Sports coach privacy notice

Who are we and what we do

Elmbridge Borough Council, will maintain a list of coaches who regularly work with the council on various sports courses or sessions, in particular Shout! Holiday playscheme and Surrey Youth Games.

What we need and why

We will collect information from you including name, email address, contact number and DBS information. Banking information and address will be collected for invoicing and payments purposes only.

The information is required for communication and administrative purposes regarding coaching opportunities at Shout, Surrey Youth Games or any other community event.

What we do with it

The information that you provide us with, will be held by the council and will only be used for the purposes as described above in the ‘What we need and why’ section. Your information will not be used for any other Council purpose unless we have your consent, or this is provided by law.

With your approval we can share contact information (email or contact number) for promotional purposes with relevant attendees at sessions either via email or by distribution of flyers.

What information you receive and how to manage the data

In some instances you will be provided with personal information regarding those who will be attending the sessions.

For the Surrey Youth Games information including name, medical, allergy, disability and emergency contact details for the purposes of keeping the participant safe and for use in emergencies and organising training. At the end of the allocated period, all information should be destroyed securely or returned back to the Council. This to be agreed with Council staff.

How long we keep it

Your information will be removed from our system after 12 months of inactivity or immediately at your own request.

What are your rights?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact the Data Protection Officer at

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.

How to contact us

Please contact the Data Protection Officer if you have any questions about our privacy policy or information we hold about you:

We want to make sure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate.

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