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System partners Teams channel privacy notice

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.

Use and confidentiality

Participation in this Teams Channel shall be a part of each user’s profession obligations, consequently all interactions on this channel are subject to the same rules on confidentiality, employee relations and profession 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.

This privacy notice explains how data is processed in order 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
  • Other organisations’ employees invited by Sport England to use the Channel
  • 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 channel users when engaged in the chat function.

Lawful basis

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

Freedom of Information

Any documentary or other material shared in the channel or recorded in the “Chat” function 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 year. This is in accordance with our File Retention Schedule, and, in particular, how we handle external correspondence.

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 (
  • 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 (
  • 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

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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.