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Privacy and Data

Podium will be working closely with schools, sports clubs, national governing bodies and other organisations to collect data from those playing sport between the ages of 11 and 18, and Podium is committed to delivering the highest standards of data protection and data security in doing so. More information on how we process personal data can be found in our privacy notice below.

 

Privacy Notice

Podium Analytics (“Podium”, “we”, “us” or “our”) is a company limited by guarantee registered in England and Wales (company number 11831773) and a registered charity in England and Wales (charity number 1183716), having its registered office at 6 Grosvenor Street, London W1K 4PZ.

As a non-governmental organisation which exists to support the prevention of sports injuries, Podium has a vision to create a safer world of sport, ensuring more people can play sport for longer, and has a clear mission to significantly reduce the incidence and impact of injury in sport. To effect change, Podium has partnered with the University of Oxford to create the Podium Analytics Institute for Youth Sports Medicine and Technology (the “Podium Institute”). The Podium Institute will undertake research into injury within sport, with an initial focus on young people aged between 11 and 18 years old in the UK.

This privacy notice explains how Podium uses and protects your personal data, as well as your rights in respect of it, how to exercise your rights and how to contact us.

Detailed information about the personal information we obtain, where we get it from, why we use it and who we may share it with, the legal basis on which we use it, where personal data will be held and details of how long we will keep it for, is set out in the Specific Privacy Notice that we provide to you when we obtain personal data.

For website users, if you are merely browsing our websites and not providing any other personal data to us, instead of a Specific Privacy Notice, all of the privacy information is in this privacy notice and the cookie notice on our website.

Please note, the Podium websites and our other services may contain links to other websites that are not controlled by us, or our service providers. These links are provided for your convenience or information. We are only responsible for our own privacy practices and security of our systems and websites. We recommend that you check the privacy and security policies and procedures of each and every other website that you visit.

Our relationship with you

Podium operates in many capacities, for example:

  • As an employer
  • As a website operator
  • As a research organisation
  • As a provider of health and wellbeing-related applications, technologies and products
  • As a provider of resources for sports-related training and education
  • As a customer of other organisations that provide services to us, such as our data platform technology provider

In this privacy notice, all of the ways we know you are together referred to as 'Our Relationship'.

Data protection compliance

Unless we say otherwise in the Specific Privacy Notice provided to you when we collected your data (the “Specific Privacy Notice”), Podium is the data controller in respect of all personal data we obtain whether that is from Podium’s websites or as a result of Our Relationship with you. This means we are responsible for ensuring that we do so in full compliance with the UK enactment of the EU General Data Protection Regulation 2016/679 implemented under Section 3 of the European Union (Withdrawal) Act 2018 (UK GDPR), the Data Protection Act 2018 and other related privacy laws.

It is important that you understand and are comfortable with all privacy terms before using our websites and/or participating in Podium activities.

Children

If you are under 16, or as otherwise specified in the Specific Privacy Notice, you will need to ask your parent/guardian to register you for any Podium services you want to use (including apps), and you will need the permission of your parent/guardian before you can take part in any Podium activities and we may require verification of parental/guardian consent. If you are a parent or guardian and you are aware that your child aged below 16 years, or as otherwise specified in the Specific Privacy Notice, has provided us with personal data without your consent, please contact us. If we become aware that we have collected personal data from any child below the age of 16 years, or as specified in the Specific Privacy Notice, without verification of parental/guardian consent, we will take steps to remove that information from our systems.

