PRIVACY AND COOKIE POLICY

Kick It Out is a registered charity in England and Wales (number 1104056) whose offices are at Kick It Out, Kick It Out, C/O Sedulo Office 605, Albert House, London, EC1V 9DD. (“Kick It Out”, “we” and “us”). Kick it Out understand that your privacy is important to you and that you care about how your information is used and shared. We respect and value the privacy of everyone that visits our website, uses our app or contacts us in any other way and only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law, including the United Kingdom General Data Protection Regulation (UK GDPR).

This privacy and cookie policy (the “Privacy and Cookie Policy “) will help you understand how we process data collected by us in relation to your engagement with Kick It Out and what choices you have.

Contents: 

1. What data may we collect?
2. How do we collect your data?
3. How and why do we use your data?
4. How we ensure that the processing we do is lawful

5. How do we store your data?

6. How long do we keep your data?
7. Sharing your personal information

8. What are your data protection rights?

9. What are cookies?
10. How do we use cookies?

11. How to manage your cookies.
12. Privacy policies on other websites.

13. Changes to our privacy policy.
14. How to contact us.

15. How to contact the Information Commissioner’s Office.

1. What data may we collect?

1. Personal identification information, such as name and date of birth.
   b) Contact information, such as email address or telephone number.
   c) Financial information, such as bank account or payment card details.
   d) Technical data, such as IP address or details of your device and how you have interacted with our website/ application.
   e) Biographical information, such as any response to a survey.
   f)  Marketing and communications preferences, such as when you sign up to a newsletter.
   g) Special category data, such as race, ethnicity, gender and sexual orientation.
   h) Children’s personal information.
2. i )  Information about any criminal convictions if you are applying for a job with us.

2. How do we collect your data?

a) You directly provide us with most of the data we collect. We will process data when you:
i. Report alleged or perceived discriminatory activities/ behaviour to us.
ii. Complete a form.
iii. Place an order with us for any goods or services.
iv. Participate in events.
v. Apply for employment with us.

vi. Voluntarily complete customer surveys or provide feedback.
vii. Email us, or contact us by telephone.
viii. Use or view our website.

b)  We may also receive your data indirectly from the following sources:
i. You have been identified by others as the victim/ perpetrator of discriminatory activities/ behaviour.

3. How and why do we use your data?

a) We may use your personal data:
i. to report alleged or perceived discriminatory activity or behaviour to any football club in the United Kingdom (including professional and grass roots football clubs) and/or to the following professional sporting bodies:

The Football Association
The Professional Footballers’ Association
The Premier League
The English Football League

ii.    provide the products or services requested, to process your order, manage your account or respond to communications from you.

iii.   to provide you with information about our work, including our jobs, events, campaigns, news, services and other products that we think may be of interest to you.
v.    to obtain your views or comments on the services we provide.
vi.   to improve customer experience of our website/application.

vii.  consider an application for employment

4. How we ensure that the processing we do is lawful

Kick It Out cannot use your personal data for any reason unless we have a lawful basis to do so. Those that we use are:

to report alleged or perceived discriminatory activity or behaviour to any football club in the United Kingdom:

• The processing is necessary for compliance with any legal obligations to which the data controller is subject, other than an obligation imposed by contractProvide financial assistance if needed

provide the products or services requested, to process your order, manage your account or respond to communications from you:

• The processing is necessary for the performance of a contract to which the data subject is a party, or for the taking of steps at the request of the data subject with a view to entering into a contract

 

 

to provide you with information about our work, including our jobs, events, campaigns, news, services and other products that we think may be of interest to you.

1. Where we already have an existing relationship with you, for example you have used our services or made an enquiry:

• The processing is necessary for the purposes of legitimate interests pursued by the data controller or by the third party or parties to whom the data are disclosed, except where the processing is unwarranted in any particular case by reason of prejudice to the rights and freedoms or legitimate interests of the data subject

2. In all other circumstances, including where we have asked for your consent to receive this kind of information in the past:

• The data subject has given consent to the processing

 

to obtain your views or comments on the services we provide and to improve customer experience of our website/application:

• We have a legitimate interest in using your information. This information helps us deliver our services to you according to your need and to improve our services and/or website.

consider an application for employment:

• The processing is necessary for the performance of a contract to which the data subject is a party, or for the taking of steps at the request of the data subject with a view to entering into a contract

Special Category Personal Data

This includes information about race, ethnic origin, religion, health, sex life and sexual orientation.

These types of personal data merit specific protection. This is because use of this data could create significant risks to the individual’s fundamental rights and freedoms.

The presumption is that this type of data needs to be treated with greater care because collecting and using it is more likely to interfere with these fundamental rights or open someone up to discrimination.

Where we process Special Category Data we do so because:

• the data subject has given explicit consent to the processing of the personal data for one or more specified purposes

or

• processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or the data subject in the field of employment and social security and social protection law

The lawful basis in the Law Enforcement Directive that we use to legitimise the processing of personal data relating to criminal convictions is:

• The processing is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on the controller or the data subject in connection with employment, social security or social protection, and the data subject has given consent to the processing.

