SportsAid Cymru Wales - Our Policies
SportsAid Cymru Wales Limited
Equality, diversity and inclusion policy
- We are committed to encouraging equality, diversity and inclusion.
- Our aim is to be truly representative of all sections of society. We are committed to ensuring no unlawful discrimination towards the public in general and those who we support.
- Our policy’s purpose is to:
- Not unlawfully discriminate in light of the Equality Act 2010 and to protect characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality and ethnic or National origin), religion or belief, sex and sexual orientation
- We commit to:
- Encourage equality, diversity and inclusion within our charity and those we support.
- Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by Board Members, customers, suppliers, visitors, the public and any others in the course of our charitable activities.
- We monitor the make-up of our Board regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.
- Our monitoring will also include assessing how the equality, diversity and inclusion policy and any supporting action plan are working in practice, reviewing them annually and considering and taking action to address any issues.
- Our equality, diversity and inclusion policy is fully supported by our Board.
SportsAid Cymru Wales (SportsAid) is a privacy conscious organisation and is strongly committed to your right to privacy. We have drafted this Privacy and Data Protection Statement in accordance with the Data Protection Act 2018. The purpose of this statement is to set out how personal information that we obtain about you may be used and processed by us.
SportsAid is a charity registered in England and Wales under Charity Number 1135438, of Welsh Institute of Sport, Sophia Gardens, Cardiff, CF11 9SW. It operates the SportsAid athlete support programme. If you are an athlete, then during the application process for the programme you will see additional information about how we use and process your personal information.
SportsAid Use and Storage of Data
The Data Protection Act 2018 means that those who record and process personal information must be open about how the information is used and must follow the eight principles of ‘good information handling’.
These principles state that personal data must be:
- Fairly and lawfully processed.
- Processed for one or more specified and lawful purposes and not for any incompatible purposes.
- Adequate, relevant and not excessive
- Accurate and up to date
- Not kept for longer than is necessary.
- Processed in line with your rights.
- Secure, and
- Personal data will not be transferred outside the European Economic Area unless that country provides an adequate level of protection
All personal data provided to SportsAid is processed in accordance with the principles of the Data Protection Act 2018. SportsAid will be the data controller in respect of the personal data we process about you, in accordance with this Statement. We are registered with the Information Commissioner’s Office as a data controller (registration number is Z5580350). By law, data controllers have to keep to the above principles. If you have any questions about how SportsAid processes your personal data in accordance with these principles or the terms of this Statement, please contact us at firstname.lastname@example.org title your email “DATA PROTECTION”.
How does SportsAid collect data?
SportsAid may collect your personal data pursuant to any of the following means (depending on what relationship you have with us):
- Through the SportsAid nomination system
- Through a recruitment application form
- Through obtaining information for HR records
- By donating to SportsAid, completing a challenge event for us and / or attending one of our events
- Acceptance for inclusion on the SportsAid mailing list or database
- By entering into correspondence (letter / email / telephone) with a SportsAid employee or volunteer
What personal data does SportsAid collect?
The types of personal data we collect depends on whether you are e.g. an athlete, parent/guardian of an athlete, a contact at a sponsor, a staff member or candidate, or an individual donor, and how and why your personal data collected. However, typically, the personal data we collect may include:
- your name
- your personal contact details, including postal address, telephone number and e-mail address
- your date of birth
- your gender
- your country of residence
- Job application information (if applicable)
- your bank account details (where products are purchased or where donations are made); and
- any other information necessary for compliance with law.
In addition, for athletes nominated to us we additionally collect:
- your sport
- details of your sport club and / or coach
- your nationality and whether you hold a GB passport
- your home nation
- your school or university (and details of your course)
- any relevant medical information
- your social media details e.g. Facebook, Twitter, Instagram;
- your bank account details
- sporting achievements; and
- Average annual expenditure on your sport.
How will SportsAid use my data?
We will use the data you provide to establish and manage our relationship with you and this may include use for some or all of the following purposes:
- to provide you with SportsAid services such as supporting you in your chosen sport, advising and assisting you and considering you for SportsAid awards and other benefits;
- (with your consent where this is required) to send you SportsAid press releases, e-news or surveys and information regarding SportsAid events (both fundraising and athlete focused) and our work;
- (with your consent where this is required) to send you mailings (by email or post) with details of SportsAid events (both fundraising and athlete focused);
- to link you to and initiate contact with your buddy at your sponsor (if applicable);
- to collect additional information such as latest sporting results.
