1. Introduction

Under data protection law, individuals have a right to be informed about how Your Performance Group (YPG) uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about players and their Parents/Carers.

This privacy notice applies while we believe your child is not capable of understanding and exercising their own data protection rights.

Your Performance Group is the ‘data controller’ for the purposes of data protection law.

2. The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about yourself and child includes, but is not restricted to:

• Contact details, contact preferences and date of birth

• Results of internal assessments

• Attendance information

• Safeguarding information

We may also collect, use, store and share (when appropriate) information about you or your child that falls into "special categories" of more sensitive personal data. This includes, but is not restricted to, information about:

• Any medical conditions we need to be aware of, including physical and mental health

• Photographs and CCTV images captured during sessions

• Characteristics, such as ethnic background or special educational needs

We may also hold data about you or your child that we have received from other organisations, including social services.

3. Why we use this data

We use the data listed above to:

a) Support player development

b) Monitor player progress

c) Protect player welfare

d) Assess the quality of our services

e) Carry out research

f) Comply with the law regarding data sharing

3.1 Use of yours and you child’s personal data for marketing purposes

Where you have given us consent to do so, we may send you marketing information by email or text promoting YPG events, campaigns, charitable causes or services that may be of interest to you.

You can withdraw consent or ‘opt out’ of receiving these emails and/or texts at any time by emailing yourperformancegroup@gmail.com

3.2 Use of yours and your child’s personal data in automated decision making and profiling

We do not currently process any personal data through automated decision making or profiling. If this changes in the future, we will amend any relevant privacy notices in order to explain the processing to you, including your right to object to it.

4. Our lawful basis for using this data

Our lawful bases for processing yours and your child’s personal data for the purposes listed in section 3 above are as follows:

• For the purposes of a – f in accordance with the ‘legal obligation’ basis – we need to process data to meet our responsibilities under law.

• For the purpose of a – f in accordance with the ‘consent’ basis – we will obtain consent from you to use yours and your child’s personal data.

Where you have provided us with consent to use yours or your child’s data, you may withdraw this consent at anytime. We will make this clear when requesting your consent, and explain how you would go about withdrawing consent if you wish to do so.

4.1 Our basis for using special category data

For ‘special category’ data, we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in data protection law:

• We have obtained your explicit consent to use yours and your child’s personal data in a certain way

• We need to perform or exercise an obligation or right in relation to employment, social security or social protection law

• We need to protect an individual’s vital interests (i.e. protect your child’s life or someone else’s life), in situations where you’re physically or legally incapable of giving consent

• The data concerned has already been made manifestly public by you

• We need to process it for the establishment, exercise or defence of legal claims

• We need to process it for reasons of substantial public interest as defined in legislation

• We need to process it for health or social care purposes, and the processing is done by, or under the direction of, a health or social work professional or by any other person obliged to confidentiality under law

• We need to process it for public health reasons, and the processing is done by, or under the direction of, a health professional or by any other person obliged to confidentiality under law

• For criminal offence data, we will only collect and use it when we have both a lawful basis, as set out above, and a condition for processing as set out in data protection law.

Conditions include:

• We have obtained your consent to use it in a specific way

• We need to protect an individual’s vital interests (i.e. protect yours or your child’s life or someone else’s life), in situations where you’re physically or legally incapable of giving consent

• The data concerned has already been made manifestly public by you

• We need to process it for, or in connection with, legal proceedings, to obtain legal advice, or for the establishment, exercise or defence of legal rights

• We need to process it for reasons of substantial public interest as defined in legislation

5. Collecting this data

While the majority of information we collect about you and your child is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

6. How we store this data

We keep personal information about you and your child while they are attending sessions. We may also keep it beyond their attendance if this is necessary. Our record retention schedule sets out how long we keep information about players.

We have put in place appropriate security measures to prevent you and your child’s personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We will dispose of yours or your child’s personal data securely when we no longer need it.

7. Who we share data with

We do not share information about your child with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required, or necessary (and it complies with data protection law), we may share personal information about you or your child with:

• Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about exclusions

• Government departments or agencies

• Financial organisations

• Health authorities

• Security organisations

• Health and social welfare organisations

• Professional advisers and consultants

• Charities and voluntary organisations

• Police forces, courts, tribunals

7.1 Transferring data internationally

Where we transfer yours or your child’s personal data to a country or territory outside the United Kingdom, we will do so in accordance with data protection law.

In cases where we have to set up safeguarding arrangements to complete this transfer, you can get a copy of these arrangements by contacting us.

8. Your rights

8.1 How to access personal information that we hold about you and your child

You have a right to make a ‘subject access request’ to gain access to personal information that we hold about you and your child.

If you make a subject access request, and if we do hold information about you or your child, we will (subject to any exemptions that apply):

• Give you a description of it

• Tell you why we are holding and processing it, and how long we will keep it for

• Explain where we got it from, if not from you

• Tell you who it has been, or will be, shared with

• Let you know whether any automated decision-making is being applied to the data, and any consequences of this

• Give you a copy of the information in an intelligible form

You may also have the right for you or your child’s personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact us (see ‘Contact us’ below).

8.2 Your other rights regarding you and your child’s data

Under data protection law, you have certain rights regarding how yours and your child’s personal data is used and kept safe. For example, you have the right to:

• Object to our use of yours and your child’s personal data

• Prevent yours or your child’s data being used to send direct marketing

• Object to and challenge the use of yours or your child’s personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)

• In certain circumstances, have inaccurate personal data corrected

• In certain circumstances, have the personal data we hold about you or your child deleted or destroyed, or restrict its processing

• In certain circumstances, be notified of a data breach

• Make a complaint to the Information Commissioner’s Office

• Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact us (see ‘Contact us’ below).

9. Complaints

We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

Report a concern online at: https://ico.org.uk/make-a-complaint/

Call: 0303 123 1113

Or write to:

Information Commissioner’s Office,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire, SK9 5AF.

10. Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact Your Performance Group:

Email: yourperformancegroup@gmail.com