Introduction

Power2inspire is committed to protecting your personal information and being transparent about what information we hold, whether you are a donor, volunteer, supporter, supplier, user or participant. We promise to respect any personal data you share with us, or that we get from other organisations about you and keep it safe.

Developing a better understanding of our supporters through their personal data allows us to make better decisions, organise and improve our events and to fundraise more efficiently, which ultimately, helps us to reach our goal of a world where “No one is left on the bench!“.

This policy (which is relevant for the use of this website, all events and activities, social media and published information) explains:

  • Who we are;
  • What information we may collect about you;
  • The legal basis we claim for holding your data;
  • How we will use that information;
  • Whether we disclose your details to anyone else;
  • Your choices regarding the information you provide to us;
  • How we use cookies to provide services to you or to improve your use of our website; and
  • Your rights to data erasure.

Who we are

Power To Inspire is a company registered in England and Wales under No. 8635392 and at the Charity Commission under No 1162631.  We operate under the name Power2Inspire and our website address is: http://www.power2inspire.org.uk.

If you need to contact us please click here to use our Contact Form.

What personal data we collect and why we collect it

If you contact us, book with us, send us emails, invoices, donations or conduct other business-type transactions, we will collect the associated data in order to facilitate the enquiry, business or other interaction between us.  We maintain a database with AirTable, and use MailChimp, Xero, Office 365 and Microsoft OneDrive (in addition to Wordpress).  Please refer to their policy statements and notices for further information, but if you have any concerns please Contact Us.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Contact forms

We use the Wordpress plugin Gravity Forms.  They state: “The form submissions (entries) are saved to your sites WordPress database. The data would only leave your site if you configure a notification email or an add-on to send it elsewhere.”  We will only use the data collected in this way to update our database and mailing lists in accordance with your instructions contained in the form.

Data Protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal data and covers disability, health information, race, religious beliefs, and political opinions. We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, such as participation in an event or where we need this information to ensure that we provide appropriate facilities or support to enable you to participate in an event.

We may also collect sensitive personal data if you make the information public or if you tell us about your experiences relating to inclusion, exclusion, disability or impairment; however, we will always make it clear to you when we collect this information from you, what sensitive personal data we are collecting and why.

Cookies

A cookie is a small file that is available to be placed on your device whilst browsing this web site.  Your internet browser is normally set to accept cookies by default, but if you wish to do so, you can choose to alter this setting to prevent cookies being placed on your device. If you accept, when you visit our website, a cookie file is added to your device with the intention of enhancing your browsing experience.  We use cookies to help analyse web traffic and they allow us to provide you with a better website by enabling us to statistically monitor how our pages are navigated and which pages visitors to our sites find useful and which they do not.  A cookie can also remember things like your preferences, if you choose not to accept cookies you may lose these functions. A cookie contains anonymous information, and each cookie is unique to your browser.  A cookie does not give us access to your computer nor any identifiable information about you. If cookies have been placed on your device, you can choose to delete them by going to your browser settings.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

Our website does not track you.

Your debit and credit card information

Since we only use PayPal we do not store your credit or debit card details at all, following the completion of your transaction. All purchases or donations should be completed through the donation page.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Wordpress does not not collect any analytics data.  MailChimp does collect data – please see their policy MailChimp Privacy Policy  We may use data collected from our events – usually combined anonymously – to determine the effectiveness of the event and to report to funders and interested stakeholders.  We will not share individual data in such a way.

Legal basis and Legitimate interest

When we collect and use your personal information, we will act in accordance with the best interests of our participants under our policies, including (but not limited to) our code of conduct, bullying and harassment policy, and safeguarding policy, to ensure we are able to protect our participants from harm. The following legal grounds are also available to us under Data Protection law.

