ParkPlay Privacy Policy
This policy is effective as of 6th October 2020
At ParkPlay we are committed to respecting you and your privacy, and making sure all our policies are transparent and understandable. So we have to put together this privacy policy to be as clear as possible to explain what data we collect and hold about you and what we do with it. We also want to make sure that you know your rights and are in control of the information you share with us.
This policy covers the following areas:
- Why we collect your data
- What data we collect and where we get it from
- What data we share
- How long we keep your data for
- Automated decisions/profiling
- Your rights to manage your data
First a little background Information about who and what ParkPlay is –
ParkPlay Limited is a UK-based not for profit (registered number 12409685) that delivers ParkPlay events across the UK. ParkPlay collects, manages, and processes all associated data and is therefore considered the data controller for all ParkPlay events.
If you have any questions about this privacy policy please email us at hello@park-play.com
Why does ParkPlay collect your data?
In order to put on ParkPlay events on Saturday mornings, we need to understand who is participating. There are many reasons for this, from simple stuff like providing you with information around how and when you have taken part, and knowing how many people are going to turn up, through to more complex challenges such as measuring the impact of our events on those communities most in need of increasing their physical activity levels and social engagement.
The General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA) require that all information we collect must be done so under a specific lawful basis. There are six clearly-defined lawful bases for processing information, and we categorise the majority of our data processing under three of those: Contract, Legitimate Interests and Consent.
Contract
In order to take part in ParkPlay, either as a ParkPlayer or volunteer, we need to know certain pieces of information about you. This is so we can put on each ParkPlay event at an appropriate standard, to ensure your safety, and to allow us to provide you with accurate records of your participation.
These details are collected and stored under the provision of the contract lawful basis and it also includes service-related emails, for example, to confirm that you have registered with us, or remind you to take part in one of our events, or to alert you of an update to this Privacy Policy. As these are emails that are critical to your participation we do not offer an option to unsubscribe as they are necessary to provide the services you requested.
Legitimate Interests
Outside of your direct participation we also wish to develop the reach and impact of ParkPlay, and as such have a legitimate interest to process certain information with this aim. This includes things like carrying-out research to further understand who is or isn’t participating in our events (in order to understand our ability to impact those most in need) or capturing and sharing images of our events taking place, helping us to inspire other people to engage in physical activity and redefine what it means to be active.
Consent
Above and beyond simple participation as a ParkPlayer or volunteer, there are a number of ways you can help us to ensure our events positively impact the health and happiness of their local communities, and remain free to participate in.
One of the best ways to support us in this way is by consenting to receive emails regarding things like offers, competitions and emails from our partners, training tips, and more. We therefore provide the opportunity at registration, and via your profile, to opt in to these communications. You can opt out at any time. ParkPlay does not email children under the age of 16.
Other Bases
Although extremely rare, there can be occasions where we are required to process information under one of the other three lawful bases: Legal Obligation, Vital Interest, Public Task.
What data does ParkPlay collect and when is it collected?
We collect a variety of different data which fall in into different general categories: profile, contact information, technical data, incident reports, surveys and event imagery.
Profile and Contact Information
When you register for ParkPlay we collect information about you and anyone else you register, which allows us to support your participation in our events. This information is primarily the profile and identity data (name, date of birth, gender, postcode, marketing preferences, medical details and emergency contact). We also at this point collect you contact information, email and mobile number so we can contact you, including sending you reminders and information about the ParkPlay events you have signed up for.
At any point you can update your profile information or choose to delete your profile by emailing privacy@park-play.com.
Technical information
When you go to the ParkPlay website, read the emails ParkPlay sends or visit one of the social networking sites that ParkPlay uses we collect some information. This can include your IP address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, records of pages visited and other information about the devices you use to access the site.
Primarily the technical information we collect is used to understand if the website and emails are working properly, and if any changes we make have a positive difference. We do not use any technical information to obtain any of your personal data against your knowledge or track your visits to any other websites. The only other use is in the case of criminal activity or misuse of our information we will use it to cooperate with law enforcement.
