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System partners database privacy notice

As an ongoing part of the implementation of its 10 year Uniting the Movement Strategy Sport England is committed to increasing engagement with stakeholders, partners, other sport and physical sector colleagues and members of the public.

It can more effectively communicate with stakeholders by establishing relevant databases to manage participation, knowledge and information sharing. It uses cloud-based technology to support the virtual collaboration which underpins collaboration.

Where Sport England uses such technology to process your personal data it is duty bound to inform you of those instances and how your data is being processed. This privacy notice explains how data is processed to create and manage this database and how data subjects’ rights are managed.

The Systems Partners Database is a central and live database in which we hold the main contacts of our System Partners. We hold the following information for those that are included in the database: name, organisation, email, job title. We will use this contact list to keep our System Partners informed on their investment, programmes and opportunities, engagement events, and sharing other relevant information relating to and supporting Uniting the Movement strategy.

Use and confidentiality

Participation in this database shall be a part of each user’s professional obligations, consequently all interactions related to the database subject to the same rules on confidentiality, employee relations and professional conduct. Please refrain from using the Smartsheet or any other application application for personal business which sits outside the scope of the relevant project. The material and any images shared or images of participants on this platform shall not be shared or disseminated without express consent to such use.

Data Controller and Data Processor

Sport England shall be the data controller with respect to the personal data processed in this database.

Any organisations who provide representatives for this database are independent data controllers with respect to their employees' or representatives' personal data which is processed for them to be included in the database or to participate in any virtual collaboration space provided by Sport England.

Sport England relies on Smartsheet application to provide the platform. This makes Smartsheet a Sport England data processor of the personal data used to access a Smartsheet or personal data shared in the sheet. If you want to find out more about your rights when using Smartsheet please view their privacy policy.

Sport England also relies on collaboration and storage services provided by Microsoft Office Teams application to provide the platform. This makes Microsoft Teams a Sport England data processor of any personal data in the Team. If you want to find out more about your rights when using Microsoft Office Teams please view their privacy policy.

Data subjects

  • Sport England employees or representatives
  • Other organisations’ employees represented in the database
  • Other Sport England invitees

Personal data

Names, work email addresses, roles, work telephone numbers or other business or profession contact information.

Additional personal data may be supplied by Smartsheet users when using a sheet or the platform. The sharing party will be under an obligation to ensure that any personal data contained in any such documentation can be compliantly distributed on the platform.


Your personal data will be processed for the following purposes:

  • You are representing your organisation,
  • You wish to attend or have attended an event,
  • You have made an information request to us,
  • You wish to participate in a project with us,
  • You subscribe to our newsletter and other System Partner communications.

Lawful basis

Sport England’s lawful basis for processing is public task.

The lawful basis for any Sport England Supplier is their contract with Sport England.

The lawful basis for another organisation will be determined by them as they are independent data controllers.

Freedom of Information

Any documentary or other material shared in the Smartsheet application may be subject to any Freedom of Information requests made to Sport England. You can find more information about Sport England’s Freedom of Information obligations.

How will personal data be handled?

  • Sport England hold data in servers located in the UK.
  • Smartsheet holds data in servers located in the USA.
  • Microsoft Teams holds data in servers located in the EU.

Restricted Transfer

Personal Data will be transferred to the United States where we use our contracted data processor Smartsheet.

Our lawful basis for processing your data outside of the UK is your consent which will be requested when you are asked to participate in this database or use any of the platforms provided. Where any platform stores data in the EU our lawful basis for transfer is adequacy.

How long will data be retained?

The personal data contained in this database will be retained for as long as the business need remains but will be subject to annual reviews which will determine whether the personal data held is still required. Sport England will retain your communications for 3 years from the end of the relevant financial year. This is in accordance with our File Retention Schedule, and how we handle external correspondence.

Your rights as a data subject to your data

In relation to the personal data Sport England holds because of this Team, you have the right to:

  • Access your personal data by making a subject access request to the DPO at the contact details provided (
  • Ask Sport England to rectify any mistakes in your personal data and in some circumstances have it erased.
  • Refuse processing.
  • Withdraw your consent to Sport England using your personal data at any time by contacting the DPO (
  • Find out how to lodge a complaint with Sport England about something done by us.
  • Lodge a complaint about Sport England’s handling of your personal data by contacting the Information Commissioner’s Office:
    • The Information Commissioner’s Office (
      Wycliffe House
      Water Lane
      SK9 5AF

This privacy notice may be updated from time to time by Sport England, when it does so you will be notified and provided with access to the updated and archived document.

Sign up to our newsletter

You can find out exactly how we'll look after your personal data, but rest assured we’ll only use it to make sure you receive our newsletter, to understand how you interact with our newsletter, and to provide administrative information about our newsletter.