  • One of these is where we have obtained your specific consent to use your information for a previously notified purpose, such as to send you email/text marketing or to provide you with a service or information at your request.
  • Another is where we have a legal obligation to use or disclose information about you – for instance, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.
  • In certain instances, we may collect and use personal information (usually provided in a business context) where this is necessary in our legitimate interest as a charity, this includes being able to:
    • Conduct our business, e.g. booking and delivering Power House Games, Festivals of Inclusive Sport, Talks;
    • Engage with suppliers, third parties and others in a business context;
    • Liaise with charities, sports development agencies, local authorities, national, regional or local sports governing bodies, health providers and commissioners, all within the field of Inclusion and / or Sport;
    • Provide information to assist academic institutions and others engaged in researching inclusion, diversity etc.

In all cases, we will balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed preferences.

Where we process sensitive personal data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing such as where we have your explicit consent, or you have made that information manifestly public. When we do this, we will tell you what sensitive personal data we are collecting and why.

Who we share your data with

We share data with third-party providers (e.g. plugin providers), partners, cloud-based services (e.g. Xero, MailChimp), payment processors (Paypal), and third party service providers; and sometimes our funders, contractors and other supporters, but these only in an aggregated, anonymised way.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

Details are retained for as long as deemed to be relevant or necessary. Event participant lists (for Festivals and Super Sensory 1Ks) and similar documents are retained for archive purposes.

If you use your credit or debit card to make a donation, we will ensure that this is carried out securely. Our card payments are processed by third parties who are accredited with the Payment Card Industry Data Security Standard (PCI-DSS). We do not store your card details.

In all other instances data is only retained for so long as required to fulfil the legitimate interests of the Charity.

What rights you have over your data

You have the right to access your personal information, and if you believe that the information we process on you is incorrect you can request to have it corrected. You can also object to having your name included in any material.

In order to exercise your rights, or if at any time you wish to be taken off our contact lists, or if you have further questions, please Contact Us.

You also have the right to lodge a complaint to the ICO.

Where we send your data

Visitor comments may be checked through an automated spam detection service. We will never sell it or share it with another organisation for their benefit. We will, however, provide information to the relevant authorities if we are required by law to do so.

Contact information

If you have any queries about this privacy and cookies policy please contact our Data Protection Officer by email at: dataprotection@power2inspire.org.uk or by post at Power2Inspire, South Barn, Church Farm, Royston Lane, Comberton, Cambridge, CB23 7EE.

Additional information

How we protect your data

We take your privacy seriously so within the confines of a small charity and the resources we have available, we will do our utmost to keep your data safe.  We have updated our internal procedures, password protected any data carrying equipment that may leave the office, improved the security of the office, instituted data protection training to our small staff team, and reviewed all the data we hold and deleted any we considered unnecessary for us to hold.

Under 18s

We are committed to protecting the privacy of the young people that engage with us at events, at clubs and at schools.

Our events require specific information about the age of participants. If you are under 18 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information.

Inappropriate website or other content

If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our forums or social media pages, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.

What data breach procedures we have in place

The board of trustees has nominated one of its number (the Data Officer) to oversee the response to any data breach; with authority to escalate the reporting to another or all the other trustees as deemed appropriate.  The CEO will be required to either rectify the breach forthwith or to supply a proposal of a course of action, as speedily as the breach warrants, to the Data Officer (orally or in writing as speed permits).

NHS Test and Trace

To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of staff, customers and visitors who come to our events for the purpose of contact tracing.

By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.

Power2Inspire, as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.

NHS Test and Trace have asked us to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.

Your information will always be stored and used in compliance with the relevant data protection legislation.

The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as Power2Inspire are subject to. The legal obligation to which we’re subject, means that we’re mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.

Data Erasure

It is always your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways, please indicate your preferences on the form on which we collect your data.

You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails or by completing our Data Removal form or by sending us an “opt-out” text message, following the instructions we provide you in our initial text.

You can also change any of your contact preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone, or by post) by contacting us on 01223 781364 or dataprotection@power2inspire.org.uk.  We will respond within 40 days of your request and please note we reserve the right to charge a reasonable administration fee for this process, if we consider it onerous.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not inadvertently contact you.