North Somerset Council is committed to protecting and respecting your privacy. This privacy notice explains how we collect, use, and store your personal data in connection with the Playing Pitch Strategy Survey. Please read it carefully and contact North Somerset Council’s Data Protection Team using the details at the end if you have any questions.
This privacy notice applies to all surveys being conducted as part of North Somerset Council’s Playing Pitch Strategy review, including surveys aimed at cricket, football, and rugby clubs. The purpose, data handling practices, and your rights are the same across all three surveys.
Purpose of processing
North Somerset Council’s Leisure Team is gathering information from sports clubs and facility providers to help update the Playing Pitch Strategy. The data will support decision-making to ensure current and future demand for playing pitches and facilities is met as the population grows.
The information collected will allow the Council to:
- understand the current use and condition of sports facilities;
- collaborate with national governing bodies (NGBs) to improve local provision;
- plan for future needs based on participation data and population growth;
- ensure investment and development of sports facilities is based on up-to-date evidence.
Participation is voluntary, and you are free to provide feedback through other channels if you prefer.
Who the data subjects are
The views we are seeking are those of the organisation represented by the respondent and not the personal views of an individual.
Personal data and how it will be used
As part of the assessment, we collect the following data:
- name (mandatory)
- club email address (voluntary)
- comments or feedback about club
- any other information you choose to provide, such as details about facility use, accessibility, or equality needs.
Please do not provide any information that would allow us to identify living individuals. We will immediately anonymise any such information we find when we analyse your response.
Legal basis for using your data
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the legal basis for processing your personal data is:
- Article 6(1)(e): processing is necessary for the performance of a task carried out in the public interest.
If you choose to provide special category data (e.g., about health or accessibility needs), the legal basis will be:
- Article 9(2)(a): your explicit consent.
You may withdraw your consent at any time by contacting us (details below).
Profiling and automated decision making
No automated decision-making or profiling will be carried out using your data. All responses will be reviewed manually by relevant Council staff.
Data sharing and recipients
Your personal data will be accessed only by authorised North Somerset Council personnel, specifically:
- the Business Intelligence Service (survey administrator)
- the Head of Service
- relevant managers within the Leisure team
We may share anonymised or aggregated data with external partners, such as Sport England or relevant NGBs, for reporting and planning purposes. This data will not contain any personal identifiers. We will not share your personal data with any other third parties without your consent, unless required by law.
Use of third-party survey platform
North Somerset Council uses Snap Surveys Limited to manage and host this survey. Snap Surveys processes your data solely under our instructions and is contractually required to comply with data protection regulations. For more information, please see Snap Surveys' Privacy Policy.
How long we keep your data
- survey data retention: once collected, data will be exported to relevant managers for review.
- data deletion: the raw data will then be deleted from Snap Surveys to ensure it is not retained longer than necessary.
- access to data: only the survey administrator, Head of Service, and relevant manager(s) will access raw data.
- anonymised data: non-identifiable, aggregated data may be retained indefinitely for statistical and planning purposes.
Your data protection rights
Under UK GDPR, you have the right to:
- access your personal data
- request correction of inaccurate data
- object to processing carried out in the public interest
- request erasure of your data in some cases
- withdraw consent where this is the legal basis for processing (e.g., for special category data)
To exercise any of these rights, or to withdraw from the survey, please contact us at foi@n-somerset.gov.uk.
We will confirm the removal or update of your data upon receiving your request.
Concerns or complaints
If you are unhappy with the way we have handled your personal data, you have the right to contact the Information Commissioner’s Office (ICO) via https://ico.org.uk/concerns
or 0303 123 1113.