The types of information we collect

The information we obtain about you and its sources will depend on the nature of Our Relationship. Specific detail will be in the Specific Privacy Notice but as an example, the categories of personal information we may process includes:

  • Personal identifiers (such as name, date of birth, contact details, accreditations, qualifications and other identifiers collected through our website and apps)
  • Characteristics (such as gender, nationality, ethnicity, and language)
  • Details of any devices you have used to interact with us (such as IP address and cookies)
  • Location information
  • Details of Podium products and services you have expressed an interest in
  • Organisations (such as schools and sports organisations you have a relationship with)
  • Medical information (such as doctor's information, physical and menal health, injury diagnosis, medication, dietary information and disability)
  • Audio and visual media (including audio, images and videos)
  • Feedback and survey responses
  • Your direct marketing preferences
  • Records of your interactions with us, such as telephone conversations, emails and other correspondence
  • Details of any consents you have given
  • Supporting information that is relevant to Our Relationship

How we collect your information

We obtain information from a wide variety of sources depending on the nature of Our Relationship.

Specific detail will be in the Specific Privacy Notice but in general, we may obtain information:

  • Directly from you
  • From other information we already hold as a result of Our Relationship
  • From any device you use to communicate with us such as when accessing Podium’s websites or apps, from telephone conversations, emails and written and verbal communications including blogs and social media interactions
  • From records of the goods or services provided to you. Some of this information may be obtained from the service providers
  • From schools, sports clubs and other individuals and organisations involved in Podium’s sports injury research programmes
  • From third party data providers

We may supplement the information that you provide with other information that we obtain from our dealings with you (such as events you or someone you book for has attended, and details from other Podium services) or which we receive from other organisations, such as other sports organisations or commercial partners.

We may monitor or record telephone calls for security purposes and to improve the quality of the services we provide to you. We will give prior notice of the monitoring or recording to you.

Apps, IP addresses, cookies and tracking tools

In order to enable the Podium apps to function and to help with analytics, the app functionality may mean we get some information that privacy laws designate as personal data. This includes details of the app that has been downloaded and may include the age range of the user, their country of residence, the brand of the device used, the type, model, operating system and internet browser of the device that the app has been downloaded to, user gender, interests (such as arts and entertainment, sport) and when the user firsts opens the app. Analytics also automatically generates a unique identifier for each downloaded copy of the app to compute user metrics. This is known as an ‘app instance identifier’.

Podium’s apps do not normally include an option for in-app purchases.

If you download a Podium app that involves us processing more clearly identifiable personal data or includes tracking for in-app purchases, Podium will ensure you are provided with a Specific Privacy Notice to ensure you have the relevant privacy information.

Please note the app store you use to download the app may also obtain and process personal data about you and your choice/use of apps. We are only responsible for our own privacy practices and the security of our systems. We recommend that you check the privacy and security policies and procedures of each app store you use to download apps.

IP addresses

In order to understand how individuals use the Podium websites and our services and the things they are interested in, we may collect your Internet Protocol addresses (also known as IP addresses) and Mac addresses if applicable. Your IP and/or Mac address is a unique address that computer devices (such as PCs, Macs, tablets and smartphones) use to identify themselves and in order to communicate with other devices in the network.

Cookies

In common with many other website operators, we may use standard technology called 'cookies' on Podium’s websites. Cookies are small pieces of information that are stored by your browser on your computer's hard drive and they are used to record how you navigate Podium websites on each visit.

Our cookies are used to enable us to develop the Podium websites and to enable you to properly navigate them. We use cookies to collect personal data to enable us to reflect our users’ interests and by noting who has seen which pages, properties and advertisements (including ‘click throughs’ from emails), how frequently particular pages are visited and to enable us to determine the most popular areas of the Podium websites. We may use cookies to enrich your experience of using Podium’s websites by allowing us to tailor what you see to what we have learned about your preferences during your visits to our sites. Sometimes we may use services of third parties and they may use cookies on our behalf in order to provide their services.

The cookies we use can be found in the Cookie Notice on each of the Podium websites that you visit. You will see these as a ‘pop-up’ the first time you use the website and again if you use our website after having deleted our cookies for that website.

Preventing use of cookies

Most browsers automatically accept cookies, but you can usually change your browser to prevent cookies being stored. With experience, you can usually choose to switch off all cookies or to allow only certain ‘trusted’ sites to place cookies. For further information on cookies and Flash cookies see the Information Commissioner’s website at www.ico.org.uk.

