Vision for Volunteering: Privacy Notice
Purpose
In order to facilitate the work Counsel Ltd has been contracted to deliver for Sport England Counsel Ltd have set up and will administer a dedicated Microsoft Office Teams (Microsoft Teams) channel on which virtual meetings or interactions may be held to enable the collaboration and sharing of information. This is a closed environment and only dedicated authorised contacts participating in the work and delivery of the specific project will have access to the Channel. This privacy notice explains how data is processed in order to provide this channel and how data subjects’ rights are managed.
In addition, Counsel Ltd will collect limited personal data as part of the administration of a survey, which forms another part of this project.
Data Controller & Data Processor
Sport England shall be the data controller with respect to the personal data and Counsel Ltd will act as the data processor. This makes Microsoft Teams and JISC Online Surveys Sport England data sub processors of any personal data. If you want to find out more about your rights when using Microsoft Office Teams please view their privacy policy here. Any organisations who provide representatives who join this designated Team are independent data controllers with respect to their employees’ or representatives'’ personal data which is processed for them to gain access to the channel.
Data Subjects
All invitees who agree and are authorised to participate.
Personal Data
Names, work email addresses, roles, work telephone numbers or other business or professional contact information. This information will only be used for the necessary purposes of inviting to meetings, to inform participants of results or to participate in further research.
Additional personal data may be supplied by channel users when engaged in the chat function or in documents or other media shared on the platform. The sharing party will be under an obligation to ensure that any personal data contained in any such documentation can be compliantly distributed on the platform.
Lawful Basis
Sport England’s and Counsel Ltd’s lawful basis for processing is public task. The lawful basis for another organisation will be determined by them.
Freedom of Information (FoI)
Any documentary or other material shared in the channel or recorded in the “Chat” function may be subject to any Freedom of Information requests made to Sport England. You can find more information about Sport England’s Freedom of Information obligations here. This also applies to information which forms survey responses (though these will be analysed on an anonymous basis).
How will personal data be handled?
Data will not be transferred to any third country outside of the EEA.
The personal data shared here will only be processed to effect the purpose outlined above.
How long will data be retained?
Counsel Ltd will only hold data for as long as is necessary to complete this project – which is projected to finish in spring 2022.
Conducting Audio, Video or Audio-Video Recording on this channel.
The recording of moving and or still images of participants or of conversations between participants on the Teams channel may involve the processing of special category data for which additional data processing rules apply. Prior to any such recording please consult dpo@sportengland.org and complete a data protection impact assessment to ensure this can be compliantly done. In all cases of recording explicit consent must be sought of all participants in advance of that activity and the participants as data subjects must be provided with comprehensive information relating to the purpose, use, storage, transfer or retention of such recorded material which enables them to provide informed consent, a data protection impact assessment will establish whether it is necessary or appropriate to carry out this type of recording.
Your rights as a data subject to your data
In relation to the personal data Sport England and Counsel Ltd hold as a result of this channel or survey, you have the right to:
· Access your personal data by making a subject access request to the DPO at the contact details provided (dpo@sportengland.org/james@counselltd.com).
· Ask Counsel Ltd to rectify any mistakes in your personal data and in some circumstances have it erased.
· Refuse processing.
· Withdraw your consent to Sport England/Counsel Ltd using your personal data at any time by contacting the DPO ( dpo@sportengland.org/james@counselltd.com )
· Lodge a complaint about Sport England’s/Counsel Ltd’s handling of your personal data by contacting the Information Commissioner’s Office:
The Information Commissioner’s Office (www.ico.org.uk )
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Use & Confidentiality
Participation in the Teams channel and completion of the survey shall be a part of each user’s professional obligations, consequently all interactions on this channel/survey are subject to rules on confidentiality, employee relations and professional conduct. Please refrain from using the channel for personal business which sits outside the scope of the relevant project. The material and any images shared or images of participants on this platform shall not be shared or disseminated without express consent to such use. All content on this Team can be viewed by all members of the Team, there is no distinction between the general Team and any channels created within the Team. Once a member is added to a Team they will have access to all content on the Team.