Your privacy is important to us. The information below sets out how we collect, use and protect any personal data that you give to us.

It also sets out details about your rights in relation to the personal data that we hold about you and how to contact us if you have any questions or would like to change the way in which we communicate with you.

We may change this Privacy Notice from time to time in order to remain compliant with changes to regulation. Should this be the case and we need to make any significant changes in the way we treat your personal information, we will make this clear on Sporting Equals website or by contacting you directly. For further information please see the Information Commissioner’s guidance.

Who We Are

We are a UK registered charity (1119365). Sporting Equals aim is to promote ethnic diversity in sport and physical activity.

Whenever we collect personal data, we will always have clear marketing preference questions and information on how you can choose if and when we contact you. Sporting Equals will never sell your data. If you don’t want to hear from us, that’s fine. You can update your communication preferences by either writing to us at Sporting Equals, Coventry University Technology Park, Puma Way, Coventry, CV1 2TT,  Emailing info@sportingequals.org.uk or calling us on 0121 777 1375.

If you have any questions or concerns about how we handle your personal data you can contact Sporting Equals by either writing to The Data Protection Officer, at the above address or by emailing info@sportingequals.org.uk

The ways we collect personal data

When you share personal data with us directly

We collect personal data about you if you fill in forms on our website or correspond with us by phone or email, enter competitions and sign up to petitions.

Personal data that we process could include details such as your name, postal address, phone number, email address, date of birth, IP address or banking details. We collect this for a variety of reasons, such as responding to your enquiry, providing a service or processing your donation.

When you use our website

Like most websites, we use ‘cookies’ to help us make our website – and the way you use it – as relevant and interesting to you as possible. Cookies mean that a website will remember that you have visited our site. You can find out more details on how we use cookies (see end section).

Our website contains forms that you can complete. We only ask for the information we need in order to provide you with the services, products or information you have asked for.

Profiling to help us understand your preferences

We may profile visitors to our website in terms of preferences, interests and practical support to help us know what information you would be most interested in receiving. In partnership with certain agencies (such as Google Analytics) and help us to understand how visitors are using and engaging with our website. This allows us to make improvements to our web services and your online experience.

For more information about Google’s data privacy and security in regards to Google Analytics, please read Google’s policies and data privacy information page.

Publicly available information

On occasion, we may use publicly available information to gain a better understanding of our supporters to improve our fundraising methods, products and services. This may include information found in places such as Companies House and information that has been published in articles or newspapers.

When we receive information from other sources, we rely on those sources having the appropriate provisions in place telling you how they collect data and who they may share it with. We carefully check our sources to ensure that we only receive your information when it is lawful for us to do so.

When you support us via a third party

In some cases, your information may be shared with us by another organisation, for example fundraising sites like Just Giving. These independent third parties will only do so when you have indicated that you wish to support Sporting Equals and have given your consent.

When you have given permission to another organisation to share your information

You may have given permission for a company or other organisation to share your data with third parties. This could be when register for an online competition, complete a survey or purchase tickets for one of our events.

When you have given permission using social media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or X, you might give us permission to access information from those accounts or services.

When your image is captured by filming or photography at an event

We film and take photographs at our headline events. Your image may be captured in this way unless you notify a member of staff on the day to confirm you do not wish to be captured on camera. If we choose to feature specific individuals (adults or children) we will ask your permission prior to using an image. We will request your written consent to use your images for marketing purposes.

How we use your personal information

We will collect, store and use the personal data you provide to us in order to carry out the activities relevant to the provision of our services to you.

We may use the personal information held about you in the following ways:
– To provide you with information, which you have requested, about ways to support Sporting Equals, our services and campaigns
– To provide you with the information, products and services that you request from us, such as research support
– To be used as part of our efforts to prevent or detect fraud or abuses of our website
– To analyse and report on the number and nature of contacts with the organisation
– To carry out research on the demographics, interests and behaviour of our users and
supporters to help us gain a better understanding of them and to enable us to improve our services. This research may be carried out internally by our employees or we may ask another company to do this work for us
– To provide you, or permit third parties to which you have consented, to send you
information that we think may be of interest to you

Lawful basis for processing

We must have a legal basis for processing your personal data. We consider that we have a legal basis where:
a) You have given us consent to do so for the specific purposes which we have told you
about
b) It is necessary for us to do so to enable us to provide you with the services that you have requested from us – for example, contacting you about donations
c) To provide you with information that we think may be of interest to you if you have agreed to receive it, or the law otherwise permits or requires it.
d) Where we need to comply with a legal obligation.

Where we process your personal data on the basis of our legitimate interests, these are our (or our third party’s) interests in providing our services to you in an efficient and secure manner.

