We keep the Free Access for National Sports People (FANS) scheme Privacy Notice under review. It was last reviewed and updated in November 2019.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the Privacy and transparency information for all of the City of York Council (CYC).


Personal data

As part of the application process we collect and process personal data relating to FANS applicants.

We're committed to being transparent about how we collect and use that data to meet our data protection obligations.

You'll be asked to provide a range of information about yourself, including:

  • your full name
  • your address
  • contact details, including email address and telephone number
  • information about your current level of sporting achievements
  • whether or not you have a disability for which we need to make reasonable adjustments during the application process
  • information about the local authority where you pay council tax
  • equal opportunities monitoring information, including information about your age, ethnic origin, and disability

You are under no statutory or contractual obligation to provide personal data to us during the application process. However, if you do not provide the information, we may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

See further details about how we define personal data and non-personal data.


Collecting personal data

We collect the personal data which you provide when completing your application.

We're the sole owner of the information collected when viewing FANS scheme information on our website.

Our website doesn't store or capture personal data of users with general public access, but does log the IP address of a visitor. This enables us to determine which pages are being viewed and helps us to improve our services.

Our application website doesn't use cookies. Some of the information or guidance documents that are linked to from the site, however, are on the council’s main website which is covered by the council’s cookies policy.

Where our website links to external resources or websites, these may add their own cookies. These are outside our control.

Cookies can be disabled by changing the settings on your computer browser, but you may need to re-enter information at times.

See further details about the steps we take when we collect your personal data.


Sharing personal data

Your personal data will be shared internally, with the Sports and Leisure Team, for the purposes of the application process.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

We must protect public funds and may use personal data and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your personal data may be shared with other bodies responsible for auditing or administering public funds, including the Department for Work and Pensions, HM Revenue and Customs, the Police and other local authorities.


Retaining personal data

Data is stored in our Sport and Leisure Team's management systems.

We take the security of your data seriously. We have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

The personal data you provide in your application will only be held and used for the purpose of the selection processes, unless otherwise indicated.

We will keep unsuccessful applicants' personal data for a period of 6 years from the date the application is received, in line with our retention policy, after that period we’ll delete or destroy your information securely.

If your application is successful, personal data gathered during the recruitment process will be transferred to the Sport and Leisure Team's management systems and retained during your membership period and for a period of time after your membership ceases, in line with our retention policy, we'll delete or destroy your information securely.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.


Transferring personal data abroad

We will not transfer your data outside the European Economic Area.

See further details about the transferring of personal data abroad.


Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

See further details about the further processing of personal data.


Third parties

We will not share your data with third parties, unless your application for FANS is successful, when we will share your data with the current partners of the scheme:

This means that your data will be handled securely, strictly on a need-to-know basis only by those authorised specifically to do so.

We do not pass personal data to third parties for marketing, sales or any other commercial purposes.

See further details about how we process your personal data in connection with any third parties connected to our service area.


Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.


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