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Privacy policy

Who we are

Greenhouse Sports is a registered charity (Charity No. 1098744), founded in 2002, that delivers intensive sports coaching and mentoring sessions to help develop the Social, Thinking, Emotional and Physical (STEP) abilities of young people from disadvantaged communities. We work in almost 60 schools across London and manage a community sports centre in Marylebone.

Information and How we use it

We may collect personal information such as your name, date of birth, email address, postal address, telephone number and, if you are making a purchase or donation, credit/ debit card details. Read more on the user type relevant to you below.

Our Participants/ Members of the Greenhouse Centre Participants on our programmes: We collect your contact details and some statistical information to ensure we are fulfilling our charitable purpose, e.g. gender and ethnic background. Your safety is of paramount importance to us and therefore we collect details of any medical condition and emergency contacts. For more details, please see section 4 ‘Sensitive Personal Information’.

Centre members: We collect your contact details when you create an account with us, allowing you to book classes and sessions online, and allowing us to program your electronic membership card to grant access to the facilities. We collect statistical information to ensure we are fulfilling our charitable purpose, e.g. gender, ethnic background, activity levels. We monitor your activity and usage of the facilities and use your contact details for marketing purposes to help improve our facilities and offer classes appropriate to you. Your safety is of paramount importance to us and therefore we collect details of any medical condition and emergency contacts. For further details, please see section 4 ‘Sensitive Personal Information’.

If you opt in to accept notices, you may receive email announcements, news updates or other specifically requested information. You may opt out at any time to stop receiving notices.

Our Donors

We collect your personal information so we can:

  • Process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
  • Update you with important administrative messages about your donation, an event or services or goods you have requested.
  • Send you relevant communications that you have opted to receive and are of interest to you, e.g. newsletters, information about campaigns or appeals.
  • Invite you to participate in surveys.
  • Comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, who requires us to identify and verify the identity of supporters who make major gifts so that we can assess any risks associated with accepting their donations.

Building profiles of supporters and potential supporters At Greenhouse Sports, our life-changing work is only made possible thanks to the generosity of our supporters – so it’s vital that our fundraising efforts are as effective as they can be. By developing a better understanding of our supporters through researching them using publicly available sources we can tailor and target our fundraising events and communications (including volunteering opportunities) to those most likely to be interested in them. This allows us to be more efficient and cost-effective with our resources, and also reduces the risk of someone receiving information that they might find irrelevant or intrusive.

What information do we collect? We use information we hold about our supporters and potential supporters to research their potential to be a significant donor or volunteer fundraiser for Greenhouse Sports and collect additional details relating to their employment and any philanthropic activity. We may also estimate their gift capacity, based on their visible assets, history of charitable giving and how connected they are to Greenhouse Sports.

Which information do we use?

We use data which has been provided directly to Greenhouse Sports and combine this with information from publicly available sources such as charity websites and annual reviews, corporate websites, public social media accounts, the electoral register and Companies House in order to create a fuller understanding of someone’s interests and support of us. We only use reputable sources, where someone would expect their information may be read by the public. We avoid any data that we believe has not been lawfully or ethically obtained, and we do not use information sources which have not been made public. We’re committed to putting you in control of your data and you’re free at any time to opt out from this activity.

To find out more, please contact [email protected] or calling 020 8600 9991

Our staff, volunteers, and trustees

We collect personal information concerning our own staff, volunteers and trustees as part of the administration, management and promotion of our charitable activities.

Visitors to our website

We collect information through our website at several points. We may collect and process the following information: Information submitted through registration forms, newsletter subscription options and information that you provide when filling in any other forms on our site Details of your visit to our website including, but not limited to, traffic data, location data, weblogs and other communication data and the resources you access Personal information provided by you about other people, for example, when applying for a membership or subscription on their behalf We use cookies for website statistical analysis. A cookie is a small text file that our web server places on your computer hard drive.

Our cookies do not collect personally identifiable information.

Some expire when you close your browser, and others do not expire. You can delete cookies anytime by consulting your browser help guide and searching for how to delete cookies

Suppliers

We collect and process personal data about our suppliers (including sub-contractors and individuals associated with our suppliers and subcontractors) in order to receive goods or services for the benefit of our participants and staff and to complete our contractual duties, e.g. make payments.

Others who get in touch with us We collect personal information when an individual gets in touch with us with a question, complaint, comment, or feedback, such as name, contact details and subject. In these cases, we will only use the data for responding.

Job applicants

When you apply for a role at Greenhouse Sports, the information made available to you has details about why and how personal data is collected and processed.

Sensitive Personal Information

Data Protection Law recognises that some categories of personal information are more sensitive than others. The sensitive personal information we collect includes ethnicity, health conditions, required medication, whether a child has Pupil premium or Free School Meal status and details of any safeguarding concerns that are reported to us.

We collect certain sensitive data to:

  • Ensure that all our participants are safe and protected whilst on our programme, including health conditions and medication.
  • Enable us to understand who we are working with and ensure we are working with our target demographic.
  • If you provide us with any sensitive personal information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Notice.
  • We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.

Keeping your information safe

We take the security of your information very seriously. We have implemented appropriate physical, technical and organisational measures to protect the on-line and off-line personal information under our control from improper access, use, alteration, destruction, and loss.

Under 18

To run our activities safely, we collect person information on our participants, many of whom are under the age of 18 years. Whenever we collect this data, we will always gain parental or legal guardian consent.

When and how we share personal data

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

We may share your information with third parties who help manage our facilities, for example, a local authority or a sub-contractor.

The information will be disclosed to provide the services you have requested, or to contact you about your membership or billing.

We share anonymised data about facility usage and participant demographics with our funders and partner sponsors.

The data does not contain any personal information that can identify you or your address.

We will only disclose your personal information to third parties, the court service and/ or regulators or law enforcement agencies in connection with proceedings or investigations.

How long we retain your data

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or to the date specified in any contract you hold with us.

Changes to this privacy notice

We will keep this privacy notice under regular review and may make changes from time to time. It was last updated on 11 January 2024. Any amendments Please check back from time to time to take notice of any changes we have made, as they are binding on you.

Our legal basis for using your information

In some cases, we will only use your personal information where we have your consent. However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’.

This means that the reason that we are processing information is because there is a legitimate interest for Greenhouse Sports to process your information to help us to achieve our vision and charitable purpose.

Whenever we process your personal information under the ‘legitimate interest’ lawful basis we make sure that we consider your rights and interests and will not process your personal information if we feel that there is an imbalance.

We may use publicly available information, for example, to find new potential supporters and to invite them to be involved in supporting our cause through tailored communications. This processing of publicly available personal information ensures that approaches are only made to people that may be interested in our cause

Your rights and how to exercise them

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights, please email us at [email protected].

Access to your personal information: You have a right of access to personal data held by us. This right may be exercised by emailing [email protected]. As part of the process you will need to provide us with evidence of your identity. Individuals will not be charged, unless the request is unreasonable, persistent or time consuming; in such circumstances a charge of £10 per subject access request will be levied. The data controller will aim to provide the relevant data within 30 days.

Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.

Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.

Deletion: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in an electronic form, so it can be easily transferred.

Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

No automated decision making: You can object to decisions being taken by automated means (by a computer or machine, rather than by a person). We do not currently carry out any automated decision-making. Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.