Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have subscribed to email updates from Active Sussex. You can unsubscribe via Mailchimp here. The basis for processing your data for email updates is consent.
- You have taken part in an activity or event which Active Sussex has provided the funding for, or is coordinating. Event sign-ups are recorded through Eventbrite, Google forms or forms on the Active Sussex website. Some surveys may be conducted through Survey Monkey and job applications via Smart Survey. We use the information that you have given us in order to record your attendance at events or in recurring activities. We analyse participant data to understand the characteristics of who is, and who is not, taking part. In some cases some of your personal information will need to be shared with an activity provider so that they can keep a register of attendance and be aware of any access needs. This will be made clear to you at the time you submit the information as you will do so through your activity provider. When this information is reported outside of Active Sussex it is done so anonymously and you would not be identifiable as an individual. The basis for processing your data for events and activities is legitimate interest.
- You have voluntarily completed a survey organised by Active Sussex to ascertain information from residents in Sussex. We use this information to inform research. When this information is reported outside of Active Sussex it is done so anonymously and you would not be identifiable as an individual. This information is collected and stored by companies who abide by the Market Research Society’s code of conduct. They will provide you with their contact details and privacy policy at the time of collecting the information from you. The basis for processing your data for residents surveys is consent.
- You have voted for, provided a nomination, or been nominated for an award organised by Active Sussex. These are recorded through the forms on our website. If you are the nominee, you will be contacted before your name is made public and can ask for your details to be removed. The basis for processing your data for award nominations is legitimate interest.
- You have agreed for our wesbite to store cookies so we can track user behaviour. You can reject all cookies when you first visit our website. If you wish to remove them at a later date there is a guide here. The basis for processing your data for cookies is consent.
- You have applied for a voluntary or paid role with the Trust. Please see our Candidate Privacy Notice.
Occasionally we receive personal information indirectly from School Games Organisers and schools where individuals have entered a competition directly. We also occasionally need to share competitors information directly with a trusted contact in a school, usually the PE coordinator. The basis for processing your data in this case is legitimate interest.
Once downloaded from the collection software, your information is securely stored on Active Sussex’s system and is not accessible to or shared with other organisations with the exceptions outlined above.
We keep your information for a maximum of 5 years. We will then delete your information.
In all cases above you can ask for your data to be amended or removed. You can do this by contacting Active Sussex’s Data Protection Officer at macince@activesussex.org
Where the safety of children and young people is at risk information may be shared without consent.
This privacy policy was last updated in December 2025.
