Overview

Under data protection law, individuals have a right to be informed about how we use any personal data that we hold. 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.

Plymouth School Sports Partnership is a part of the Whitleigh Primary School and Sir John Hunt Federation, Lancaster Gardens, Whitleigh, Plymouth who are the ‘data controller’ for the purposes of data protection law.

The Data Protection Officer is Lee Le Marquand (see ‘Contact us’ below).

The personal data we gather

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

• Name
• Date of Birth
• Email Address
• Phone Number
• Medical conditions
• Photographs
• Gender
• Ethnic Origin
• Eligibility for Free School Meals
• Special Educational Needs (SEND)

Why we use this data

We use this data to:

• Support pupil, instructor or learner learning
• Monitor and report pupil, instructor or learner progress
• Protect pupil, instructor and learner welfare
• Administer events
• Assess the quality of our service
• Comply with our incident and/or accident procedures
• Comply with the law regarding data sharing
• Comply with the conditions of funding for Active Travel England through the Bikeability Trust by reporting on 'Rider Characteristics'.  We report on the gender, ethnic origin, eligbility for free school meals and Special Education Needs of riders.  We do not provide the Bikeability Trust or Active Travel England with any other rider details e.g. name, address, phone number, medical conditions etc.

Our legal basis for using this data

We only collect and use personal data when the law allows us to.  Most commonly, we process it where:

• We need to comply with a legal obligation
• We need it to perform an official task in the public interest
• We need it as part of a contract that we hold and deliver on behalf of another organisation

Less commonly, we may also process personal data in situations where:

• We have obtained consent to use it in a certain way
• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using personal data overlap, and there may be several grounds which justify our use of this data.

Collecting this information

While the majority of information we collect is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional.  If it is mandatory, we will explain the possible consequences of not complying.

How we store and destroy this data

Our Records Retention Destruction and Archive policy sets out how long we keep information.

When there is no accident/incident, consent forms will be safely and securely stored from before the training course and then securely destroyed at the end of the training course.  This will be within the same month that the training is completed.

If there is an accident/incident the cycle training consent form will be kept until the child reaches 25 years old or if an adult, stored for six years, including the current year.  

Data sharing

We do not share information 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 pupils with: 

• Plymouth City Council
• Devon County Council
• The Bikeability Trust
• Active Travel England
• Active Devon

Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about Bikeability instructors or 1^st4Sport Learners with:

• Bikeability Trust
• 1^st4Sport Qualifications
• Devon County Council
• Plymouth City Council

Transferring data internationally

We do not transfer any data outside of the UK.

Individual rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that we hold about them.

Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

Parents also have the right to make a subject access request with respect to any personal data we hold about them.

If you make a subject access request, and if we do hold information about you or your child, we will:

• 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 or your child
• 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

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact our Data Protection Officer.

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

• Object to the use of personal data if it would cause, or is causing, damage or distress
• Prevent it being used to send direct marketing
• Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
• Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact our Data Protection Officer.

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.

To make a complaint, please contact our Data Protection Officer.

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

• Report a concern online at https://ico.org.uk/concerns/
• Call 0303 123 1113
• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Data Protection Officer:

Lee Le Marquand, Sir John Hunt Community Sports College, Lancaster Gardens, Whitleigh, Plymouth, PL5 4AA

DPO@sjhcsc.co.uk 

This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and to reflect the way we use data.

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Cycle PSSP Website Privacy Policy

Plymouth School Sports Partnership is a part of the Whitleigh Primary School and Sir John Hunt Federation, Lancaster Gardens, Whitleigh, Plymouth who are the ‘data controller’ for the purposes of data protection law.

1. Introduction

1.1. We are committed to safeguarding the privacy of the users of our website.  This policy sets out how we will treat your personal information.

2. Collecting personal information

2.1. We may process or temporarily store the following kinds of personal information:
a. information about your computer and about your visits to and use of Our Services (including but not limited to, your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths)
b. information contained in or relating to any communications that you send to us or send through our website (including, the communication content) via online forms
c. any other personal information that you choose to send to us via online forms
2.2. Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with the terms of this policy.
2.3. Our website may request cookies to be set on your device. We use cookies to let us know when you visit our websites, how you interact with us and to enrich your user experience. You can adapt your cookie preferences, although please note that blocking some types of cookies may impact your experience on our websites and the services we are able to offer. We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.
2.4. Information submitted through the online contact form on the CyclePSSP website is passed directly to the PSSP and subject to our main privacy policy.
2.5. We may use analytics tools and can therefore gather information on visits to and use of their website (including but not limited to, IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths). Individual visitors can manage their preferences through cookie preferences, as mentioned in 2.3.
2.6. Session IP addresses are retained to monitor and safeguard against improper usage of our services.
2.7. Website content is added directly by PSSP Staff. This information is only used for to display on the platform in the way the user intends and is not used for any other purposes.

3. Using your personal information

3.1 We do not share information with any third party without consent unless the law, our contracts and/or our policies allow us to do so.

3.2 Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about individuals with relevant statutory bodies.

4. Retaining personal information
4.1 We keep personal information as necessary in order to comply with our contractual and legal obligations. Our Records Retention Destruction and Archive policy sets out how long we keep information.

5. Security of your personal information
5.1. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
5.2. We will store all the personal information you provide on our secure (password- and firewall-protected) servers.

6. Amendments
6.1. We may update this policy from time to time by publishing a new version on our website.
6.2. You should check this page regularly to ensure you are aware of any changes to this policy.

7. Your rights
7.1. You may instruct us to provide you with any personal information we hold about you.
7.2. We may withhold personal information that you request to the extent permitted by law.
7.3. You may change your cookie preferences at any time as referenced in 2.3.
7.4. Individuals who subscribe to our Newsletter may manage their preferences at any time by contacting us.

8. Third party websites
8.1. Our website includes hyperlinks to, and details of, third party websites.

9. COOKIES

Information about our use of cookies

9.1 A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your device if you agree. Cookies contain information that is transferred to your device's hard drive.

9.2 Our site uses cookies to distinguish you from other users. This ensures we can provide you with an optimal user experience and allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

9.3 We use the following cookies:

9.3.1 Strictly necessary cookies.
These are cookies that are required for the operation of our site. They include, for example, cookies that enable you to log into secure areas of our site, use a shopping cart or make use of e-billing services.

9.3.2 Analytical/performance cookies.
These allow us to recognise and count the number of visitors and to see how visitors move around our site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily.

9.3.3 Functionality cookies.
These are used to recognise you when you return to our site. This enables us to personalise our content for you, greet you by name and organisation and remember your preferences (for example, your choice of language or region).

9.3.4 Targeting cookies.
These cookies record your visit to our site, the pages you have visited and the links you have followed. We will use this information to make our site more relevant to your interests. We may also share this information with third parties for this purpose. Except for essential cookies, all cookies will expire after 30 [thirty] days.

9.4 Third party cookies
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services and payment processing services) may also use cookies over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

9.5 Blocking cookies.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. Please note that if you use your browser settings to block all cookies (including essential cookies) then you may not be able to access all or parts of our site.