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Sports and leisure

Free Access for National Sports People Privacy Notice

We keep the Free Access for National Sports People (FANS) scheme Privacy Notice under review. It was last reviewed and updated in October 2022.

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

If you do not provide the information on your application, we may not be able to process your application properly or at all.

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

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

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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.

Any information used in reports, presentations or statistics will be anonymised and not identify individuals.

If we ask you to be involved in press releases, case studies or social media we will contact you to get your consent for this. You will find more information about what we do with your information in the council’s communication privacy notice. You can also choose to withdraw this consent at any time by contacting Sport and Active Leisure, City of York Council, West Offices, Station Rise, York, YO1 6GA or by email:

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Lawful basis for processing your personal data

Depending on the processing activity, we rely on the following lawful basis for processing your personal data under the UK GDPR:

  • Article 6(1)(a) your explicit consent
  • Article 6(1)(b) which relates to processing necessary for the performance of a contract
  • Article 6(1)(f) for the purposes of our legitimate interest

Where the information we process is special category data, for example your health data, the additional bases for processing that we rely on are:

  • Article 9(2)(a) your explicit consent

In addition we rely on the processing condition at Schedule 1 part 1 paragraph 1 of the DPA 2018. This relates to the processing of special category data for employment purposes.

Our Appropriate Policy Document provides further information about this processing.

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Sharing personal data

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

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.

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

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Retaining personal data

We will keep unsuccessful applicants' personal data for a period of 6 years from the date the application is received.

If your application is successful, personal data gathered during the process will be transferred to the Sport and Leisure Team's management systems and retained during your membership period. We will keep your information for 6 years after your membership ceases.

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

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Storage of information

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.

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Transferring personal data abroad

We do not routinely transfer personal data outside of the UK but when this is necessary we ensure that we have appropriate safeguards in place.

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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.

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Your rights relating to personal data

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

You can also find information about your rights on our Privacy Notice.

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.

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145