Active Fenland Privacy Notice

Your information will be held by Active Fenland, which is a part of Fenland District Council.

Active Fenland promotes and provides informal, fun, sport and physical activity sessions in community settings in Fenland.

Why are we asking for your personal information

Active Fenland are processing this information in accordance with data protection legislation for the following reasons:

To provide you with a safe, enjoyable and effective programme, event or activity.
For the purposes of managing, delivering, promoting, evaluating and improving Leisure and Health programmes, events and activities.
To be able to provide you with due care in a medical event or accident requiring first aid treatment or to contact someone in an event of an emergency.
To advise you of other activities that may be suitable or of interest to you.
To run our business in an efficient and proper way. This includes managing our financial position, business capability, planning, communications, corporate governance, and audit.
To prevent or detect fraud.

We may require the following types of personal information depending on activity undertaken:

Where you live and how to contact you
Details about your age, accessibility or special requirements
This could include things like registration forms or health referral forms
The law and other regulations treat some types of personal information as special. We will only collect and use these types of data if the law allows us to do so.
Health data
Gender

The lawful basis for processing personal information is that it is necessary for the council to use this information to deliver on the contract with you, therefore it is Article 6 1(b) of the UK General Data Protection Regulations. This is because we cannot provide you access to leisure facilities, events or programmes unless you provide this personal information. If you do not or if you refuse to allow us to share information we will not be able to carry out the service for you and cannot be held responsible for any consequences to you of it not being carried out.

The lawful basis for processing special category data such as health data is that it is necessary to protect the health and safety of customers and the Council's legal interests. These provisions can be found under Articles 9(2)(G) and 9(2)(F) of the UK General Data Protection Regulations.

When we process this special data you have the right to have a copy of the data, to ask us to correct it if its incorrect and to object to the processing.

How we use your personal information

We will use the personal information collected to:

What we use it for	How it is used
To provide you with a safe and effective activity	To ensure our customers receive safe, effective and productive sessions for their particular situation
To be able to provide you with due care in a medical event or accident requiring first aid treatment or to contact someone in an event of an emergency	To ensure appropriate information and guidance is available to emergency services in respect of an incident during an activity session.
For the purposes of managing, delivering, promoting, evaluating and improving Leisure and Health schemes.	To develop and manage our services. To develop and test new services to meet our customer needs and to grow our business. Keeping our records up to date. Developing and expanding services to enable people to be more active and healthy while having fun and remaining safe. To respond to complaints and seek to resolve them.
To run our business in an efficient and proper way including managing our financial position, business capability, planning, communications, corporate governance, and audit.	To manage our relationship with you or your business. To manage fees and charges due on customer activity. To collect and recover money that is owed to us.
To prevent or detect fraud.

How to withdraw your consent

If you sign up to receive information about our various activities you can withdraw your consent at any time. Please contact us if you want to do so. You can update your contact preferences at any time through your booking account, or by contacting the team on 01354 654321 or emailing info@fenland.gov.uk

Sharing your information

We do not share your personal information unless you are taking part in a specific programme or activity and this will be detailed on the information provided to you at the time of registration. Depending on the activity undertaken and in line with your consent we may share your personal data with:

Health Professionals that refer you to us (eg GPs, Nurses, OTs, Physiotherapists etc.)
Coaches delivering the activities that you are participating in. This will include, your name, contact information and emergency contact details.

If any of the information we have about you is incorrect, please tell us. We are reliant on you assisting us to keep your information accurate and up to date.

Retention of your personal information

We will keep your personal information for as long as you are a customer of the Fenland District Council and Active Fenland. After you stop being a customer, we will retain your data in accordance with our retention policy:

To meet obligations of external funders under contractual arrangements
To show that we treated you fairly
To respond to any questions or complaints
To maintain records according to rules that apply to us

We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected by anonymising the data and only use it for that purpose. We only keep your information as long as necessary. For some items this will be dictated by law.

Data Controller and ICO reference

Active Fenland is a part of Fenland District Council who are a registered Data Controller with the Information Commissioners Office.

If you have a query regarding your rights, please contact the Data Protection Officer who can be contacted at amybrown@fenland.gov.uk . Alternatively, you can write to Fenland District Council and mark your letter for the attention of the Data Protection Officer or call 01354 654321.

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) should you believe any part of this statement to be unlawful.

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