THIS IS THE ASPIRE PRIVACY NOTICE

At Aspire we focus on improving the health, well-being, life skills and education of children and young people. We do this by engaging children and young people in physical activity, by providing innovative delivery and training services and by using resources that educate and inspire.

We have a passion for physical activity and sport, helping to improve the health and well-being, life skills and education of children and young people by changing participation trends and attitudes towards physical activity.

At Aspire we provide high-quality services that improve physical literacy, health, well-being and academic achievement.

We are committed to working tirelessly towards maintaining our highly regarded and respected quality of service.

Our EU Representative / Data Protection Officer/ GDPR Ownerand data protection representatives can be contacted directly here;

·    Gdpr@odosltd.com

·    (0800 038 8165)

As our business is all about promoting the education, confidence and welfare of children, we are naturally concerned that they will always be protected from hard or abuse. That is the case whether they are spending time with us on one of our events or whether they are on our website. 

We are also committed to ensuring that we provide the security and peace of mind to children and their parents that personal data is always safe with us!

Aspire is committed to ensuring that privacy is protected, and our use of all personal information is governed by this Privacy Notice. 

At Aspire and on our website you may come across the terms, “Aspire”, “our” and “we.” These all mean the same thing.  

Any reference to “you” or “your” refers to you, or anyone whose personal information we process.

1. Introduction

Our use of your personal data will be governed by this Privacy Notice.

Aspire is a ‘Data Controller’ for the personal information that it collects and uses about you and a ‘Processor’ for some data referred to us by anyone else who may have given it to us lawfully.

We will always treat your personal information as confidential and only in a way that the law allows.

Your personal information is only be shared with others who we will tell you about in this Privacy Notice.

This Privacy Notice explains;

• What personal information is
• How we collect your personal information
• The types of personal information we collect
• How we use your personal information
• The legal basis for processing your personal information
• How we share your personal information
• How long we keep your personal information
• How we keep your personal information secure
• Overseas transfers of your personal information
• Your rights in relation to your personal information
• How to make complaints and how to contact us

If we need to change the way in which your personal information is used by us, this Privacy Notice will be updated and if the changes are significant, we will let you know.

2. What is personal information?

Personal information is any information that tells us something about you. This could include your name, contact details, date of birth, school, the bank account details of parents or guardians or any information about any needs or circumstances, which would allow us to identify you.

Some personal information is classified as "special" data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive, and we only need this to ensure that your health and wellbeing is protected wbilst you are with us.

3. What personal information do we collect?

We will collect your full name and contact details (such as phone number, email address and postal address) from you when you initially engage with us.

We may collect information about special dietary needs, medical conditions that we need to be aware of for your health, safety and wellbeing. We may also need to know what school children are attending and any adult contacts that may need to have data shared that relates to the time that children spend with Aspire.

4. How we use your personal information

What is the legal basis of our data processing?

Under data protection legislation we are only permitted to use your personal information if the law lets us. 

We rely on the following legal bases to use your information;

• to provide our services to you;

• to send information about how we may provide services in the future which similar or of interest to you or where you may have indicated that you would like to receive such information. You will always have a right to opt out of receiving this information at any time;

• We may contact you to verify information that we hold about you and create a better understanding of you as a customer.

In more limited circumstances we may also rely on the following legal bases:

• Where we need to protect your interests (or someone else's interests); and/or

• Where it is needed in the public interest or for official purposes

We may process special categories of personal information and criminal conviction information in the following limited circumstances:

• With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.

How we use your personal information

When you book to attend an event run by Aspire, we need to record details and enter them into attendance documents. This enables us to keep safety and security as one of our priorities and also to see how children are benefitting from our events.

Sometimes we have to share some of your information with other parties who help us to deliver our services. When we do this, we only share as much as we have to.

