What personal data we collect and why we collect it
At Plan4Sport we’re committed to protecting and respecting your privacy.
This privacy notice explains when and why we collect personal information about people who visit our website and interact with Plan4Sport via telephone, email and any other form of correspondence. It covers how we use this information, the conditions under which we may disclose it to others and how we keep it secure.
We may change this notice from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using this website and corresponding with Plan4Sport, you’re agreeing to be bound by this notice.
Any questions regarding this notice and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to Plan4Sport Limited, PO Box 3578, Lichfield, WS13 8XZ. Alternatively, you can telephone 01543 253150.
Who are we
We are Plan4Sport. We specialise in:
- Plan4:Mental Health
- Plan4:Sports Funding
- Plan4:Equality, Diversity & Inclusion
- Plan4:Business Consultancy
- Plan4:Education & Training
Plan4Sport is a registered company limited by guarantee (no. 5039734). Our registered address is Howsons Chartered Accountants, PO Box 165, Winton House, Stoke Road, Stoke on Trent, ST4 5RW.
How do we collect information from you?
We obtain information about you when you use our website or when you email, telephone or otherwise correspond with Plan4Sport, for example when you contact us about our courses and services.
What type of information is collected from you?
The personal information we collect might include your name, address, email address, contact number and information regarding what pages are accessed and when.
Below is an in-depth summary of the different categories of data we may use
Communication data that includes any communication that you send us whether that be through email, text, social media messaging, social media posting, or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
Customer data that includes data relating to any purchases of services such as your name, title, billing address, email address, phone number, contact details and purchase details. We process this data to supply the services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
User data that includes data about how you use our website and any online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases, and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Technical data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings, and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
Marketing data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our services, to develop them, to grow our business and to decide our marketing strategy.
We may use customer data, user data, technical data, and marketing data to deliver relevant website content and advertisements to you (including social media adverts and other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is our legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).
Sensitive data refers to data that includes details about your racial or ethnic origin, physical or mental health and sexual orientation. We require your explicit consent for processing sensitive data, so when you submit your details you will be asked to provide your consent for the processing of this type of data.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract. If you do not provide us with the requested data, we may have to cancel a service you have ordered but if we do, we will notify you at the time.
We will only use your personal data for the purpose it was collected for or a reasonably compatible purpose if necessary. If we need to use your details for an unrelated new purpose, we will let you know and explain the legal ground for processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
How is your information used?
We may use your information to:
- Process services that you have requested;
- Carry out our obligations arising from any contracts entered into by you and us ;
- Seek your views or comments on the services we provide ;
- Notify you of changes to our services ;
- Send you communications which you have requested and that may be of interest to you; these may include information about courses, events, other activities and promotions;
- Process a job application .
Who has access to your information?
We will not sell or rent your information to third parties, nor will we share your information with third parties for any other purpose other than to carry out a contract for services that you have requested.
Third party service providers working on our behalf
We may pass your information to our third-party providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process payments or enrol you in online training courses).
In general, the third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us.
However, certain third-party service providers, such as payment gateways and other payment transaction processors, have their own privacy policies in respect to the information we are required to provide to them for your purchase-related transactions.
For these providers, we recommend that you read their privacy policies so you can understand the manner in which your personal information will be handled by these providers.
Certain providers may be located in or have facilities that are located in a different jurisdiction than either you or us. If you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.
You have a choice about whether or not you wish to receive information from us. We will not contact you for marketing purposes by post, email, phone, or text message unless you have given your prior consent. You can change your marketing preferences at any time by contacting us via email on email@example.com or by telephone on 01543 253150.
How you can access and update your information: your legal rights
Under data protection laws you have rights in relation to your personal data. These rights include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data, and where the lawful ground of processing is consent, to withdraw consent.
The accuracy of your information is important to us. If any of the information you have supplied to us changes, or if any other information we hold is inaccurate or out of date, or you wish to exercise any of the rights set out above, please email us at firstname.lastname@example.org or write to Plan4Sport Limited, PO Box 3578, Lichfield, WS13 8XZ. Alternatively, you can telephone 01543 253150.
You will not have to pay a fee to access your personal data or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, or we can refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data or to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case we will notify you.
Links to other websites
Similarly, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. We have procedures in place to deal with any suspected data breach and will notify you and any applicable regulator of a breach if we are legally required to do so.
Non-sensitive details (e.g. your email address) are transmitted normally over the internet and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements.
When deciding what the correct time is to keep data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means, and legal requirements.
For tax purposes, the law requires us to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they stop being customers.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Review of this notice
We keep this notice under regular review. This notice was last updated in April 2020.
You can complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office,
Helpline number: 0303 123 1113