Storing and using your personal information

This document explains how we collect, store and use personal data about you including when you browse http://www.communtysportsfoundation.org.uk, book courses with us, attend our events, make donations, volunteer or we otherwise hold personal data about you. It provides you with details about the types of personal data that we collect from you, how we use your personal data including our legal basis for using your data and the rights you have to control our use of your personal data.

Who are we?

Norwich City Community Sports Foundation is a charity registered in England and Wales (registered charity number 1088239) whose registered office is at Norwich City FC, Carrow Road, Norwich, NR1 1JE.

For certain sporting, social, health and educational activities and events delivered in partnership, Norwich City Community Sports Foundation and the Premier League Charitable Fund (PLCF) act as joint controllers of personal data. This means that both organisations jointly determine how and why your personal data is used for those activities.

PLCF is a charitable company registered in England and Wales (registered charity number 1137208) whose registered office is at 57 North Wharf Road, London W2 1HQ.

We respect your right to privacy and will only process personal data you provide to us in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and all other applicable data privacy laws.

If you have any questions about how we collect, store and use personal data, or if you have any other privacy‑related questions, please contact us using the contact details below.

The personal data we collect about you

When you access our website, make purchases from Community Sports Foundation (including purchases made via our online booking system, over the phone, or at our office), sign up for our newsletter or make a donation to us we may collect some or all of the following personal data about you:

• your name
• your contact information
• your payment details
• your communication and shopping preferences
• your browsing and online shopping activities including statistical data collected through our use of cookies on our websites; and
• special categories of data as described further below.

Where activities are delivered jointly with PLCF, relevant personal data may be shared between Norwich City Community Sports Foundation and PLCF to enable the safe, effective and lawful delivery of those activities.

How and why we use your personal data

How and why we use your data will depend on the purpose for which we have collected it from you.

Why we use your data

• Enquiries – for our legitimate interests in dealing with your enquiry.
• Bookings – In order to perform our contractual obligations to you.
• Event participants – For our legitimate interests in administering and delivering our events and, where applicable, in order to perform our contractual obligations to you.
• Donors – For our legitimate interests in processing your donation.
• Volunteers – For our legitimate interests in administering and delivering our events.
• Newsletter subscribers – For our legitimate interests in promoting and marketing our activities.
• Website users – For our legitimate interests in improving our services, events and courses including our website user experience.

If you wish to unsubscribe from any of our newsletters at any time, please update your preferences using the links in our emails or contact us directly.

In each case we will also process personal data to the extent required to comply with a legal obligation and, in exceptional circumstances, to protect your vital interests or those of another person.

For joint activities delivered with PLCF, personal data is also processed to support safeguarding, monitoring participation and evidencing the impact of programmes on participants and communities.

How and why we may process special categories of personal data

We may need to use information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data or information about your health, sex life or sexual orientation.

We will only use this information where:

• we have your explicit consent;
• it is necessary to protect your vital interests or those of another person where consent cannot be obtained;
• it is necessary in connection with the establishment, exercise or defence of legal claims; or
• another lawful condition under data protection law applies, including those relating to safeguarding and equal opportunities monitoring.

In particular, we may collect special category personal data for event participants and volunteers to ensure activities are delivered safely and inclusively. This information is only provided directly by you or by a parent, guardian, school or organisation booking on your behalf.

Where criminal offence or safeguarding‑related information is processed, this will be done in accordance with the Data Protection Act 2018 and only where necessary and proportionate for safeguarding or legal compliance purposes.

Who we may share your information with

We do not sell or rent your personal data to third parties.

By consenting to this policy, you agree that we may share relevant personal data with:

• the Premier League Charitable Fund, where activities are delivered jointly;
• Norwich City Football Club (please see their privacy policy);
• parents, guardians, schools or organisations involved in arranging participation;
• emergency contacts provided by you;
• professional advisers;
• law enforcement, safeguarding bodies or regulators where required by law or necessary to protect individuals.

Keeping your data secure

We use technical and organisational measures to safeguard your personal data, including secure servers and restricted access. While we take reasonable steps to protect your information, internet transmission cannot be guaranteed as completely secure.

Transfer of data out of the EEA / UK

Some service providers may process data outside the UK or European Economic Area.

Whenever personal data is transferred internationally, we ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual clauses.

Your rights

You have rights under data protection law, including to:

• request access to your personal data;
• request correction of inaccurate data;
• request erasure of data in certain circumstances;
• object to or restrict processing; and
• lodge a complaint with the Information Commissioner’s Office (www.ico.org.uk).

For activities delivered jointly with PLCF, Norwich City Community Sports Foundation will act as the primary point of contact for data protection rights requests, but you may also contact PLCF directly.

Retention of data

We retain personal data only for as long as necessary for the purposes for which it was collected or as required by law.

Changes to this policy

We may update this policy from time to time. Please check this page regularly for the most recent version.