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Sports and leisure

Sport and Active Leisure Community Providers Privacy Notice

We keep the Sport and Active Leisure Community Providers Privacy Notice under review. It was last reviewed and updated in December 2021.

When we use your personal data, CYC complies with data protection legislation and is the registered ‘Controller’. Our data protection notification is registered with the Information Commissioner’s Office (ICO) – reference Z5809563.

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

We will collect your information as part of a contacts list to keep an accurate record on each community sports club and providers.

The data we collect includes:

  • organisation type, such as sports club, independent provider
  • organisation name
  • contact name within organisation
  • organisation contact details, such as phone, email

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

Using personal data

We use your data to keep an up to date record of community sports clubs and providers. This is to be able to contact the clubs and providers with information of events or schemes happening within the City of York.

We are using the data you give us with your consent. You can withdraw your consent at any time by contacting Sport and Active Leisure, City of York Council, West Offices, Station Rise, York, YO1 6GA, or by email:

The information you give us will be used by us to contact you about relevant information within York in relation to sports, physical activity and health.

The information we collect may be used in presentations, statistics and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you, your organization or individuals. Reports containing anonymous information may also be shared with the general public and other organisations.

Sharing personal data

We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party such as other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.

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

Retaining personal data

We will keep the information you give us in CYC’s secure network drive and make sure it can only be accessed by authorised staff.

We will protect your data and make sure nobody has access to it who shouldn’t, and we will not keep it for longer than is necessary.

We will keep the information you give us for up to 6 years and then will securely and confidentially destroy it.

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.

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.

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.

To find out about your rights under data protection law, you can go to the Information Commissioners Office website.

If you have any questions about this privacy notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us on email:, telephone: 01904 554145, or write to: Data Protection Officer, City of York Council, West Offices, Station Rise, York, YO1 6GA.

See further details of your rights relating to personal data.

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145