Access Sport CIO is committed to protecting the privacy of our beneficiaries and supporters and to upholding the highest standards of care with regard to any personal data in our possession.

We welcome the new General Data Protection Regulation (GDPR) beginning in May 2018 and are committed to full compliance with every aspect of the regulation.

The new regulation has been a good opportunity with which to review and update our procedures and some further detail is set out below, with distinctions between supporters of the charity and participants in the charity’s activities as we work with each cohort slightly differently.

As a charity we generally hold very little personal data – only that which we need to carry out our work – and we do not engage in any direct marketing programmes such as telephone fundraising or donation fundraising campaigns. We do not share personal data with third party organisations apart from trusted partners who are also fully GDPR compliant such as our monitoring and evaluation partners who validate our achievements.

GDPR for Participants in Access Sport projects

Our work as a charity requires us to collect certain data from those participating in our charitable programmes and projects. We do this in order to:

  • Monitor and evaluate our programmes, enabling us to continually improve them to better meet participants’ needs
  • Provide impact reports to funders and potential funders, without whom we could not resource the programmes
  • Help us plan future programmes, sessions, events & competitions

Upon joining one of our programmes we will ask you to provide us with some personal information via a registration form which may be completed on site or may be completed in advance / and for under 16’s with the assistance of a teacher or parent.

The information we require includes your name, date of birth, postcode and a little information about you such as any special needs you may have, your ethnicity and your gender – you do not have to provide these details if you do not wish but doing so will help us with the objectives listed above.

On the registration form there will also be the opportunity to provide contact details such as your email address, mobile phone number and social media handle. You do not need to provide these details if you do not wish to, however providing them may be in your best interests as it enables us to: 

  • Let you know about future activities that may be of interest to you – for example, club sessions, events, competitions, volunteering opportunities etc
  • Offer you training opportunities that may be of interest to you – for example, coaching courses, youth development courses, workshops etc

We may also ask you to complete a survey form to provide feedback on the activity you took part in and whether it has been beneficial to you – with the same options as above for providing contact details if you wish.

All the data we collect is privacy protected and maintained within the systems of industry leading partners such as Upshot and Survey Monkey. Any data that is collected on paper forms will be inputted into these systems within one month and the form then destroyed; increasingly we are seeking to use digital solutions to remove the need for paper forms entirely, such as registration via a tablet computer.

From time to time it may be necessary for us to share data with evaluation partners who provide external verification of our work, such as or particular funders who require proof that our project reached who we said it would – but in these cases the data will be shared in an aggregated and anonymised way to protect your name and any contact details with the utmost privacy.

You are welcome to contact us at any time to request we remove any data we hold about you or to ask any questions of us – please email [email protected]

GDPR for Supporters of Access Sport

We hold a limited amount of personal data for donors and supporters of our work and we only use this data for the purpose of providing you with relevant update information about the area(s) of our work we believe you to have an interest in.

We will not contact you with direct marketing campaigns and we will not share your data with any third party organisations for marketing purposes. We do not run telephone campaigns or SMS campaigns and any email communications we send to you will focus specific interest areas you have previously given to us – for example if you have supported our Ignite disability programme we will send you the Ignite newsletter.

The data we do hold on you is held in an award-winning customer-relationship management system used by many charities called Donorfy. In due course, Donorfy will provide us with the opportunity to allow you to see and amend for yourself what details we have on you.

In the meantime if you have any questions about what information we hold on you or how we are using that, or to make a complaint, please contact us at: [email protected]

Please click here to download a copy of our policy