All other data subjects
We will use the data you provide to the extent necessary to process your request and this may include use for some or all of the following purposes:
- to ensure your donation is processed and is used for the purpose for which it was donated.
- to provide you with information on the event to which you have purchased a ticket.
- to process the sale we have made to you and ensure that the item purchased is dispatched to you;
- to send you information regarding SportsAid events, our fundraising and our work (with your consent, where this is required).
- to consider your application for employment; or
- to ensure internal monitoring procedures are complied with.
Is information passed to third parties?
SportsAid will only transfer your data to third parties in restricted circumstances and where it is lawful to do so.
We may disclose your personal data in the following circumstances:
- From time to time, SportsAid may use third party service providers. These service providers may have access to your personal data to perform services on behalf of and at the instruction of SportsAid.
- We are a registered charity and we may need to disclose your personal information to the Charities Commissioner which regulates charities. Wherever possible and appropriate we will anonymise that information (i.e. so that you cannot be identified) before making any such disclosure.
- We may also disclose personal information on our athletes to other persons or orgaisations on the athlete’s (or their parent/guardian’s, as applicable) express permission.
- We may also share your personal data with certain third parties for marketing purposes, as set out in the section below titles ‘Is information used for marketing purposes?’.
- We may also disclose personal information on our athletes to other persons or organisations on the athlete’s (or their parent/guardian’s as applicable) express permission, such as to sports governing bodies or funding partners. This express permission is given as part of the nomination process.
Is information used for marketing purposes?
Where we have your consent where this is required, or it is otherwise lawful to do so,we may provide you with direct marketing communications about SportsAid events,products and services, our work, press releases, e-news or surveys, or let you know about future awards which may benefit our athletes or future fundraising initiatives which might be of interest to our donors. In each case, such information may be sent to you by post or by e-mail, telephone or SMS. Such communications may also be provided by third parties acting on our behalf – these communications will be clear that they are communications from SportsAid.
Some SportsAid awards are made in conjunction with one or more of our funding partners. In this instance, you will be informed in advance of the details of the funding partner(s) in question and SportsAid will oversee the communication in the early stages.
For athletes, we will provide further information about such use of your personal data and we will seek your consent (and your parent/guardian’s consent as appropriate) to permit such communications from our funding partners, when you complete the form related to receiving a SportsAid award. Your personal data may be disclosed to such funding partners in order for them to send you mailings with details of their own events (by email and/or post) and find out how you are progressing in your sport and how the SportsAid award has helped you (as applicable).
If you receive marketing materials from us, you may unsubscribe at any time and/or opt out of receiving any other marketing or promotional materials, by following the instructions contained within the relevant e-mail, letter, text or other form of correspondence, or you can follow the steps outlined in the section below, headed “How can I be removed from SportsAid’s mailing list?”. If you wish to opt-out from receiving marketing materials from any of our funding partners, please contact the relevant business directly.
Will information be transferred abroad?
Your personal data will not be transferred outside of the European Economic Area [except in accordance with the Data Protection Act 2018 and where there is adequate protection in place]. Where we work with global partners, we receive assurances from them that personal data will be held in the European Economic Area.
Access to personal information?
SportsAid tries to be as open as it can be in terms of giving people access to their personal information. You can find out if we hold any personal information about you by making a 'subject access request' under the Data Protection Act 2018. Make your request, in writing, to us at email@example.com with the subject “DATA PROTECTION – SUBJECT ACCESS REQUEST”. Your request should include details (and we may ask you to securely provide documented evidence) of who you are (e.g. a copy of your driving licence, passport or birth certificate). If you can please also provide as much detail as possible regarding the information you wish to access (e.g. specific details of information required, date periods, search terms if you wish to have us narrow the search for your personal data in this way, who you have been in contact with at SportsAid).
You are not required to state WHY you wish to access the information but if you can please do include any details which will help us locate and retrieve the information (such as those mentioned above).
SportsAid adopts a general policy of openness in terms of allowing individuals access to their personal information, however we are a registered charity and therefore we may decide to charge the £10 administration fee (permitted under the Data Protection Act 2018). If we do this, we will ask for it promptly and please note that the time period for replying to subject access requests will only being once the fee has been received.