Tracking technology

Occasionally, we may use digital tracking (usually in a cookie) on Podium websites or in emails we send to you. We use these to ensure you receive appropriate information and do not receive multiple communications about the same thing.

Preventing use of tracking technologies

If you stop cookies, this will normally stop any tracking from the website. Where we plan to use tracking technology, we will ask for your consent.

How we use your information

All personal data that we obtain about you and/or any other person whose details you provide will be recorded, used, and protected by us in accordance with current data protection legislation, any applicable terms of use, the Specific Privacy Notice and this privacy notice and any consents or other arrangements agreed with you (or those other persons) or on your/their behalf.

Typically, we use personal data for:

  • Administration
  • Registration and general administration (including verification and security checking), creating and administering login credentials and access controls for online services
  • Communication – to communicate with you
  • Compliance – to comply with our legal responsibilities
  • Safety and safeguarding – to ensure a safe environment to work in and participate in Podium activities
  • Records – for record-keeping purposes
  • Research – to undertake research into injury in sport
  • Service development – to improve the delivery and impact of our services and programmes
  • Social inclusion – to keep under review equal opportunities within Podium and/or ethnicity information to enable us to monitor and ensure compliance with anti-discrimination policies
  • CCTV – to prevent and detect unlawful activity at our premises
  • Analysis – to track and analyse activity on Podium websites and to understand the interests and views of those involved in our activities

Podium relies on a number of legal bases to collect, use, share and otherwise process the information we have about you depending on the type of information, the purpose for which we use it and the nature of Our Relationship. This includes, for example, lawful bases which enable us to comply with our legal responsibilities (for example a contract we have with you or which law imposes on us) or for establishing and dealing with any legal claims, or explicit consent (for example sports injury research programmes).

Further information is contained within the Specific Privacy Notice.

How we share your information

In order to operate and provide our services, we need to share relevant information with certain other organisations. The Specific Privacy Notice has specific details.

We may, occasionally, appoint other organisations to carry out some of the data processing activities on our behalf. These may include technology hosts and other service providers. In these circumstances, we will ensure that personal data is properly protected and that it is only used in accordance with this privacy notice.

Where personal data has been anonymised such that it no longer contains any personal data (“Anonymised Data”), Podium may use and share the Anonymised Data for any purpose. The Anonymised Data may be retained by Podium for an indefinite period.

Podium will never sell any personal information to third parties.

The Podium Institute will undertake research into injury within sport, with an initial focus on young people aged between 11 and 18 years old in the UK. All data provided to the Podium Institute will be anonymised.

Your data will be stored within the United Kingdom or the European Economic Area. We do not transfer personal data outside of the United Kingdom or the European Economic Area other than, potentially, to a few of our service providers in other parts of the world in accordance with transfer and processing agreements. Wherever we need to transfer your personal data outside of the United Kingdom, we will take proper steps to require that those third-parties protect your data in accordance with this privacy notice and applicable data protection legislation.

How we use your information for marketing & promotion

With your consent, we may use your email address to send you the latest news and information about Podium that we believe may be of interest to you and in accordance with your stated preferences.

It is our legitimate interest to ensure that we only send you information that we believe to be of interest to you. By looking at the personal information you have provided we can identify news and information that are most likely to be relevant and will meet your needs.

If you agree to receiving news and information from Podium, and later change your mind, you can opt out at any point, by using the ‘unsubscribe’ link at the end of the electronic communication or by the methods indicated on relevant pages of the Podium websites, in relevant forms you complete and/or in the message you receive.

Protection of your information

We take the security of personal data seriously. We employ security technology, including firewalls, and Secure Socket Layers to safeguard information and have procedures in place to ensure that our paper and computer systems and databases are protected against unauthorised disclosure, use, loss and damage and have robust protocols in place to deal with a data breach in the unlikely event one should occur.

