Sport Northern Ireland is committed to complying with the Data Protection Act 1998.
As a public body we will only process (i.e. collect, store and use) personal data in a manner that is compatible with the Data Protection Act 1998. This means that we will always strive to ensure that we handle personal data fairly and lawfully with justification.
Our aim is not to be intrusive by invading your privacy or to undertake any task which is irrelevant. Instead our aim is to ensure we collect information that is of the highest quality in terms of accuracy, relevance, adequacy and non excessiveness and which by all accounts is “fit for purpose”.
What other laws are relevant to the handling of personal information?
Personal data is managed in accordance with the following legislation:
- The Data Protection Act 1998
- The Human Rights Act 1998
- Freedom of Information Act 2000
- Computer Misuse Act 1998
- Audit Commission Act 1998
- Regulation of Investigatory Powers Act 2000
- Access to Health Records 1990
- Crime and Disorder Act 1998
What is a Fair Processing Notice (FPN)?
To ensure that we process your personal data fair and lawfully we are required to inform you:
- Why we need your data
- How it will be used and
- Who it will be shared with
Sport Northern Ireland is responsible for protecting the public funds it manages. To do this we may use the information you give us or the information we hold about you to detect and prevent crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
For the purposes of the Data Protection Act 1998, Sport Northern Ireland is the Data Controller (the holder, user and processor) of the information. We will keep all information safe and secure.
How do we collect personal about you?
The information we collect about you comes from:
- Forms you have completed and given to us
- Claims you have made
- Letters you have sent to us
- Details of any checks we have made to ensure the accuracy of the information we hold
- Computer records held by us
What is personal data?
Personal data is defined as any data, which relates to a living individual who can be identified:
- From the information we hold, or
- From the information combined with any other information which is already in the possession of, or likely to come into the possession of, the person or organisation holding the information
Personal information also includes any expression of opinions about an individual, and any indication of the intentions of the data controller (i.e. the council) or any other person in respect of the individual.
Examples of personal data include:
- Names and home address details
- National insurance number
- Bank account details
- Dates of birth
- Telephone numbers
What types of personal data do we handle?
In order to carry out the Sport Northern Ireland’s duties we hold data in relation to:
- Personal details such as names, addresses, telephone numbers
- Personality and character references
- Family, lifestyle and social circumstances
- Grant recipient details including personal names and addresses
- Education and training details
- Employment details
- Financial details
- Pension details
- Goods or services provided
- Racial or ethnic origin
- Political opinions
- Sexual life
- Physical health or mental condition
- Information relating to health and safety
- Trade union membership
- Medical information
- Offences (including alleged offences)
- Criminal proceedings, outcomes and sentences
- Political affiliation of elected members
- Complaints, accidents, incident details
- Licences or permits held
- Business activities of an individual
- Sounds and visual images i.e. CCTV images
What is the purpose of holding data?
Sport Northern Ireland has notified the Information Commissioner that personal data will be held and used for the following purposes:
- Staff administration
- Grant administration
- Advertising, marketing and public relations
- Accounts and records
- Assessments and collection of taxes and other revenue
- Crime prevention and prosecution of offenders
- Corporate functions
- Other non-commercial activities
- Information and administration
Whose personal data do we handle?
In order to carry out our duties we handle personal data from a range of individuals. This includes:
- Staff including volunteers, agents, temporary casual workers, members, self-employed and other persons contracted to work on behalf of Sport Northern Ireland
- Grant recipients
- Complainants, correspondents and enquirers
- Relatives, guardians and associates of the individual concerned
- Advisers, consultants and other professional experts
- Former and potential members of staff, pensioners and beneficiaries
- Business or/other contacts
- Employees of other organisations
Why do we share information?
There are a number of reasons why we share information. This can be due to:
- Current legislation implies that we must
- We may have to comply with a Court Order
- You have consented to disclosure
Any disclosures of personal data are always made on case-by-case basis, using the personal data appropriate to the specific purpose and circumstances and with the necessary security controls in place.
Information is only shared with those agencies and bodies who have a “need to know basis”.
Whom may we share the information with?
