Community Sports Hubs

Privacy Notice

Under the Data Protection Act, you have a right to know how we collect, use ad share your personal data. The information below provides a description of the personal data we collect, and how we will use and share it.

East Lothian Council Active Business Unit - Privacy Statement


Section 1: Our contact details

Your personal information is being collected by:                                

East Lothian Council                                                                       

Active Business Unit (Sports, Countryside & Leisure)       

John Muir House


EH41 3HA                                                                                           

Telephone: 01620 827827


Data Controller:

East Lothian Council

John Muir House


EH41 3HA

Data Protection Officer:

East Lothian Council

John Muir House


EH41 3HA

Telephone: 01620 827827



Section 2: Why we need your personal information

We use the information as part of our public task as a local authority, to allow us to carry out our duties including:

East Lothian Council is legally required to protect the public funds it administers. For this reason, your information may also be used to prevent and detect fraud, and we may share your information with other organisations responsible for auditing and administering public funds. For more information click here 


Section 3: Legal Information

In order for us to collect and use your information, we have to have a ‘legal basis’ for doing so. The legal basis for processing your personal information is:

We are processing your information as part of our public task as a local authority.

The kinds of personal information we are collecting include:

  1. Name
  2. Previous name
  3. Address
  4. Date of birth
  5. Contact Details, including, home telephone, mobile telephone, email address.
  6. Information about other people, such as emergency contact details
  7. Current School & Year Group
  8. Race or Ethnic origin
  9. Medical/health information
  10. Gender identity
  11. Disability
  12. Registration of Free School Meals & Clothing Grants
  13. Registered Looked After and Accommodated
  14. Criminal convictions/offences (Coaches & Volunteers)
  15. Payment details –account number, sort code etc.

The types of information listed in point’s h-m above are known as ‘special category’ personal information. We need an additional ‘legal basis’ in order to process these kinds of information.

The legal basis for processing your special category information is:

Section 4: Sharing and transfer

We will be sharing the information in this form with the following:

Your personal information will not be transferred outside of the UK.


Section 5: How long will we keep your personal information?

We keep your personal data in line with our data retention policy, called a Retention Schedule. For a downloadable copy of the Council’s Retention Schedule, please visit our website at and search for ‘Retention Schedule’.  


Section 6: Your rights

  1. You have the right to be informed about how your information will be used.
  2. You have the right to access your personal information. Normally this is done by placing a ‘Subject Access Request’ with the Council. For more information on placing Subject Access Requests click here
  3. You have the right to ask us to correct inaccurate or incomplete information.
  4. In certain circumstances, you have the right to have your personal information erased.
  5. In certain circumstances, you have the right to ask us to limit the ways we use or share your information.
  6. In certain circumstances, you have the right to ask us to move, copy or transfer your information to another organisation in an electronic format.
  7. In certain circumstances, you have the right to object to the ways we process your information.
  8. In circumstances where your data is processed automatically, without human intervention, you have the right to certain protections.

You can find more information about data protection and your rights on the Information Commissioner’s Office (ICO) website  


Section 7: Complaints

We take your privacy seriously, and would like to know about your concerns so that we can address them as soon as possible. If you wish to make a complaint, we recommend that you contact the Council’s Data Protection Officer using the contact details at the start of this Privacy Notice.

If we are unable to resolve the issue to your satisfaction, you have the right to complain to the Information Commissioner’s Office (ICO). You can find further information about raising a concern with the ICO on their website:

You can contact the ICO by post at:

Information Commissioner’s Office

Wycliffe House

Water Lane


Cheshire SK9 5AF

Telephone: 0303 123 1113 / 01625 545 745


Section 8: Consent

We have asked for your consent in order to process your personal information. You have the right to withdraw this consent in whole or in part at any time by contacting the Council Service listed at the start of this Privacy Notice.

When you contact us, we will explain the consequences of withdrawing consent. If you choose to continue, we will stop using your personal information for the purpose(s) stated on this Privacy Notice.


Section 9: Information about other people

If you have provided anyone else’s personal details on this form, please make sure that you have told them that you have given their information to East Lothian Council.  We will only use this information to:

Make contact if we have been unsuccessful in contacting you directly at essential times. Which includes but not limited to the cancellation of activities, illness, accidents and emergencies.


Please click on the image below to download the privacy statement. 


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