We only use third party service providers where we are satisfied that they provide adequate security for your personal data.

Your rights

You have a number of legal rights in respect of your data.Your rights include:

Right to be informed about how your information is processed

We hope the information in this privacy notice and the Specific Privacy Notice has informed you as to how we process your information but please contact us if there is any additional information you require (see ‘How to contact us’ below).

Right to access any personal data held about you

You have the right to see the personal information we hold about you. This is called a Data Subject Access Request. You can request a copy of any personal information that we hold about you by contacting us in writing (see ‘How to contact us’ below). The same right applies to any other person whose personal data you provide to us. We will require proof of identity and proof of authority if the request comes from someone other than the person whose data we are asked to provide. This will ensure we only provide information to the correct person. Under GDPR, Podium is required to respond to your request within one month.

Right to withdraw consent to direct marketing

You can exercise this right at any time and can update your preferences yourself or ask us to do it for you.

Right to withdraw consent to other processing

Where the only legal basis for our processing your personal data is that we have your consent to do so, you may withdraw your consent to that processing at any time and we will stop processing your personal data. Please note, this will only affect a new activity and does not mean that processing carried out before you withdrew your consent is unlawful.

Right to have your data rectified if it is inaccurate

If we do hold information about you, you can ask us to correct or amend any inaccurate or incomplete information by contacting us in writing at the address below. We will either make the requested amendments or provide an explanation as to why we are not making the changes.

Right to have your information restricted or blocked from processing

If you object to processing, we will restrict the processing of your information for the purpose to which you are objecting whilst we review your objection.

Right to have your data erased

You have the right to request the deletion of your information in advance of our standard retention periods. We will delete this information unless there is a lawful reason for the information to be retained.

Right to object

Where our processing is based on it being in our legitimate interests, your rights and freedoms, based on your particular situation, may enable you to object to our processing.

Right of portability

Where you have provided personal data to us electronically, you may be entitled to require us to provide that data to you electronically or to transmit it to another organisation.

Right to complain

If you have any concerns or complaints about how we are handling your personal data we would prefer you to get in touch with us directly so that we can try to resolve the issue (see ‘How to contact us’ below). You can also contact the Information Commissioner’s Office at www.ico.org.uk.

Please note, these rights may be limited, for example if fulfilling your request would reveal personal data about another person, where it would infringe the rights of a third party (including our rights) or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. Relevant exemptions are included in both the UK GDPR and in the Data Protection Act 2018. We will inform you of relevant exemptions we rely on when responding to any request you make.

Data Retention

The duration for which we keep your personal data depends on the type of information and the purpose for which we use it as well as the nature of Our Relationship. We will retain your personal data as long as is necessary to provide the services to which you have participated in or where we have another legitimate and lawful reason to do so. A detailed explanation is set out in the Specific Privacy Notice.

In addition to the retention periods highlighted in the Specific Privacy Notice, we may need to retain some information to comply with our legal obligations such as financial and accounting records which need to be retained for six years from the end of the relevant tax year.

Changes to this privacy notice

This privacy notice will be reviewed and updated from time to time. If we want to make any significant changes to the way in which we will use your personal data we will contact you directly and, if required, seek your consent.

We will ensure Podium websites have our most up to date privacy notice and suggest that you visit our privacy pages periodically to review our latest version.

How to contact us

For further information, please write to us at Data Protection, Podium Analytics, 6 Grosvenor Street, London W1K 4PZ or email our data protection officer at dataprotection@podiumanalytics.org.

Alternatively, you can call us on +44 (0)20 3862 7283.

Podium Analytics is registered as a Data Controller with the Information Commissioner’s Office – registration number: ZA703878.

Other Privacy Notices 

Other Podium Privacy Notices that may be relevant to you are as follows:

This privacy notice was last updated on 10 September 2021.