1.Introduction

The Active Life Foundation is a registered charity 1181532. The registered office is 31 Brunel Street, Ferryhill, Co. Durham DL17 8NX. 

The Active Life Foundation is committed to respecting and protecting your privacy and the security of your personal data.

The Active Life Foundation is a “data controller”. This means that we are responsible for deciding how we hold and use (process) personal information about you. The word ‘process’ covers most things that can be done with personal data such as the collection, use, storage, sharing and erasure of that data.  We are committed to complying with data protection legislation in our handing of your personal data.

We are required under data protection legislation to notify you of the information contained in this Privacy Policy.

This Privacy Policy informs our users about why and how we process your personal data including how we look after it and with whom we may share it.

2. Personal Data We May Hold

‘Personal data’ is any information that relates to a living, identifiable person.  This data can include your name, contact details, and other information we gather as part of our relationship with you.

It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation.  The collection and use of this type of data is subject to strict controls.  Similarly, information about criminal convictions and offences is also limited in the way it can be processed.

3. Collection

We will collect your personal data mostly through our contact with you; and as outlined below

• When you register and/or sign up on our projects
• When you request information
• We may ask you for information if you make a complaint and, if you contact us, we may keep a record of that correspondence.
• Requesting any services we offer
• When you interact with us via The Active Life Foundation's website and online resources that you access which may include the use of cookies as well.

The legal basis on which we collect and process the personal data described above depends on the personal information concerned and the specific context in which we collect it.

However, we will only use your personal information where we:

• Have your consent to do so
• Need the personal data to perform a contract with you
• Need to process your personal information for The Active Life Foundation’s legitimate interests and only where The Active Life Foundation’s legitimate interests are not overridden by your data protection interests or fundamental rights and freedoms
• Have a legal obligation to collect personal information from you
• Need the personal information to protect your vital interests or those of another person

 4. Data Relating To Children

• Our services are used by people of all ages.
• Children aged under 18 years must have a parent or guardian’s consent before providing personal information to us. We do not wish to collect any personal information without this consent.

5.How We will Use Your Data

The Active Life Foundation will use your personal information in the following ways detailed below:

• Carry out The Active Life Foundations' obligations arising from any contracts entered into between you and The Active Life Foundation.
• Authenticate you when you register for services
• If you contact us by email, via the website, in person or by telephone we may keep a record of your contact information and enquiry and may subsequently use your contact details to respond to your enquiry.
• Ensure that content The Active Life Foundations' website is presented in the most effective manner through the use of cookies
• When we collect any personal health data you provide to us when registering and signing up for our projects. The purpose of this is to ensure we can recommend appropriate exercise regimes / activities. Also to ensure we are offering you the right services/activities and so your progress can be tracked by yourself and us.
• For audit by the project funders
• For reporting purposes to project funders
• For evaluation purposes
• Making financial claims to project funders

• Provide you with information, products or services that you request from The Active Life Foundation or which we feel may be relevant to you based on previously accessed services, where we are legally entitled to do so

 6. Storage and Protection of your Personal Information

The Active Life Foundation will take all steps reasonably necessary including policies, procedures and security features to ensure that your data is treated securely and protected from unauthorised and unlawful access and/or use, and in accordance with this policy.

We will never sell your personal information to a third party.

7. Cookies

When you visit one of our websites, we collect standard internet log information for statistical purposes.

• We use cookies to collect information in an anonymous way, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
• We do not make any attempt to identify visitors to our websites. We do not associate information gathered from our sites with personally identifying information from any source.

Using cookies helps us to improve our site and to deliver a better and more personalised service.

Our websites contain links to various third party websites. We are not responsible for the content or privacy practices of any external websites that are linked from our sites.

8. Data Sharing

We may have to share client data with third parties, including third-party service providers and funders.

If withholding such information may cause serious harm.

Where it is felt that an individual is at risk of harming themselves or another individual, The Active Life Foundation will disclose information to appropriate external authorities (Police, Social Services). Where there is a legal requirement to disclose information.

Website hosting companies - to host The Active Life Foundation’s digital platforms (e.g. website)

We require third parties to respect the security of your data and to treat it in accordance with the law.

9. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

10.  Your Rights

Accuracy of data

We will always try to ensure the data we hold about you is accurate and relevant.  If you believe the information we hold about you is out of date or incorrect, please tell a team member or contact us on the details listed in this policy. You will need a form of identification to request any changes.

 Data protection laws grant you certain ‘information rights’, which are listed below:

• Right of access - You have the right to obtain a copy of information we hold about you (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Right of rectification or erasure - If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you withdraw the consent upon which The Active Life Foundation processing is based, or if you feel that we are unlawfully processing your data. Please note that we may be entitled to retain your personal data despite your request, for example if we are under a separate legal obligation to retain it. Your right of rectification and erasure extends to anyone we have disclosed your personal data to and we will take all reasonable steps to inform those with whom we have shared their data about your request for erasure.
• Right to restriction of processing - You have a right to request that we refrain from processing your data where you contest its accuracy, or the processing is unlawful and you have opposed its erasure, or where we do not need to hold your data any longer but you need us to in order to establish, exercise or defend any legal claims, or we are in dispute about the legality of The Active Life Foundation' processing your personal data.
• Right to Portability - You have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent and is carried out by automated means. This is called a data portability request.
• Right to Object - You have a right to object to The Active Life Foundation' processing your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.
• Right to Withdraw Consent - You have the right to withdraw your consent for the processing of your personal data where the processing is based on consent.
• Right of Complaint - You also have the right to lodge a complaint about any aspect of how we are handling your data with the UK Information Commissioner’s Office, which can be contacted at www.ico.org.uk
• Right to Opt-out of Marketing Communications - You have the right to opt-out of marketing communications we send to you at any time. 

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 11. Links To Over Websites

Our websites may contain links to and from external websites, advertisers and affiliates. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.

12. Changes To This Privacy Policy

We reserve the right to update this privacy policy at any time and will update the privacy policy on this page. We may also notify you in other ways from time to time about the processing of your personal information.

 13. How to Contact Us

If you wish to contact The Active Life Foundation about this privacy policy or have any questions about your personal date, please contact: info@theactivelifefoundation.org.uk,

Or write to The Active Life Foundation, The Chair, 31 Brunel Street, Ferryhill, Co. Durham, DL17 8NX.

Last Updated: 2/9/2019