We do use some third party services, such as Google Analytics and Participant which uses cookies that will be stored on your computer. Generally, cookies and similar technologies work by assigning to your browser or device a unique number that has no meaning outside of their system. We use these technologies to personalise your experience and to assist in delivering content specific to your interests. Most browsers automatically accept cookies.
Incident reports
At ParkPlay we are committed to learning and continuously improving, one of the ways we do this is by recording any incidents that occur at a ParkPlay event so we can learn from it and improve any processes or prevent similar incidents from occurring again. Incident reports are written by ParkPlay directors and local volunteer teams in the event of an incident. Incident reports include some profile and contact information as well as a description of the incident
Surveys
Another way that we continuously learn and improve is by sending out research surveys. These help us to understand how well ParkPlay is doing, where it can improve and understand better who is taking part in our events. One of our missions is to help everyone to be more active and surveys give us a way to understand if we are achieving that goal.
Event Photography and Filming
Photography or filming is likely to take place at our events, is common practice, and helps us to inspire other people to engage in physical activity. It also provides a means for historical recording of our events over time. Furthermore, our use of images helps to demonstrate diverse groups of people engaging in and enjoying physical activity both during ParkPlay events but also as part of the wider community.
Everyone has the right to object to being photographed or filmed and can do so by contacting the event team directly, or ParkPlay head office, and requesting deletion of relevant imagery. You can also let the ParkPlay director know at the event to not be included in any filming or photography on the day.
What Data We Share
Anonymised Data
Our mission is to help more people to become active by giving everyone the opportunity to explore and experience the life-changing power of play. To do this we need to get funding from Sport England and other partners so that ParkPlay can remain free. To prove that their investment is worthwhile we share with them, under the lawful basis of Legitimate Interest, anonymised participant data.
Personal Contact Details
We do not share our users’ personal contact details with any third parties. All communications sent to our database on behalf of our partners are sent directly by us and only where you have consented for us to do so.
Registration and Booking System
We may share your data with our service providers, including the operators of our registration and booking system (currently a company called Participant). You can see Participant’s full privacy statement here: participant.co.uk/privacy
How long we keep your data
Depending on the type of data we retain it for different durations.
Profile and contact data we keep for up to three years from your registration date or your last participation at a ParkPlay event, whichever is the later. This is to allow you to access your profile and view your participation records and participate in future events but be able to take a break from ParkPlay.
The Technical data can be kept for up to one year from point of data collection.
Incident Data we need to keep for three years after the event, after which the personal identifiable information will be anonymised, but details of the incident will be retained.
Anonymised Survey Data and Event Imagery will be kept in perpetuity
Automated Decision Making and Profiling
In some situations we make automated decisions based on various types of data that we hold, this also also known as profiling. Examples of where we use this might be to send research surveys to people who have only ever participated once.
Whilst our automated decision making processes do not have a legal or similarly significant effect on the individuals concerned, you do have the right to object to us applying these processes to your data.
To understand more about automated decision making and profiling please see this section of the ICO website.
Your Rights
You have the following rights:
Access to your personal data: You may request access to a copy of your Personal Data, by providing details of your request.
Right to withdraw consent: You may withdraw your consent to processing at any time, explaining why you wish to do so.
Rectification: You may ask us to rectify inaccurate Personal Data held about you by providing the updated information.
Erasure: You may ask us to delete your Personal Data, specifying why you would like us to delete your Personal Data.
Portability: You may ask us to provide you with the Personal Data that we hold about you in a structured, commonly used, machine readable form, or ask for us to send such Personal Data to another data controller.
Right to object: You may object to our processing of your Personal Data by providing details of your objection.
Make a complaint: You may make a complaint about our data processing activities to a supervisory authority. For the UK, this is the Information Commissioner’s Office, who can be contacted via ico.org.uk.
To make enquires and/or to exercise any of your rights in this Privacy Policy please contact privacy@park-play.com. Please note that we may ask you to provide a form of identification verification before we can give effect to any such request made by you and such requests will always be subject to our legal obligations and lawful grounds of processing.