Think Active (formerly CSW Sport) complies with the Data Protection Act and the GDPR. This privacy policy explains how personal information is going to be used, what for, who it will be shared with and why, when entered onto Think Active’s Speak Out Safe.

Why we collect and use personal data about you

We collect and hold personal information to enable us to process and respond to a safeguarding concern. We may also collect and use personal information for the following purposes:

• To assess, manage and respond to safeguarding concerns, allegations or incidents
• To protect the health, safety and welfare of children, young people and adults involved in our activities
• To carry out appropriate safeguarding, compliance and due diligence checks
• To verify identity and relevant information where necessary
• To communicate with individuals, schools, parents/carers, volunteers, staff, partners and relevant organisations in relation to a safeguarding matter
• To maintain accurate records of safeguarding concerns, actions taken and outcomes
• To comply with our legal, regulatory and safeguarding responsibilities
• To cooperate with schools, local authorities, statutory agencies, emergency services, the police or other relevant organisations where appropriate and lawful
• To investigate concerns and take appropriate action where required
• To monitor and review safeguarding arrangements and identify opportunities to improve our policies, procedures and practices
• To manage complaints, appeals or requests for information relating to a safeguarding matter
• To establish, exercise or defend legal rights or claims where necessary
• To meet our insurance, audit and governance requirements where applicable

We will only collect and use personal information where there is a lawful basis for doing so and will seek to ensure that the information we collect is relevant, proportionate and limited to what is necessary for the purpose.

What information we collect about you

We will collect information that Think Active requires to manage, assess and respond to safeguarding concerns and to fulfil our safeguarding, legal and organisational responsibilities. This may include:

• Your name
• Email address
• Telephone number
• Organisation name
• Job title or role
• Information about your involvement with the safeguarding concern
• Details of any safeguarding concern, incident or allegation that you report or are involved in
• Any information you provide when completing our Speak Out Safe form
• Any relevant information provided to us by schools, parents/carers, colleagues, partner organisations or other relevant agencies in connection with a safeguarding concern
• Records of communications, actions taken and outcomes relating to the concern

Depending on the nature of the safeguarding concern, the information provided may include special category or other sensitive personal data. We will only collect and process such information where there is a lawful basis to do so and where it is necessary and proportionate for safeguarding purposes.

Who we share your personal data with

We will only share your personal information where it is necessary, appropriate and lawful to do so. Depending on the nature of the safeguarding concern, this may include sharing information with:

• Schools, colleges or other educational establishments involved in the concern.
• Parents, carers or guardians, where appropriate and where sharing the information is in the best interests of the child or young person.
• Think Active staff, safeguarding leads and other authorised individuals who need the information to carry out their safeguarding responsibilities.
• Local authorities and their safeguarding teams.
• The Local Authority Designated Officer (LADO), where relevant.
• The police or other emergency services where there is a concern about immediate risk or where a criminal offence may have occurred.
• Children’s Social Care or Adult Social Care, where appropriate.
• Relevant statutory or regulatory bodies.
• Healthcare or other professional services where this is necessary to safeguard an individual.
• Partner organisations, event organisers or governing bodies where they have a legitimate role in managing the safeguarding concern.
• Legal, professional or safeguarding advisers where necessary.
• Our insurers or other relevant organisations where required for legal, insurance or governance purposes.

We will not share your personal information more widely than is necessary for the purpose for which it is being processed. Where information is shared, we will consider the circumstances of the case, the lawful basis for sharing, the sensitivity of the information and the need to protect the safety and welfare of those involved.

In some circumstances, we may share information without your consent where there is a safeguarding or legal reason to do so, including where obtaining consent could increase the risk of harm to an individual or prejudice an investigation.

How long we will keep your information

We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons.

Your rights

You have the right to: 

• Ask to see the personal information we hold about you  
• Ask us to change information we hold about you if it is wrong 
• Ask us to delete the information we hold about you 
• Ask us to limit the way we use your personal information  
• Data portability (have your data transferred to another authority) 
• Complain to the Information Commissioner’s Office 

 To exercise any of these rights, please contact Think Active.

Withdrawal of consent

Where personal data is processed on the basis of consent, you will have the right to withdraw that consent.

Complaints

You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by Think Active regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) at hello@thinkactive.org and request a review of the decision.

If you are not satisfied with any outcome from the DPO, you may wish to apply to the Information Commissioner’s Office at: 

The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Updated: September 2026
Review: September 2027