Privacy Policy and GDPR

Who We Are

SiSS (Safeguarding in School Sport) is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

SiSS will gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

What Information We Collect

SiSS processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services.

We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect is:

  • Name
  • Address
  • Email Address
  • Contact Telephone Numbers
  • DBS Certificate Information
  • Safeguarding Certificate Information
  • Insurance Certificate Information
  • First Aid Certificate Information
  • Current Photograph (Sports Coaches only)
  • Employers Name
  • Copies of Certificates and Qualifications (Sports Coaches only)

We collect information in the following ways:

  • Online Registration Forms
  • SiSS CMS

How We Use Your Personal Data

SiSS takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law.

We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

The purposes and reasons for processing your personal data are detailed below: -

  • We collect your personal data in the performance of a contract or to provide a service.
  • Data stored on SiSS will be shared with Dudley educational establishments who have elected to subscribe to SiSS and will access the system securely.
  • We may occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests.

Your Rights

You have the right to access any personal information that SiSS processes about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. SiSS uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Amazon EC2
We use Amazon EC2 to host our servers, which in turn holds the documents, images and videos that you upload to gthe SiSS platform, the only information we pass is the files you upload. Our hosting servers are located in Dublin, Ireland.

How Long We Keep Your Data

SiSS only ever retains personal information for as long as is necessary. We actively review this policy in place to meet these obligations. We will keep your data on our systems for as long as a relationship exists between you and SiSS.

You may also ask us specifically to remove your details.

School/Coach Specific Information

As part of SiSS’s commitment to security, when a school or coach contacts the validator, theyt will be asked to confirm specific details to confirm that it is a genuine call/request.

Personal information used in the ‘SiSS’ platform is always kept to a minimum and is only visible by staff elected by SiSS. SiSS will not access this information unless it is deemed necessary to do so for the purpose of support and SiSS will only access this information with permission from you.

Every entry on the ‘SiSS’ platform will be fully cleansed of content and data within 30 days of the contract with the particular party ending.

As part of all employees terms and conditions we have a strict confidentiality policy, which can be provided upon request.

Our security measures are set out in our ‘Security Statement’ which can be seen on the website.

Making A Complaint

SiSS only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.


Copyright © 2018 - Safeguarding In School Sport
Privacy Policy & GDPR
Cookie Policy