Beyond Sport Privacy Policy

1. Introduction

1.1 We are committed to safeguarding the privacy of our website visitors and service users. This Privacy Policy applies to the website available at https://beyondsport.org/ and associated sites, events and services owned and operated by Beyond Sport Foundation.

1.2 This privacy policy ("Policy") sets out the basis on which we will process any personal data we collect from you, or that you provide to us, or which is provided to us by a third party acting for you or on your behalf, in relation to events we organise, programmes and activities we deliver and when you visit our website. This Policy also provides a link to our Cookie Policy, which describes the cookies we use on our website and provides you with information on how you can disable cookies, as well as your choices regarding access, use and changes to your personal information. This Policy does not apply to information collected by third parties or on sites not owned or operated by Beyond Sport, including through any application or content that may link to or be accessible from our website. We make changes to our Policy from time to time and you are advised to check the policy for updates regularly.

1.3 In this Policy, "we" or "us" refers to Beyond Sport Foundation being a UK registered charity (1130439) with registered office at Fifth Floor, 110 High Holborn, London, WC1V 6JS, and a US 501(c)3 nonprofit organization (EIN 81-0776983) with registered US office address at 119 W. 24th Street, 4th Floor, New York, NY, 10011 and whose registered UK office is at Fifth Floor, 110 High Holborn, London, WC1V 6JS.

1.4 By accessing or using our website, events or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use our website, events or services.

2. Who we are

2.1 We are a controller for the purposes of the data protection laws. This means that we are responsible for deciding how to hold, use and safeguard personal data about you. The Beyond Sport Foundation is required under data protection laws to notify you of the information contained in this Policy.

2.2 We are registered in the UK with the Information Commissioners’ Office and our registration number is ZA428960.

3. How we use your personal data

3.1 In this Section 3 we have set out:

(a) the general categories of personal data that you may choose to provide to us and that we may process;

(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

(c) the purposes for which we may process personal data; and

(d) the legal bases of the processing. Most commonly our legal basis will be either use of personal data where it is necessary (i) for our legitimate interests (or those of a third party) providing your interests and fundamental rights do not override those interests ("legitimate interests"); or (ii) for us to perform a contract that you have entered into ("necessary for a contact"). If we ask for your permission to use your personal data in a certain way, our legal basis is consent.

3.2 We may process analytical data about your use of our website ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths. The source of the usage data is Google Analytics. This usage data may be processed for the purposes of analysing the use of the website and services. The basis for this processing is monitoring and improving our website and services (which is in our legitimate interests).

3.3 For certain events, we may process your account data, which is supplied by you. The account data may include personal data such as your name and email address. Account data may be processed for the purposes of operating our events, managing our grant and capacity-building programmes, ensuring the security of our website and services, and communicating with you. The basis for this processing is that it is necessary to enable you to access the service you have registered for, or for the purpose of event logistics, such as security for Beyond Sport events admission (which is in our and your legitimate interests).

3.4 We may process your personal data provided throughout the course of the use of our services.

- For attendees of Beyond Sport Foundation events, this service data may include your name, job title, company name, company location, email address, postal address, phone number, and name and email of your guests. The source of the service data is you or your employer for the purposes of operating the event, providing our services (which is necessary for a contract) and ensuring the security of our event (which is in our legitimate interests).

- For recipients of Beyond Sport Foundation grants or capacity-building support, this service data may include your name, job title, email address, postal address and phone number.

3.5 We may process information that you post for publication on our website or through our services (publication data). The publication data may be processed for the purposes of enabling such publication (which is necessary for a contract) and administering our website and services (which is in our legitimate interests).

3.6 We may process information contained in any enquiry you submit to us regarding our services (enquiry data). The enquiry data may be processed for the purposes of answering your enquiry (which is in both of our legitimate interests).

3.7 We may process information that you provide to us for the purpose of subscribing to our email newsletters (notification data). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters (necessary for a contract between us).

3.8 Whenever we transfer your personal data out of the UK or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is in place:

- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

- Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection as it has in the UK.

3.9 Please do not supply any other person's personal data to us, unless we prompt you to do so and you have prior approval from them to do so. For example, as part of our application process where we require an external reference or you wish to invite somebody to collaborate on your application to us.

3.10 Note that where we rely on legitimate interests as a legal basis you may have a right to object to this in certain circumstances. More information is available below.

3.11 We have put in place physical, technical, and administrative controls to help protect the confidentiality, accuracy and availability of your Personal Data. We also make sure that third parties who need to handle your data when helping us to deliver our services and programmes are subject to suitable confidentiality and security standards.

4. Providing your personal data to others

4.1 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4.2 With respect to partnered grant or capacity-building programmes, we may disclose your personal data to our programme funders insofar as reasonably necessary for the purposes of making funding decisions or making relevant introductions for your benefit.

4.3 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

5. Retaining and deleting personal data

5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3 Personal data relating to Beyond Sport Foundation events and programmes will be retained for a maximum period of three years following the last contact made.

5.4 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

6. Amendments

6.1 We may update this Policy from time to time by publishing a new version on our website.

6.2 We will take reasonable steps to make you aware of any material changes to this Policy, but we also recommend you that you revisit this page from time to time to keep informed of our current privacy practices.

7. Your rights

7.1 In this Section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights and can find out more information here.

7.2 Your principal rights under data protection law are as follows (and we've provided some further details about each below):

(a) the right to access;

(b) the right to rectification;

(c) the right to erasure;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

7.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

7.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

7.5 You have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

7.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

7.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

7.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose. You'll be able to opt-out from marketing emails we send you by clicking on the unsubscribe link at the bottom of those emails.

7.9 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

7.10 To the extent that the legal basis for our processing of your personal data is:

(a) consent; or

(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

7.11 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

7.12 Right to Complain: to exercise these rights, you can contact us using the designated email or postal address provided below. If you have unresolved concerns, you have the right to lodge a complaint to the Information Commissioner’s Office about the way in which your personal data is being used (www.ico.org.uk).

8. Third Party Cookies and Tracking Technologies

8.1 We use third-party service providers to assist us in collecting and understanding Usage Data. Most browsers can be set to detect browser cookies and to let you reject them, however refusing cookies may affect your experience on our website. More information about cookies, including a list of companies that use cookies on our website, the services they provide, and information on how you may opt out of certain cookies is included in our Cookie Policy.

For more information about third-party advertisers and how to prevent them from using your information, visit http://www.networkadvertising.org/choices, http://www.aboutads.info/choices/, or http://www.youronlinechoices.com/uk/. If you do want to opt out using these tools, you need to opt out separately for each of your devices and for each web browser (such as Chrome, Edge Firefox, Safari, or others) that you use on each device.

9. Contacting Us About This Privacy Policy

9.1 This website is owned and operated by the Beyond Sport Foundation.

9.2 We are registered in England and Wales under registration number 1130439 and in the US with EIN 81-0776983, and our registered offices are at Fifth Floor, 110 High Holborn, London WC1V 6JS and 119 W 24th Street, 4th Floor, New York, NY, 10011.

9.3 You can contact us:

(a) by post, to the postal address given above;

(b) by telephone, on +44(0)20 7240 7700 or

(c) by email, using [email protected].