We are committed to respecting your privacy. This notice explains how we look after the personal information we collect through School Games Events, your privacy rights, and how the Law protects you. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.   

If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us. You must also ensure that you have obtained any required consents, provided any necessary notices, or taken any other steps required to ensure lawful processing under data protection laws. Where the data subject is a child under 13 years old, schools are responsible for obtaining parental consent where required for participation and imagery use.  

Who we are  

References to “we”, “our” or “us” in this privacy notice refer to Think Active, which is the Data Controller for all personal information submitted through Think Active School Games Events.

This notice applies to staff, school representatives, volunteers, deliverers and participants (including children) involved in School Games Events.

Contact details are provided in the “Contacting Us” section at the end of this privacy notice.

1. Personal information we may collect from you  

Collecting relevant personal information, as outlined below, is necessary for us to manage and safely deliver the School Games Programme (the “Programme”) and to manage our relationship with you.

We may collect:

• Personal contact details, such as name, email address, telephone number, and job role
• Images, video and photographic content
• Organisation details, such as school or other organisation type
• Social media accounts (optional)
• Image, video and/or photographic consent records
• Contact details of others (where relevant to Programme delivery)

2. Uses made of the information

The table below explains the main purposes for which we process your personal data, the categories of data used and the lawful basis for processing.

Where you have provided consent for specific uses of your personal information, you have the right to withdraw this consent at any time by contacting us (see “Contacting Us”).

Please note that withdrawing consent does not affect the Lawfulness of processing carried out before consent was withdrawn. We may also continue to process personal data where another Lawful basis applies. Withdrawal of consent may affect your ability to participate in the Programme.

3. Disclosure of your personal information  

We will only share your personal data where necessary to deliver the Programme. Where we do so, we ensure appropriate safeguards are in place.

We may share personal information with:

• Funder: Sport England (including authorised Sport England suppliers and subcontractors working on the Programme)
• Stakeholders: School Games Organisers, Development Coaches, Local Organising Committees, Development Managers
• School Games Mark auditors: Sheffield Industry Research Centre (SIRC)
• School Games researchers and evaluators
• Event deliverers
• Website system provider
• Media organisations (where appropriate)
• Government bodies or regulators (where required by Law)
• Police, Law enforcement and security services (for crime prevention and investigation purposes)

We only share the minimum personal data necessary for the relevant purpose.

4. How long do we keep the information for?  

We retain personal data only for as long as necessary unless a longer retention period is required by law.

• Participant contact data: 12 months
• School contact details and information: 3 years
• Incident/safeguarding records: 5 years
• Financial and administrative records: 6-7 years
• Images and media: Indefinitely or until consent is withdrawn

5. Your rights in relation to personal information  

You have the following rights under data protection Law:

• The right to be informed about how your data is used
• The right of access to your personal data
• The right to rectification of inaccurate data
• The right to erasure in certain circumstances
• The right to restrict processing in certain circumstances
• The right to object to processing
• The right to data portability (where applicable)
• The right to object to automated decision-making (we do not use automated decision-making in this context)

Some rights are subject to conditions and exemptions under data protection law.

To exercise your rights, please contact us using the details in Section 10.

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/for-the-public/

We encourage you to contact us first so we can try to resolve any concerns.

6. Third party links

Our website may contain links to other websites related to the Programme. If you follow a link, please note that those websites have their own privacy policies and data controllers. We are not responsible for their content or privacy practices.

If you accessed our website from a third-party site, we recommend reviewing that site’s privacy policy.

All media collected at School Games events may be shared with School Games Organisers, delivery partners, Youth Trust Sport and Sport England, where appropriate. We only share the minimum necessary personal data.

7. Security 

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure.

However, no method of transmission over the internet or electronic storage is completely secure. We take reasonable steps to protect your information.

8. Log files  

In common with most websites, our website may log various information about visitors, including internet protocol (IP) addresses, browser type, internet service provider (ISP) information, referring / exit pages and date / time stamp.   

We may use this information to analyse trends, administer the Website, track your movement around the sites and gather broad demographic information.  

9. Changes to this notice  

We may update this privacy notice from time to time. Any changes we may make to this privacy notice in the future will be posted on the website and, where appropriate, communicated by email.

Where changes are significant, we will update the version date below. Please review this notice regularly. If you do not agree with changes, you may contact us using the details below.

10. Contacting us 

If you have any questions, concerns, or requests regarding this privacy notice or your personal data, please contact:

Email: hello@thinkactive.org

Updated: 11 June 2026
Review: June 2027