Bucks and Milton Keynes School Games Privacy Notice


This privacy notice is related specifically to the School Games programme delivered by Leap. For other projects delivered by Leap please see the relevant privacy policies

PLEASE NOTE: this notice is relevant to the element delivered by Leap. Localised opportunities of the School Games programme are the responsibility of School Games Organisers (SGOs) and their host schools who will have separate policies. If you would like to find out further information please contact your School Games Organiser.

At Leap we are committed to protecting your privacy when you use our services. We are hosted by the Buckinghamshire Council and our relationship is based on Leap being the Data Controller and the Buckinghamshire Council being the Data Processor.

The law requires us to give you a Privacy Notice which gives you details about how we use and protect your information. The notice below gives you those details and explains how we keep your information secure, how we use it and why we need it.

If you have any questions regarding this notice or our privacy practices then please contact us:

by email: info@leapwithus.org.uk

in writing: Leap, Coach House, Green Park, Stablebridge Rd, Aston Clinton HP22 5NE

or by telephone: 01296 585215

This notice will be reviewed and updated on an annual basis. It may also be updated when we change our services and will always contain details of when it was last updated.

How we collect your information

We collect information from you when you contact us or access any of our products and services. This information may be collected in a number of ways, for example, by letter, email, face-to-face, telephone, online or paper forms and through social media.

What information do we collect?

The personal information we collect usually includes your name, address, contact details and information appropriate to the club/organisation you represent. We may also ask you some equality monitoring questions. We ask these because we want to make sure that everyone is treated fairly and equally, and that no one gets left out. We’ll use it only to help us make decisions and improve our services. We will state clearly the information we will be collecting when you apply. We may share information for reporting purposes but it will be in an aggregated and anonymised format and no identifiable information will be shared.

Evaluation and Feedback Forms (via Microsoft Forms and face to face)

These can be completed anonymously by teachers, spectators, officials and anyone else wishing to feedback on their School Games experience.

What information do we collect?

Forms are anonymous but names and email addresses can be provided to sign up to our mailing list. Face to face feedback may include your name and school, but you are able to decline the request or withdraw at any time.

How is your information used?

The legal basis we use for collecting this data is that it is necessary for the performance of a public task in the public interest. Data is used to provide partners with aggregated and anonymised statistics about who is taking part in our events, to secure future funding and improve our services.

We process equalities monitoring data for reasons of substantial public interest to ensure equality of opportunity or treatment. We want to make sure that everyone is treated fairly and equally, and that no one gets left out. We won’t share this information with anyone else. We’ll use it only to help us make decisions and improve our services.

No personal or identifiable information is shared with anyone outside of Leap.

We will only share personal data when we have a legal basis and it is necessary to do so, such as such as safeguarding. We will only share the personal data that is necessary for the purpose we are sharing it for.

How long will we hold your information?

Responses are stored securely and retained until the relevant reporting has been submitted, up to a maximum of one year.

Who has access to your information?

We will not sell or rent your information to third parties or share your information with third parties for marketing purposes.

We may use your information to:

process requests that you have submitted in accordance with the relevant terms and conditions.
seek your views or comments relevant to the event that you have attended.
notify you of changes to our services.
send you communications about the specific event you have booked onto, or events that may be of interest to you.

How long will we hold your information?

We review our retention periods for personal information on a regular basis. We will only keep information for as long as it is needed.

Photographic images and video footage

How do we collect information from you?

We follow the photography guidelines published by the NSPCC Child Protection in Sport Unit, as well as our own safeguarding, welfare and photography policies.

What information do we collect?

Photographs and video footage are taken at events.

How is your information used?

Photography or filming may take place at any of our events to promote the values of Leap School Games. Our use of images and video footage portrays diverse groups of people engaging in and enjoying physical activity, helping us to inspire other people to be more active.

We rely on consent to take photographs and video footage in which participants are identifiable.

Where consent is given images and video footage may be used by Leap for promotional purposes and published on the websites, social media accounts and printed publications owned and managed by Leap.

How long will we hold your information?

Original images and videos are retained for a two-year period after which they will be securely disposed of. After this time, copies of images or videos may still appear in previously published website articles, social media posts, printed publications or promotional materials.

How you can access and update your information?

The accuracy of your information is important to us. If you would like to update or amend the information that we hold about you, then please contact us:

by email: info@leapwithus.org.uk

in writing: Leap, Coach House, Green Park, Stablebridge Rd, Aston Clinton HP22 5NE

or by telephone: 01296 585215

Your Rights

Under the GDPR you have a number of rights which you can access exercise free of charge which that allow you to:

Know what we are doing with your information and why we are doing it
Ask to see what information we hold about you
Ask us to correct any mistakes in the information we hold about you
Object to direct marketing
Make a complaint to the Information Commissioners Office
Depending on our reason for using your information you may also be entitled to:

Ask us to delete information we hold about you
Have your information transferred electronically to yourself or to another organisation
Object to decisions being made that significantly affect you
Object to how we are using your information
Stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioners Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise a right, please contact us at info@leapwithus.org.uk

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

The United Kingdom General Data Protection Regulation also gives you the right to lodge a complaint with the Information Commissioner. Follow this link to make a complaint or telephone 0303 123 1113.

Updated April 2024.