We obtain and share personal data with a wide variety of sources, which include but are not limited to:
- Her majesty’s Revenue and Customs (HMRC)
- Home Office
- Child Support Agency
- Central government, government agencies and departments
- Other local authorities and public bodies
- Ombudsman and other regulatory authorities
- Licensing authorities
- Financial institutes for e.g. banks and building societies for approved mortgage references
- Credit Reference Agencies
- Utility providers
- Law enforcement agencies including the Police, the Serious Organised Crime Agency
- Emergency services for e.g. The Fire and Rescue Service
- Auditors e.g. Audit Commissioner
- Department for Work and Pensions (DWP)
- Voluntary and charitable agencies
- The Assets Recovery Agency
- Individuals themselves
- Relatives, guardians or associated people with the individual – i.e. where there is a legal duty to
- Data processors that work on behalf of the Council
Why do we share information?
Sport Northern Ireland works closely with a number of bodies and agencies to promote the social well-being of the community.
In order to ensure we achieve this goal it may be necessary to share information with our partner agencies to:
- Check the accuracy of the data we hold
- Preserve or save life and reduce accidents
- Reduce crime and disorder
- Ensure we meet our statutory and regulatory legal obligations, including those related to diversity and equality of opportunity
- For law enforcement, regulation, licensing, criminal prosecution and court proceedings
- Protect public funds from false claims and overpayments
- Recover money owed
- For research or statistical purposes – all personal identifiers are removed in this instance. For example for consultation informing or gauging your opinion on our products and services
- To provide more streamlined services with our partners and agencies.
- Sport NOrthern Ireland will only use the data it holds to fulfil these functions efficiently and effectively.
How much information is shared?
Information is only shared on a need to know basis, and at a very basic level, where necessary.
What are the benefits of sharing information?
By sharing data securely and effectively we will:
- Provide better quality and more streamlined services
- Ensure that public money is not wasted
- Avoid having to ask for money back which has been paid incorrectly
- Provide a better a way of life
You will always have the right to opt out of any data sharing initiatives where no statutory requirement eixsts – but do remember this is only for the purpose of improving our services to you.
Your personal data will not be used for any sale or marketing purposes and we will not pass your information onto third parties unless we have your consent to do so or we are required by law to do so e.g. fraud or crime purposes.
How do you ensure the security of personal data?
Sport Northern Ireland takes the security of its personal data very serious.
Sport Northern Ireland has security procedures and an Information Security Policy to ensure we protect our manual and electronic data from accidental loss or misuse. We only permit access to information with there is a legitimate reason to do so.
What if the data you hold about me is incorrect?
It is important to us that the data we hold about you is accurate and up to date. If you are moving house or changing your name please contact Sport Northern Ireland immediately so we can update our records.
How long will my data be held?
In some instances the law sets the length of time information has to be kept, but in most cases Sport Northern Ireland will use its discretion to ensure that we do not keep records outside of our normal business requirements – i.e. providing a service to you. Your information will be only held for as long as necessary and will be disposed of in a secure manner when it is no longer needed.
Sport Northern Ireland applies minimum retention periods to specific records, which are specified in its retention guidelines.
Can I find out what information is held on me?
You can submit a data subject access request to see what information we hold about you. All we ask is that you write to us (email and fax included) at the following address below and clearly specify the information you require.
All subject access requests require proof of ID and a £10 fee to cover all photocopying and postage costs. (The fee is waived if you have been in care and the Council is regarded as the legal guardian).
Cheques must be payable Sport Northern Ireland. Once the cheque has cleared your response will be dealt within the statutory 40 calendar period.
Am I entitled to all the information that is held about me?
Data subject access requests are subjected to the exemptions of the Data Protection Act 1998.
In some limited cases we may have to redact names or withhold information where it relates to:
- A third party or where the information has been provided in confidence
- The prevention and detection of fraud
- The catching or prosecution of offenders
- The assessment and collect of taxes and duties
- The ways benefit fraud is detected or prevented
- The health and safety of council staff
- Where the disclosure of medical opinions may cause distress or serious harm to a person