Other uses of your personal information

• Naturally, as we are delivering services for children, we are covered by OFSTED. We will therefore share as much personal information as we have to with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and other Local Authority bodies as may be required from time to time to comply with laws;

• We may share your personal information with any person working within the Aspire on a need to know basis to ensure we are able to deliver our services to you;

• We hold personal information on our secure computer systems and we use this to provide our customers with marketing information about similar services offered by Aspire. You can always tell us to stop sending this information at any time.

What happens if you do not provide information that we request?

We need some of your personal information to perform the services you have requested from us. For example:

• where we are providing a service for your benefit, we need to know contact information so that we can safely provide services and update you with information.

We also need some information so that we can comply with the law.

If you do not provide the information required for these purposes, we will not be able to provide our services for you. We will always explain when this is the case at the point where we collect information from you.

5. How we keep your information secure

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:

• Our client files are stored on our secure computer systems. Access is restricted on our client systems to those within the business who are lawfully required to have access to your information;

• Any written documentation is stored in locked cabinets.

All data is protected against both unauthorised access, and other external factors that could cause damage to it. We are very strict about who has access and this is restricted to include only those necessary. Wherever possible, we ensure access to personal information is restricted to Aspire employees and workers or other persons working within the Aspire Companies on a need to know basis. Training is provided to any of those Aspire employees and workers who need access to personal information.

6. For how long, do we keep your personal information

The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where laws tell us that we need to. In the case of children, this is likely to be until they are 21 years of age.

7. Overseas transfers of your personal information

If you have provided your information in the UK, we will not transfer, store, or process your personal information in locations outside the UK or the European Economic Area (EEA). 

8. Your rights in relation to your personal information

You have several rights in relation to your personal information, these include the right to:

• Be informed about how we use your personal information;

• Obtain access to your personal information that we hold;

• Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate;

• Request that we remove your personal information in the following circumstances:

• If Aspire is continuing to process personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected;

• If Aspire is relying on consent as the legal basis for processing and you withdraw consent;

• If Aspire is relying on legitimate interests as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us to continue with the processing;

• If the personal information has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation);

• If it is necessary to delete the personal information to comply with a legal obligation

• Ask us to restrict our data processing activities where you consider that:

• personal information is inaccurate;

• our processing of your personal information is unlawful;

• where we no longer need the personal information, but you require us to keep it to enable you to establish, exercise or defend a legal claim;

• where you have raised an objection to our use of your personal information

• Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need to perform our agreement with you and personal information where we are relying on consent to process your personal information;

• Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information; and

• Not be subject to wholly automated decisions which produce legal effects, or which could have a similarly significant effect on you.

If you would like to exercise any of your rights, please contact gdpr@odosltd.com

9. Complaints and Contact Details

Complaints

If you have any complaints about the way we use your personal information, please contact the Customer Relations Officer at complaints@gdprodosltd.com who will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK). 

If you need more information about how to contact your local data protection authority, please let us know by contacting gdpr@odosltd.com

Contact details

If you have any questions, comments or requests regarding any aspect of this Privacy Policy, please do not hesitate to contact us by sending an email to gdpr@odosltd.com or writing to the Aspire, Data Protection Team, ODOS, Open Space, Willowfields Business Park, Malvern UK, WR13 6NN

10. The use of cookies by Aspire

What is a cookie?

A cookie is a small text file that is downloaded onto your computer when you visit certain websites and allows a website to recognise a user's computer. Cookies are used to help users navigate websites more efficiently and to perform certain functions, as well as to provide information to the owners of the website.

What cookies do Aspire use?

The table below lists the cookies used by this website and provides a description of how each cookie works, clicking the '+' symbol will expand the box to give further explanation on each cookie. Where further information about a cookie exists on an external website a link has been provided under 'More information'.

How do I restrict or delete cookies?

Cookies that we use are essential for parts of the website to operate as effectively as possible and have already been set. You may delete and block all cookies from this website, but please be aware that restricting or deleting cookies may impact on the functionality of the website.

Your web browser may allow you to restrict or delete cookies set by this website. The Help function within your browser should tell you how. 

Alternatively, you can visit www.allaboutcookies.org which provides general information about cookies and how you can manage cookies on your computer.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.