If we do hold information about you we will (if you ask for this):
- Give you a description of it
- Tell you why we are holding it
- Tell you who it could be disclosed to
- Let you have a copy of the information in an intelligible form
All efforts will be made to provide you with a response within 40 calendar days as required by the Data Protection Act 2018. If there is any delay (e.g. where circumstances beyond our control mean we cannot access all of the personal data we hold about you and we need to ask others to assist us) then we will write to you in advance of the statutory deadline to explain this and we will keep you fully informed about progress and respond with your personal data as soon as we can.
How can I be removed from SportsAid’s mailing list?
If you want to prevent further mailings from us, please request this in writing either toSportsAid Cymru Wales, Welsh Institute of Sport, Sophia Gardens, Cardiff, CF11 9SW or firstname.lastname@example.org. We will try to do this as soon as we can but please note that it may take us a reasonable amount of time (up to 28 days) for SportsAid to action your request. In addition, each electronic mailing we send you will contain details of how you can unsubscribe by emailing us.
If you have any comments or queries in connection with our Privacy and Data Protection Notice, please contact us at email@example.com or write to SportsAid, Welsh Institute of Sport, Sophia Gardens, Cardiff, CF11 9SW
SportsAid Cymru Wales (SACW)
Child Safeguarding policy
The purpose and scope of this policy statement
- SACW is a charity dedicated to helping talented young sportspeople in Wales achieve success by providing financial support to those nominated by the National Governing Bodies of sport in Wales. Whilst we have very limited direct contact with children or young adults we are committed to the protection of all children and young people.
- The policy sets out what SACW has in place to keep children & young people safe and to respond to child protection concerns.
- SACW works only with partners who have an ethical approach to working with children and young people and who operate to approved national safeguarding standards.
The purpose of this policy statement is:
- to protect children and young people who receive SACW’s services from harm. This includes the children of adults who use our services
- to provide staff and volunteers, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.
This policy applies to anyone working on behalf of SACW, including senior managers and the board of directors, paid staff, volunteers, sessional workers, agency staff and students.
This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in Wales A summary of the key legislation is available from nspcc.org.uk/learning.
This policy statement should be read alongside our organisational policies, procedures, guidance and other related documents.
- Role description for the designated safeguarding officer
- Dealing with disclosures and concerns about a child or young person
- Managing allegations against staff and volunteers
- Recording concerns and information sharing
- Child protection records retention and storage
- Code of conduct for staff and volunteers
- Behaviour codes for children and young people
- Photography and sharing images guidance
- Safer recruitment
- Online safety
- Managing complaints
- Health and safety
- Induction, training, supervision and support
- Adult to child supervision ratios
We believe that:
- Children and young people should never experience abuse of any kind
- We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.
We recognise that:
- the welfare of children is paramount in all the work we do and in all the decisions we take all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
- some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
- working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.
We will seek to keep children and young people safe by:
- valuing, listening to and respecting them
- appointing a nominated child protection lead for children and young people, a deputy and a lead trustee/board member for safeguarding
- adopting child protection and safeguarding best practice through our policies, procedures and code of conduct for staff and volunteers
- developing and implementing an effective online safety policy and related procedures
- providing effective management for staff and volunteers through supervision, support, training and quality assurance measures so that all staff and volunteers know about and follow our policies, procedures and behaviour codes confidently and competently
- recruiting and selecting staff and volunteers safely, ensuring all necessary checks are made
- recording, storing and using information professionally and securely, in line with data protection legislation and guidance [more information about this is available from the Information Commissioner’s Office: ico.org.uk/for- organisations]
- sharing information about safeguarding and good practice with children and their families via leaflets, posters, group work and one-to-one discussions
- making sure that children, young people and their families know where to go for help if they have a concern
- using our safeguarding and child protection procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately
- using our procedures to manage any allegations against staff and volunteers appropriately
- creating and maintaining an anti-bullying environment and ensuring that we have a policy and procedure to help us deal effectively with any bullying that does arise
- ensuring that we have effective complaints and whistleblowing measures in place
- ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance
- building a safeguarding culture where staff and volunteers, children, young people and their families, treat each other with respect and are comfortable about sharing concerns.
Nominated child protection lead
Mr David Mason
Deputy child protection lead(s)
Ms Jayne Morgans
Chairman/Director lead for safeguarding and child protection
Mr Mark Oliver
NSPCC Helpline 0808 800 5000
We are committed to reviewing our policy and good practice annually.
This policy was last reviewed on: 22nd February 2021
Signed: M Oliver Date: 24th February 2021