Marketing communications

We’d like to ensure that you know about the progress we are making and to ask for donations or other support (such as adding your voice to a campaign or giving your time, for example). Occasionally, we may include information from partner organisations or organisations who support us in these communications – for example, those working with us to promote ethnic diversity in sport and physical activity.

You will receive marketing communications from us if you have requested information from us or made a donation and you have not opted out of receiving that marketing.

If you prefer not to receive any marketing communications from us, you can change your preferences and unsubscribe at any time by either writing to to us at Sporting Equals, Coventry University Technology Park, Puma Way, Coventry, CV1 2TT. Emailing info@sportingequals.org.uk  calling us on 0121 777 1375 or unsubscribe using the unsubscribe button located at the end of the email. If you choose not to receive this information, we will be unable to keep you informed of news that may interest you.

Types of personal data we gather

Personal data that we process could include details such as your name, postal address, phone number, email address, date of birth, IP address or banking details. We collect this for a variety of reasons, such as responding to your enquiry, providing a service or processing your donation.

Who will have access to your information?

We make sure that there are appropriate controls in place to protect your personal details in accordance with current data protection legislation. We undertake regular reviews of those who have access to information that we hold to ensure that your information is only accessible by appropriately trained Sporting Equals staff, volunteers and contractors.

We may share your personal data with third-party service providers who assist us with administering the provision of our services to you including:

– With business partners, suppliers and sub-contractors
– To HMRC in relation to Gift Aid when your consent has been obtained
– With analytics and search engine providers that assist us in the improvement and optimisation of our website
– With our regulator, the Charity Commission, and the Fundraising Regulator in order to comply with our regulatory obligations and to help resolve complaints or other issues
– With agents we engage to perform functions on our behalf including sending communications, analysing data, providing marketing assistance, processing payments and providing customer service. They have access to personal information needed to perform their functions but may not use it for other purposes. Where we use external companies to collect or process personal data on our behalf as described above, we carry out comprehensive checks before we work with them.

How we look after your data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long do we keep your personal information?

We will keep your personal data for no longer than necessary for the purposes we have set out above. We will retain your information for as long as needed in order to provide the relevant goods or services to you or perform any contract we have with you and for period afterwards in order to deal with any queries or maintain your communications preferences.

Third party providers

Any third parties that we engage will keep your data stored on their systems for as long as is necessary to provide the relevant services to you or us. If we end our relationship with any third-party providers, we will make sure that they securely delete or return your personal data to us.

Your rights

You have a number of rights in relation to your personal data. There are circumstances in which your rights may not apply. You have the right to request that we:
– Provide you with a copy of the information we hold about you (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
– Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
– Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with the law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
– Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
– Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

If you want us to establish the data’s accuracy. Where our use of the data is unlawful but you do not want us to erase it.

Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

– Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us

How we use cookies

Find out what ‘cookies’ are and how to control and manage your browsers.
If you use our website, we automatically collect the following information:
▪ Web usage information, browser type and version, time zone setting, operating system and platform
▪ Information about your visit time on page, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse- overs).

When we collect the information about your activity in the ways described above, in most cases this data will be anonymous. We collect and process this data to ensure our site is functioning properly and our customer experience is to the standard that you and we expect.  In most situations this data will be anonymised but we collect and process this data to ensure that our site is functioning properly and that our customer experience is to the standard that you and we expect.

We also use cookies on our website. Cookies are text files containing small pieces of information which are downloaded to your personal computer, mobile or other device when you visit a website. Find out more about cookies on the All About Cookies website.

Cookies allow a website to recognise a user’s device. Cookies in themselves do not identify you, just the computer or device you are using. Cookies do lots of different jobs, like making it easier to use our site during future visits, letting you navigate between pages efficiently, remembering your preferences. They also allow us to monitor traffic on our site and can also help to ensure that adverts you see online are more relevant to you and your interests.

Managing cookies

With most Internet browsers, you can erase or block cookies or ask to receive a warning before a cookie is stored. The “Help” function within your browser should tell you how. Alternatively, you may wish to please visit the Your Online Choices website which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer as well as more general information about cookies. Please be aware that restricting cookies may have a negative impact on your experience, however, and it may mean you don’t see some content which may be of interest.

Third party cookies

We may engage in advertising on other websites to promote our websites. The advertising partners we use may serve adverts that it believes are most likely to be of interest to you, based on information about your visit to this and other websites (this information is anonymous in that it does not include your name, street address, email address or telephone number). In order to do this, our advertising partner may need to place a cookie on your computer. For more information about this type of online behavioural advertising and how to opt out, please visit the Your Online Choices website.