We process personal data relating to those we employ, the children and adults we work with and the partner organisations that we support. The collection of this information will benefit both national and local users.

The categories of information that we may collect, process, hold or share include:

• personal information, such as name, address, telephone number and email address;
• special categories of data including characteristics information such as gender, age, racial or ethnic group, pupil premium eligibility, disability and any medical conditions that may affect exercise participation;
• emergency contact information, such as telephone numbers of trusted individuals that you would want to contact in the case of an emergency;
• physical literacy information such as coordination, power, agility, balance, flexibility and BMI data;
• photographs of participants taking part in various activities so that we can promote the school and its community facilities and events;
• contract information such as membership start/finish dates, type of membership, price of membership, and membership cost/number.

Why we collect and use some of this information

We use personal data to:

• contact you in case of emergency where your child is in our care;
• contact you directly to discuss bookings and payments;
• compile statistical information;
• contact you to promote the use of our facilities and track participation in activities;
• identify groups of people to target specific activities towards;
• check individual’s suitability to participate and enable staff to safely assess gym members’ suitability to exercise;
• enable the development of a comprehensive picture of gym membership clientelle;
• agreement of the terms and conditions of clients’ gym membership;
• inform the development of the retention of gym members;
• to contact gym members when they are not on the premises;
• contact others known to you, where you have provided their information, in cases where it would be reasonable for us to contact that individual.

The lawful basis on which we process this information

We collect and use information under Article 6 and Article 9 of the GDPR. This enables the Trust to process information such as Departmental Censuses and other such data processes that relate to education provision, and payment of an individual or project funding.

Collecting this Information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing this information

We hold data in line with our Data Retention Guidelines.

Who we share this information with

We routinely share this information with:

• North Kesteven District Council - user figures and statistics as requested under the funding agreement;
• The Football Foundation charity - user figures and statistics as requested under the funding agreement;
• School Games c/o Ecorys - user figures and statistics as requested under the funding agreement;
• Youth Sport Trust - user figures and statistics as requested under the funding agreement;
• National Governing Bodies of Sport - user figures, contact details and statistics;
• Active Lincolnshire - contact details to invite schools to events and statistics.

Why we share information

We do not share information with anyone without consent unless the law and our policies allow us to do so.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact the Trust’s Data Protection Officer (DPO) dpo@robertcarretrust.uk

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress;
• prevent processing for the purpose of direct marketing;
• object to decisions being taken by automated means;
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office

Further information

If you would like to discuss anything in this Privacy Notice, please contact the Trust’s Data Protection Officer (DPO) dpo@robertcarretrust.uk

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