Where we have asked and you have given consent you have the right to withdraw this at any time by contacting us in writing using the address or contact details given in this privacy notice or by ticking the ‘unsubscribe’ box on any marketing email sent to you.

Please note. If you receive products or services from us, there may be emails related to these products or services which we need to send as part of our contract with you. You cannot opt-out of receiving these emails.

If you disagree with us using your personal data for one or more of our legitimate interests let us know in writing and we will consider whether to stop using it for that purpose.

You can ask us to stop marketing to you at any time even if we haven’t asked for your consent to send them.

5.    How do we store your data?

a)    We are committed to keeping your personal information on our systems and servers safe and secure and take appropriate and proportionate security policies and organisational and technical measures to help protect your information from loss, destruction and misuse. 
b)    If you make any order for Kick It Out merchandise or other products which are offered for sale via the website, your personal data may also be stored on the servers and systems of Stripe. 
 

6.    How long do we keep your data?

We keep your personal data for differing lengths of time depending on the purpose for which we are processing it.

These times are listed in our Retention Schedule.

7.   Sharing your personal information

Kick It Out does not share your personal information with any third parties, other than those listed below.

 

When we share your personal data with these third parties who perform services for us, we require them to take appropriate steps to protect your personal information, and only to use the personal information for the purpose of performing those specific services.

We currently use:

 

Name of company/organisation	The service they perform for us, or their function
Network Fish	IT hosting
Network Fish	IT maintenance
Knox Cropper LLP	Accountants
Barclays	Banking
Focus Group	Telephone (land line)
Sports Mobile	Mobiles
Facebook, Twitter, Instagram	Social media
Just Giving	Funding platform

 

*Please be aware that these organisations are data controllers in their own right and we encourage you to read their privacy notices

We will never sell or distribute your personal information to any other third parties or make it public unless we have a legal obligation to do so.

8.    What are your data protection rights?

a)    We would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
i.    The right to access – you have the right to request copies of your personal data from us.
ii.    The right to rectification – you have the right to request the we correct any information you believe is inaccurate. You also have the right to request that we complete any information you believe is incorrect.
iii.    The right to erasure – you have the right to request that we erase your personal data, under certain conditions.
iv.    The right to restrict processing – you have the right to object to our processing of your personal data, under certain conditions.
v.    The right to object to processing – you have the right to object to us processing your personal data, under certain conditions.
vi.    The right to data portability – you have the right to request that we transfer the data that you have given us to another organisation, or directly to you.

vii.   You have rights in relation to automated decision making and profiling. Kick It Out Pensioners does not use any of your personal data to make automated decisions however we do create a profiles of you and you can request that we stop doing this.

b)    If you would like to exercise any of the above rights, please contact us at:
i.    Email us at - [email protected]
ii.    Call us at - 020 3967 8989
iii.    Or write to us at –

Kick It Out
PO Box 6963
NUNEATON
CV11 9PA

We will deal with your request within one calendar month of receiving it.

9.    What are cookies?

a)    Cookies are text files placed on your device (computer/ mobile phone) to collect standard internet log information and visitor behaviour information. When you visit our website(s) or use our application, we may collect information from your device automatically through cookies o similar technology.

For more information, visit allaboutcookies.org.

10.    How do we use cookies?

a)    There are a number of different types of cookies, and our website and application uses cookies:
i.    to let you do things on our website – for example, cookies enable you to log in to secure areas of our website, fill in application forms or view content.
ii.    to collect anonymous statistics – the information collected by cookies enables us to improve the website through usage figures and patterns. For example, it is really useful to see which pages of the website – and therefore which of our services – are the most popular and how users are interacting with them.
iii.    to improve your experience of our website – for example, to prevent you having to re-enter details when you have already done so, or by ensuring that users can find what they are looking for easily.
iv.    to ensure that our website is secure – for example, to make sure that personal information that you give to us does not fall into the wrong hands.
v.    to provide you with information and content which we think is relevant to you – for example, to work with our partners to serve you with targeted advertising.

11.    How to manage your cookies.

a)    You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of the features on our website may not function as intended as a result.

12.    Privacy policies on other websites.

a)    Our website contains links to other websites. This privacy and cookie policy applies to our Kick It Out only. If you click on a link that takes you to another website, you should ensure that you read their privacy policy.

13.    Changes to our privacy policy.

We keep our privacy policy under regular review. Any updates to this policy will be noted on this page. This policy was last updated 06/04/2023

14.    How to contact us.

If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
i.    Email us at - [email protected]
ii.    Call us at - 020 3967 8989
iii.    Or write to us at –

Kick It Out
PO Box 6963
NUNEATON
CV11 9PA
 

15.    How to contact the Information Commissioner’s Office.

Should you wish to report a complaint please contact us and we will investigate and respond to you. If you feel that Kick It Out has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office (ICO):
i.    by using the web forms on their website: ico.org.uk 
ii.    or telephone - 0303 123 1113
iii.    or write to - Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

July 2023