Volunteers' Privacy Notice

Basketball England Volunteers' Privacy Policy 

This privacy notice has been written to inform volunteers at Basketball England about how and why we process your personal data. 

Who are we?

Basketball England is a data controller as defined by the UK GDPR.  This means that we determine the purposes for which your personal data is processed and the manner of the processing.  We will only collect and use your personal data in ways that are compliant with data protection legislation.  

Basketball England has appointed the Safeguarding and Compliance Officer as its Data Protection Officer (DPO).  The role of the DPO is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues.  If you would like to discuss this privacy notice or our use of your data, please contact:  

The Safeguarding and Compliance Manager 

House of Sport 

Etihad Campus 


M11 3FF 

0300 600 1170 


What personal information do we collect?

The personal data we collect about you includes: 

  • Personal identifiers, including your name, address, and contact details. 
  • Information about the history of your appointment. 
  • Your business and/or financial interests, where applicable. 
  • Relevant criminal history data, including your DBS check, where applicable. 
  • Photographs or video images of you, including CCTV footage. 
  • Relevant skills, expertise, and qualifications. 
  • References you have provided. 
  • Records of communications and interactions we have with you. 
  • Equality monitoring information, such as your ethnicity, religious beliefs, and gender. 
  • Information about any health condition or disability you may disclose. 

Why do we collect your personal information?

We process your information for the purposes outlined below: 

  • To establish and maintain effective governance.  
  • To meet our safeguarding obligation to pupils and the school workforce.  
  • To meet our health and safety obligations. 
  • To monitor and manage skills, training, and personal development. 
  • To make any reasonable adjustments you may need in relation to a health condition or disability. 
  • To promote Basketball England, including in promotional material, on the school website and social media platforms. 
  • To monitor and inform our policies on equality and diversity.  

What is our lawful basis for processing your information? 

Under the UK GDPR, it is essential to have a lawful basis when processing personal information.  We normally rely on the following lawful bases: 

  • Article 6(1)(c) - legal obligation 

There may be occasions where our processing is not covered by the legal bases above.  In that case, we may rely on Article 6(1)(f) - legitimate interests.  We only rely on legitimate interests when we are using your data in ways you would reasonably expect.  

For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 2 of the Data Protection Act 2018 as below: 

  • (10) Preventing or detecting unlawful acts 

Some of the information we collect about you is classed as special category data under the UK GDPR.  The additional conditions that allow for processing this data are: 

  • Article 9(2)(g) - reasons of substantial public interest 

The applicable substantial public interest conditions in Schedule 1 of the Data Protection Act 2018 are: 

  • Condition 6 - statutory and government purposes 
  • Condition 8 - equality of opportunity or treatment 
  • Condition 10 - preventing or detecting unlawful acts 
  • Condition 18 - safeguarding of children and vulnerable people 
  • Condition 28 – standards of behaviour in sport 

Who do we obtain your information from?

We normally receive this information directly from you, for example via documents and other records and information supplied by you during your application for the role or a period of volunteering.  However, we may also receive some information from the following third parties: 

  • Disclosure and Barring Service (DBS). 
  • Public Authority. 
  • Referees you have provided. 
  • National Basketball League, member clubs, and academy leagues 
  • Police and/or other law enforcement bodies 

Who do we share your personal data with?

We may share your information with the following organisations: 

  • Disclosure and Barring Service (DBS).  
  • Public Authorities (councils, NHS, HMRC, DWP). 
  • Any relevant funding authority. 
  • Our IT application providers, where relevant to your role. 
  • National Basketball League, member clubs, and academy leagues 
  • Other sporting organisations (Sport England, Sport and Recreation Alliance) 

We may also share information with other third parties where there is a lawful basis to do so. For example, we sometimes share information with the police for the purposes of crime detection or prevention. 

How long do we keep your personal data for?

We will retain your information in accordance with our Records Management Policy and Retention Schedule. The retention period for most of the information we process about you is determined by statutory obligations. Any personal information which we are not required by law to retain will only be kept for as long as is reasonably necessary to fulfil its purpose.  

International transfers of data

Although we are based in the UK, some of the digital information we hold may be stored on computer servers located outside the UK.  Some of the IT applications we use may also transfer data outside the UK. 

Normally your information will not be transferred outside the European Economic Area, which is deemed to have adequate data protection standards by the UK government. If your information is transferred outside the EEA, we will take reasonable steps to ensure your data is protected and appropriate safeguards are in place. 

What rights do you have over your data?

Under the UK GDPR, individuals have the following rights in relation to the processing of their personal data: 

  • to be informed about how we process your personal data.  This notice fulfils this obligation. 
  • to request a copy of the personal data we hold about you. 
  • to request that your personal data is amended if inaccurate or incomplete. 
  • to request that your personal data is erased where there is no compelling reason for its continued processing. 
  • to request that the processing of your personal data is restricted. 
  • to object to your personal data being processed. 

If you have any concerns about the way we have handled your personal data or would like any further information, then please contact our DPO using the details provided above.  

If we cannot resolve your concerns then you may also complain to the Information Commissioner’s Office, which is the UK’s data protection regulator.  Their contact details are below: 

The Information Commissioner’s Office, 

Wycliffe House, 

Water Lane, 



SK9 5AF 

Phone: 0303 123 1113 or via their live chat.   

Opening hours are Monday to Friday between 9am and 5pm (excluding bank holidays).   

You can also report, enquire, register and raise complaints with the ICO using their web form on Contact us | ICO. 

Changes to this notice

We reserve the right to change this privacy notice at any time.  We will normally notify you of changes that affect you. However, please check regularly to ensure you have the latest version.   

This privacy notice was last reviewed April 2024.