that we are not responsible for the content or availability of any such sites.
