DATA PROTECTION / PRIVACY POLICY

Your privacy matters—how we protect your data and images

Sports, Wellness & Recreation CIC is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults who participate in our activities.

We believe everyone has the right to take part in sport and community activities in a safe, positive and supportive environment.

Our Commitment

Sports, Wellness & Recreation CIC will:

  • Provide a safe and inclusive environment for participants

  • Take all safeguarding concerns seriously

  • Protect children and vulnerable adults from harm, abuse or neglect

  • Ensure staff and volunteers understand safeguarding responsibilities

  • Follow appropriate procedures when concerns are raised

Who This Policy Applies To

This policy applies to:

  • Staff

  • Volunteers

  • Coaches

  • Session leaders

  • Participants

  • Partner organisations working with us

Everyone involved with Sports, Wellness & Recreation CIC shares responsibility for safeguarding.

Safer Recruitment

Where appropriate, Sports, Wellness & Recreation CIC will:

  • Carry out Disclosure and Barring Service (DBS) checks for staff and volunteers working with young people

  • Ensure coaches and volunteers understand safeguarding procedures

  • Provide appropriate training and guidance

Recognising Safeguarding Concerns

Safeguarding concerns may include:

  • Physical abuse

  • Emotional abuse

  • Sexual abuse

  • Neglect

  • Bullying or harassment

  • Discrimination

Any concerns about the welfare of a participant should be reported immediately.

Reporting a Safeguarding Concern

If someone has concerns about the safety or wellbeing of a participant, they should:

  1. Speak to a coach or session leader immediately

  2. Report the concern to the organisation's safeguarding lead

  3. If a child or vulnerable person is in immediate danger, contact emergency services

All concerns will be treated seriously and handled confidentially.

Safeguarding Lead

Designated Safeguarding Lead
Sports, Wellness & Recreation CIC

Email: safeguarding@swrcommunity.org.uk

Working with Parents & Guardians

We aim to work in partnership with parents and guardians to ensure the safety and wellbeing of all participants.

Consent will be obtained where required for participation, media use, and emergency contact information.

Code of Conduct

All participants, coaches and volunteers are expected to:

  • Treat others with respect

  • Promote fair play and positive behaviour

  • Avoid bullying, discrimination or harassment

  • Follow instructions and safety guidance

Policy Review

This policy will be reviewed regularly to ensure it reflects best practice and legal requirements.

Last updated: 2026

SAFEGUARDING POLICY

Who We Are

Sports, Wellness & Recreation CIC is a community organisation delivering sports, wellness and recreational activities to support healthier and more active communities.

For any questions regarding this policy or your data, please contact:

Email: info@swrcommunity.org.uk

What Information We Collect

We may collect the following information when you engage with our programmes or contact us:

  • Name

  • Email address

  • Phone number

  • Emergency contact details

  • Age or date of birth (for youth participation)

  • Medical or accessibility information where necessary for participation

  • Photos or media from events (with consent)

How We Use Your Information

We collect and use personal data to:

  • Register participants for programmes or activities

  • Communicate about sessions, events, and updates

  • Ensure participant safety and wellbeing

  • Manage safeguarding responsibilities

  • Monitor participation and improve services

  • Meet legal and regulatory obligations

We only collect information that is necessary for delivering our services.

How We Protect Your Data

Sports, Wellness & Recreation CIC takes appropriate measures to protect personal data including:

  • Secure storage of digital and physical records

  • Restricted access to personal information

  • Use of password-protected systems

  • Staff and volunteer confidentiality procedures

Sharing Your Information

We will not sell or share your personal information with third parties for marketing purposes.

Information may be shared only when necessary with:

  • Partner organisations delivering programmes

  • Emergency services where required for safety

  • Funding bodies for reporting purposes (data anonymised where possible)

  • Legal authorities where required by law

How Long We Keep Information

We keep personal information only for as long as necessary to deliver services and meet legal or safeguarding obligations.

After this period, information will be securely deleted or destroyed.

Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate information

  • Request deletion of your data where appropriate

  • Object to how your data is used

Requests can be made by contacting:

info@swrcommunity.org.uk

Website Cookies

Our website may use cookies to improve user experience and understand website traffic.

You can manage cookie settings through your browser.

Policy Updates

This policy may be updated periodically to reflect changes in legal requirements or organisational practices.

Last updated: 2026

Data Protection & Privacy

Sports, Wellness & Recreation CIC is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use and protect personal information when you interact with our organisation or use our website.

Equality, Diversity & Inclusion Policy

Sports, Wellness & Recreation CIC

Sports, Wellness & Recreation CIC is committed to creating an inclusive environment where everyone is treated with dignity and respect. We believe sport and community activities should be accessible to all, regardless of background or personal circumstances.

Our Commitment

We aim to ensure that everyone who participates in our activities feels welcome, safe and valued.

We are committed to promoting equality and diversity and preventing discrimination in all aspects of our work.

This applies to:

  • Participants

  • Coaches and volunteers

  • Staff and organisers

  • Partner organisations

  • Members of the community engaging with our activities

Equal Opportunities

Sports, Wellness & Recreation CIC does not tolerate discrimination based on:

  • Age

  • Disability

  • Gender or gender identity

  • Race or ethnicity

  • Religion or belief

  • Sexual orientation

  • Socio-economic background

We aim to provide opportunities that allow everyone to participate in sport and community activities regardless of their background.

Inclusive Environment

Responsibilities

Everyone involved with Sports, Wellness & Recreation CIC shares responsibility for maintaining an inclusive environment.

Coaches, staff and volunteers should:

  • Promote fairness and respect

  • Challenge discriminatory behaviour where appropriate

  • Support participants who may feel excluded or uncomfortable

We promote an inclusive environment by:

  • Encouraging respect and positive behaviour

  • Making activities welcoming and accessible

  • Addressing discrimination, bullying, or harassment promptly

  • Promoting diversity within our programmes and partnerships

All participants, volunteers and staff are expected to treat others fairly and respectfully.

Reporting Concerns

Any concerns relating to discrimination, harassment or unfair treatment should be reported to the organisation so that appropriate action can be taken.

Concerns can be reported via:

Email: info@swrcommunity.org.uk

All concerns will be treated seriously and handled respectfully.

Complaints Procedure

Sports, Wellness & Recreation CIC is committed to delivering high-quality programmes and services to the community.

We recognise that occasionally concerns or complaints may arise and we welcome feedback to help us improve our work.

Making a Complaint

If you are unhappy with any aspect of our activities, services or conduct, you are encouraged to raise the matter with us.

Complaints can relate to:

  • Behaviour of participants, coaches or volunteers

  • Organisation of activities or events

  • Safeguarding concerns

  • Discrimination or unfair treatment

  • General dissatisfaction with services

Complaints can be submitted via email:

Email: info@swrcommunity.org.uk

How We Handle Complaints

Once a complaint has been received, Sports, Wellness & Recreation CIC will:

  1. Acknowledge the complaint

  2. Review the issue and gather relevant information

  3. Respond within a reasonable timeframe

  4. Take appropriate action where necessary

We aim to deal with complaints fairly, transparently and respectfully.

Confidentiality

All complaints will be handled confidentially wherever possible. Information will only be shared with individuals who need to be involved in resolving the issue.

Serious Concerns

If a complaint involves safeguarding concerns relating to children or vulnerable adults, it will be handled in line with the organisation’s Safeguarding Policy and may be referred to relevant authorities where necessary.

Continuous Improvement

Feedback and complaints help us improve our programmes and services. Sports, Wellness & Recreation CIC is committed to learning from feedback and strengthening our community activities.

Contact

For complaints or feedback please contact:

Sports, Wellness & Recreation CIC
Email: info@swrcommunity.org.uk

Contact Us

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Contact

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Email

info@swrcommunity.org.uk


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