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The GDPR (General Data Protection Regulation) is in force from 25 May 2018 and governs the rights that individuals have over the data companies hold about them.

Before we tell you about what we’re doing, here’s a couple of websites you may find useful:

ICO Guide to the GDPR – The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

The Sport and Recreation Alliance have been commissioned by Sport England to lead a project to help the sector meet the legislative requirements of the General Data Protection Regulation (GDPR). Check out their templates

How we manage information we hold

Like many County Sports Partnerships, we use the SportSuite system to process and manage information.  Users can manage their personal profile, interests and contact preferences. It also allows you to link to an organisation/club, publish information like job opportunities, activities and events on our site, other Active Partnerships’ sites, and feed activities into the national database. Read the SportSuite Terms and Conditions

Data cleaning and GDPR overview

As part of the compliance measures for the GDPR and our users, we took the following steps with our user management system:

  • Users who don’t fall within GDPR (Business emails, Legitimate Interests and similar) were sent a “Opt-out” email, asking them to log in and manage their information and contact preferences
  • Users who are covered by GDPR were sent three “Opt-in” emails asking them to log in and sign up for a newsletter. Those that didn’t were considered inactive and the user profile deleted.
  • The requirement to state gender, ethnic origin and disability on new sign ups has been removed and records of those three “Sensitive” areas of data will be removed for all users registered with yorkshire.sportsuite.co.uk.


We send out a range of regular newsletters containing information about our work including training courses, community sport news, funding opportunities, upcoming events and projects.

To comply with PECR, every email identifies ourselves as YSF and has a link to unsubscribe.

Opting out
People can be on our mailing lists for a variety of GDPR-exempt reasons:

Opting in
The following groups are covered by GDPR and have been contacted to “opt-in” to manage their subscriptions

  • Small organisations / sole traders
  • Personal emails with no links to clubs and other organisations
  • Coaches and volunteers

‘Dormant’ users that have not logged in will have their profiles and information deleted.

Our newsletters:

  • General updates,
  • Partner updates,
  • Clubs and volunteers,
  • West Yorkshire Schools, and South Yorkshire Schools

If you want to change the communications you receive from us, you have the following options:

1. Manage your subscriptions: Click here to change your notification settings about which newsletters you get. (Use “forgot your password” if you haven’t logged in or can’t remember your details).

2. Unsubscribe to all: If you are no longer work in the sport and physical activity sector, or simply do not want to receive any newsletters – unsubscribe to all mails or click the “unsubscribe” link on this or any further email you get. This won’t affect orders and current work with your organisation.

3. Complete removal: You can delete your account here. If you wish to exercise your “right to be forgotten” and have all your contact records deleted from our system email info@yorkshiresport.org

About your data and privacy:
We do not pass personal information on to any third parties or other organisations, and you can unsubscribe at any time. Read more here about our Privacy Policy

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