Active Surrey privacy policy
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Active Surrey Privacy Policy

Active Surrey is the Active Partnership for Surrey, hosted by Surrey County Council. This privacy policy explains how we use any personal information we collect about you as a non- school user (typically via our website), as required under the General Data Protection Regulations (GDPR).

If you represent a school and want to know how we safeguard your data or that of your pupils, please see our Active Schools Privacy Policy which can be accessed via our website at

Programmes run by us (such as the Surrey Youth Games) may have their own Privacy Policies which detail specific information requested and held by us in order to deliver the projects concerned.


Information we collect

We use a number of integrated systems to help us process, store and manage your data,  these include Capsule, (a CRM system for recording ‘Business to Business’ contact information and email and phone conversations),   Mailchimp, (typically used to send newsletters and some other emails) a mailing app  Bookwhen (typically used if you book on a course or event), Upshot (a data capture tool used for monitoring, evaluation and reporting on programmes called BYB, Schools Leadership programme and Satellite Clubs) and Rider HQ (typically used to record anyone associated with the Surrey Youth Games). No third party provider has permission to use or share your information for their own purposes. For further details and to access the individual privacy policies please click on the links above.

Should you book onto a workshop through the Active Surrey site, we will capture your address and other contact details to enable us to manage your attendance. Via our site, information may also be collected through Surrey County Council’s ‘E-suite’ booking and encrypted payment system OR through the booking system of the course provider if courses are booked directly with them (in which case their Privacy Policy will apply). Details of how your data is safeguarded on the E-suite system can be found via a link at the top of the E- suite page, before you enter your details.

If you register to receive one of our monthly newsletters we will specifically capture your name and email address and details of any organisation you represent.

Our site allows access to registration for events, such as the Surrey Youth Games. In these cases separate privacy notices will apply which will be clearly indicated as part of the registration process for that event.

We may collect information when you voluntarily complete customer surveys, provide online feedback via Survey Mechanics (our survey provider), agree to take part in case studies and participate in any online competitions. Information provided in these instances may be covered by separate agreements where applicable.

Information about you may be collected if you register personal details when representing a club or organisation within our open data activity finder, which allows prospective new members or customers to contact you. This information is held on secure servers under the ‘Open Sessions’ banner which is operated by London Sport, who provide the activity lookup service on our behalf. You can read the Open Sessions Privacy Policy at

Website usage information is collected using cookies. For more information regarding cookies, please see our cookie policy -

To ensure the utmost safety of your Data, Passwords are updated on a regular basis and access is removed when a member of staff is no longer employed by Active Surrey.


Our legal basis for processing your data

Legally, organisations are allowed to process personal data on six bases, any one of which may apply depending on the service you access. We will process your personal data where:

  • You have given consent to the processing of your personal data for one or more specific purposes
  • It is necessary for the performance of a sale or contract (such as a workshop booking)
  • It is necessary for compliance with a legal obligation to which we are subject
  • It is necessary in order to protect your vital interests;
  • It is necessary for the performance of a task carried out in the public interest
  • It is necessary for the purposes of our legitimate interests or those of another partner organisation (such as Sport England), except where your data rights over-ride this.


How we use the information we hold

We may use information you have provided to:

  • Help you publicise activities or clubs you tell us about
  • Send you information or updates you have requested such as newsletters, or other emails
  • Manage workshop bookings and share the information with the training provider to set up a register and / or send course information or attendance certificates.
  • Complete summary reports for borough and district councils or Sport England on those attending workshops
  • Share non-sensitive information you have knowingly supplied online and in print (anonymised survey info, case study details or images from events). This non- sensitive information may be shared with partners such as borough and district councils, Public Health, Sport England and National Governing Bodies.
  • We may use our Capsule CRM system to record day to day contact information, typically this would be Business to Business emails, telephone conversations and contact information.

Active Surrey will not share your information for marketing purposes with any other organisation unless by exception, in which case it will be stated explicitly.


How long we hold the information you provide

For workshop bookings, we will hold your full details (excluding payment details) on Active Surrey’s system which is held on Surrey County Council’s secure servers. This full data will be held for no longer than 4 months from the date of your course. We will also keep your forename and first initial of your surname, along with details of any club you represent for no longer than 15 months for borough / district or Sport England reporting purposes.

Newsletters and other email updates will continue until you unsubscribe.

Identifiable (name and full address) data on participants in our now-terminated Elite scheme will be kept for no more than 24 months. We may keep non-name data detailing number of participants, ages, postcode, sports represented for up to 5 years.

Identifiable (name, full address, email and phone number) data for Business to Business  correspondence is kept within the Capsule CRM System. This is held for no more than 3.5  years, after which point it is deleted on a 6 monthly cycle.


 Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email Bob Pritchard, Active Surrey’s information processing officer at with the subject title ‘Data Access Request’. If you are specifically interested in the data we hold on the Capsule CRM System then email Ellen Johnson, Business Support Officer at with the Subject title ‘Data Access Request Capsule’.

We want to ensure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate.

If you our dissatisfied with our response or have a more detailed query please contact Surrey County Council’s Corporate Information Governance Manager, Grisilda Ponniah at


Other websites

Our website contains links to other websites. This privacy policy only applies to this website, so when you link to other websites you should read their own privacy policies.


Changes to our privacy policy

We keep our privacy policy under regular review and we will regularly update it. The date this version of the policy was updated can be found at the end of this notice.


How to contact us

Please contact us at if you have questions about this policy. For more detailed queries or questions relating to legislation surrounding the wider use of any data you provide please contact Surrey County Council’s Data Protection Officer at

Last updated July 2020