Sport England have set up and will administer a dedicated Microsoft Office Teams (Microsoft Teams) Channel to enable the collaboration and sharing of information. The System Partner Channel is a closed environment and only dedicated authorised contacts participating in the work of System Partners will have access to the Channel. Any parties who are invited to join the channel should be nominated and approved by Sport England.
Purpose for processing
This Teams Channel will be used to communicate relevant System Partners programme information to System Partners. It will also be used as means of System Partners interaction and engagement. We may also record and publish sessions on the Teams Channel. These will be recorded and published so that we can provide you with important information which is relevant to the delivery of the System Partners Funding Programme.
Use and confidentiality
Participation in this Teams Channel shall be a part of each user’s profession obligations and for System Partners as a function of the System Partner award received from Sport England; consequently all interactions on this channel are subject to the same rules on confidentiality, employee relations and professional conduct.
Please refrain from using this Channel 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 further use.
Any audio-visual material shared through or with this Channel shall only be streamed, it shall not be downloaded and shared externally unless expressly approved in writing by Sport England.
This privacy notice explains how data is processed to provide this channel and how data subjects’ rights are managed.
Data Controller and Data Processor
Sport England shall be the data controller with respect to the personal data processed in this Teams Channel. Sport England relies on Microsoft Office Teams application to provide the channel. This makes Microsoft Teams a Sport England data subprocessor of any personal data in the channel. 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
- System Partners organisations’ employees or representatives invited by Sport England to use the Teams Channel
- Other Sport England invitees
Personal data
Names, work email addresses, roles, work telephone numbers or other business or profession contact information, voice.
Additional personal data may be supplied by channel users when engaged in the chat function or participating in any recorded event.
Lawful basis
Sport England’s lawful basis for processing is public task.
Audio-video recording and online recorded events
Sport England may cause engagement sessions also known as online recorded events to be held within the Teams Channel to be recorded using Microsoft Teams audio-visual recording functionality.
When it does so your image, voice and any health or religious detail which may be depicted by your image will also be processed.
Where you are recorded you will be provided with an opportunity to give your explicit consent before any such recording and any publication of that recording.
These recordings will only be published internally for use by Sport England or viewing by the System Partners within the Teams Channel.
| Type of online recorded event | Parties being recorded (Data Subjects) | Purpose |
|---|---|---|
| Interactive webinar | Presenter and any attendee who consents to be recorded by turning on their camera and microphone with MS Teams Explicit Consent function | To provide System Partners Funding programme information critical for fund recipients to receive and allow attendees to have questions answered |
| Townhall Presentation | SE or other third-party presenters only | To provide System Partners Funding programme information critical for fund recipients to receive and support |
| Playback of previously recorded event | SE presenters only | To provide System Partners Funding programme information critical for fund recipients to receive and support |
Lawful basis for audio-visual recording will be your explicit consent.
Freedom of Information
Any documentary or other material shared in the channel or recorded in the “Chat” function or by audio visual means 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.
- Microsoft Teams holds data in servers located in the UK.
Data will not be transferred to any third country outside of the EEA.
How long will data be retained?
Sport England will retain your communications for 3 years from the end of the relevant financial years, and recorded material for six years from the data of recording.
This is in accordance with our File Retention Schedule, and how we handle external correspondence and business data related to our funding programmes.
Your rights as a data subject to your data
In relation to the personal data Sport England holds as a result of this channel, you have the right to:
- Access your personal data by making a subject access request to the DPO at the contact details provided ([email protected]).
- Ask Sport England to rectify any mistakes in your personal data and in some circumstances have it erased.
- Withdraw your consent to Sport England using your personal data at any time by contacting the DPO ([email protected]).
- 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
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk
- The Information Commissioner’s Office
Updated 21 February 2025