Access to Activity Children's Privacy Notice

Why do we have this policy?

We care about keeping your personal information safe, especially because this policy is for children and young people, like yourselves. We follow the law on data protection (like the UK GDPR) to make sure your information is handled responsibly.

This policy explains:

  • What information we collect about you

  • How we use it

  • Who we might share it with (and why)

  • How we keep it safe and secure

  • Your choices about your information

  • How we use cookies on our website

Who looks after your information?

The people or organisation in charge of your information are called "data controllers". They are responsible for making sure your data is collected, used, and stored safely. You (and your parent/guardian) can always ask them questions about how your data is used.

What information do we collect about you?

We collect only the information we need so we can keep you safe, help you join sports clubs, and confirm you meet the criteria.

When you give us information

You (or your parent/guardian) might give us personal details when you:

  • Apply for the bursary

  • Contact a sports club

  • Use our website or social media

  • Contact us directly

This can include:

  • Your name

  • Your D.O.B.

  • Your address, email, or phone number

  • Your parent/guardian’s name and contact details

  • Confirmation that you meet the criteria in the form of a letter from your school or a recent Universal Credit online statement.

We ask you to keep this information up to date so we can support you properly.

How we use your information

We may use your information to:

  • Contact you or your parent/guardian to see your supporting evidence.

  • Confirm with the sports club you have selected that you meet the criteria.

  • Improve our services.

  • Meet legal and safety requirements.

We do not use your information to sell you things or send unrelated adverts.

When we share your information

We will never sell your information.

We only share it if:

  • You (and your parent/guardian) say we can.

  • The law tells us we must (for example, for safety or legal reasons).

  • We work with trusted companies who help us send newsletters or organise events — but only if they keep your information safe and use it exactly as we say.

Who we share it with

  • Community Development team staff (authorised access only).

  • Other Council staff (to the extent required to provide requested services).

  • System suppliers (strict need-to-know basis with confidentiality clauses).

  • Voluntary sector organisations and community groups.

  • Event venues, contractors and suppliers

  • Police and other local authorities (crime prevention/detection under GDPR Article 23)

  • Other Council departments (for service efficiency and individual welfare)

Our legal reasons for using your data

We may use your data because:

  • You (and your parent/guardian) gave us permission (Consent).

  • We need it to confirm you meet criteria to receive the bursary.

  • It’s important for safety or the public interest.

How we keep your information safe

We use strong security measures to protect your information:

  • Computers and databases are password-protected and encrypted.

  • Paper records are kept in locked storage.

  • Only trained staff who need your information can see it.

  • We regularly check our systems to make sure your data is protected.

Where your information is stored

We try to store all data in the UK or the European Union (EU), where strong privacy rules apply. Sometimes, we may work with trusted partners in other countries like Canada, the USA, or Australia (but this isn’t usually likely). If we do, we make sure your data is just as safe as if it were in the UK.

Your rights

You (and your parent/guardian) have the right to:

  • See what information we have about you.

  • Ask us to change anything that’s wrong.

  • Ask us to delete information we no longer need.

  • Say no to certain ways we use your information.

  • Ask us to send your information to another service (in certain cases).

To use these rights, contact our Data Protection Officer at: dataprotectionofficer@epsom-ewell.gov.uk

If you’re worried or unhappy

If you’re not happy with how we handle your data, you (or your parent/guardian) can contact:

Information Commissioner’s Office (ICO)

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF

Important for Parents/Guardians

We always require parental consent before collecting, using, or sharing any personal information from children under 13 (or the local legal age). We may verify this consent by email, phone call, or written permission.