Army Sports Privacy Policy
Updated: 27th August 2026
- This privacy policy explains how Army Sport collects, uses, stores and protects personal information when you use Army Sport websites, contact Army Sport, take part in Army Sport activity, or interact with recognised sports that use Army Sport systems or support.
It also explains your data protection rights, including the right to object to certain processing and the right to withdraw consent where consent is relied upon.
- Army Sport has 49 recognised sports and is the Data Controller for the personal information collected by Army Sport HQ and the following sports that hold their data in the Army Sport SharePoint site:
| Athletics | Aquatics | Boxing | Cricket | Golf |
| Netball | Rugby Union | Triathlon | Army Sailing | Winter Sports |
| Cycling | Hockey | Tennis | Squash | Martial Arts |
The Army Sport Data Protection Manager (DPM) address is:
Data Protection Manager
Army Sport
Mackenzie Building
Fox Lines
Queens Avenue
Aldershot
GU11 2LB
3. Army Sport is committed to protecting personal information and processing it fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations.This privacy notice has taken account of changes introduced by the Data (Use and Access) Act 2025, including updates to lawful bases, recognised legitimate interests, automated decision-making safeguards, subject access requests, cookies and storage technologies, international transfers, and data protection complaints handling.
4. For the purposes of this privacy notice, Army Sport is the data controller for personal information collected by Army Sport HQ and 16 sports named above where Army Sport determines the purposes and means of processing. Where an individual sport acts as its own controller, its own privacy policy will explain how that sport processes personal information.
What personal information do we collect?
5. We may collect personal information that is necessary for Army Sport administration, governance, communication, safeguarding, event delivery and sport participation. This may include contact details, service or membership information, role or appointment details, event and competition information, eligibility information, qualifications, awards, committee membership, records of enquiries and correspondence, and information needed to manage grants, scholarships, travel, accommodation or representative activity.
Contact information including email address.
Army Sport will collect only the personal information that is necessary for the stated purpose. Where possible, we will avoid collecting excessive information, limit access to those who need it, and keep records accurate, relevant and up to date.
We collect and use personal information only where we have a lawful basis to do so and where the processing is necessary and proportionate. Personal information collected through website enquiries will normally be used to respond to the query and then deleted or retained only where there is a legitimate administrative, governance or legal reason to do so. Recognised sports may also collect and retain information in accordance with their own privacy policies and retention schedules.
Some information may be special category data or criminal offence data, for example where health, safeguarding, eligibility, equality monitoring, gender category, disability access, medical, injury or DBS-related information is needed for a specific purpose. Where this applies, Army Sport will only process the information where there is an Article 6 UK GDPR lawful basis and an appropriate Article 9 UK GDPR condition or Data Protection Act 2018 Schedule 1 condition, with additional safeguards appropriate to the sensitivity of the information.
Lawful Basis for Collection
6. The lawful basis for processing personal information will depend on the purpose of the processing. The main lawful bases used by Army Sport may include consent, contract, legal obligation, vital interests, public task, legitimate interests and, where applicable, recognised legitimate interests introduced into UK data protection law.
7. This will include (as relevant):
Processing may be necessary to perform a contract with you or to take steps at your request before entering into a contract, for example in relation to sponsorship, paid services, bookings, event arrangements or other agreed activities.
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- Processing may be necessary for Army Sport’s legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include administering sport, managing events, maintaining records, supporting governance, responding to enquiries, managing representative activity and protecting the integrity of Army Sport activity.
- Processing may be necessary to comply with a legal obligation, for example where Army Sport must retain records, respond to lawful requests, meet safeguarding requirements or comply with financial, governance or regulatory duties.
Consent may be used for optional communications, marketing, non-essential cookies or other activities where consent is the appropriate lawful basis. You may withdraw consent at any time, although this will not affect processing that was carried out lawfully before consent was withdrawn.
8.In summary, we process personal information only where it is necessary for a clear purpose and supported by a lawful basis. We will tell you where information is required and, where relevant, what may happen if you do not provide it.
9. We may use personal information for the following purposes:
- Administering Army Sport activity, events, competitions, teams, eligibility, selections and representative records.
- Managing enquiries, communications, grants, scholarships, governance, finance, audit and reporting requirements.
- Sending essential service messages, event updates and operational communications where these are necessary for the administration of Army Sport activity.
- Sending optional promotional communications, newsletters or third-party opportunities only where consent or another appropriate lawful basis applies.
Security
10.We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and in paper format.
If Army Sport identifies a personal data breach, it will assess the risk to individuals and take appropriate action. Where legally required, Army Sport will report the breach to the Information Commissioner’s Office within the required timescale and will inform affected individuals where the breach is likely to result in a high risk to their rights and freedoms.
How we use cookies.
11. Our website may use cookies and similar technologies to help the site operate, improve user experience, understand how the website is used and remember user preferences. We will provide clear information about the cookies we use and why we use them.
12. Where consent is required under the Privacy and Electronic Communications Regulations, we will ask for it before placing non-essential cookies or similar technologies on your device. Strictly necessary cookies may be used where they are required for the website to function.
13. Third parties may also use cookies or similar technologies where their services are embedded or linked from our website. We do not control third-party websites or services and recommend that you review their own privacy and cookie information.
14. You can manage cookie choices through the tools made available on the website and through your browser settings. Disabling some cookies may affect how parts of the website operate.
Links to other websites.
15. Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Where we store your personal data.
16.Personal information is stored using appropriate technical and organisational measures designed to protect it against unauthorised access, loss, misuse, alteration or disclosure. Where we use service providers to support our systems or services, we require appropriate data protection arrangements to be in place.
17.Information transmitted over the internet cannot be guaranteed to be completely secure. Once personal information is received, Army Sport applies procedures and security measures intended to safeguard it and restrict access to those who need it for authorised purposes.
Disclosure and Control of your information.
18. Army Sport will never sell your personal information to third parties. We may share personal information only where this is necessary and proportionate for Army Sport purposes, including with recognised sports, Army Sport personnel, team managers, event organisers, governing bodies, safeguarding personnel, finance or audit support, IT and system providers acting on our behalf, or where disclosure is required by law.
19.You can exercise your data protection rights by contacting the Army Sport Data Protection Manager at:
Data Protection Manager
Army Sport
Mackenzie Building
Fox Lines
Queens Avenue
Aldershot
GU11 2LB
20.We may disclose or share personal information where required to comply with legal obligations, to respond to lawful requests, to protect individuals, or to protect the rights, property, safety and integrity of Army Sport and its activities.
Individual Association Policies
- Personal information will not be kept for longer than necessary for the purpose for which it was collected, unless a longer period is required for legal, safeguarding, governance, audit, charity, historical sporting record or dispute resolution purposes. Information that is no longer required will be securely deleted, anonymised or archived in accordance with Army Sport’s retention requirements and applicable legal obligations.
| Purpose of processing | Main lawful basis | Typical retention approach |
| Administering enquiries, website contact forms, routine communications and requests for information | Legitimate interests or consent where applicable | Normally retained only for as long as needed to respond to the enquiry, then deleted or retained only where there is a legitimate administrative, governance or legal reason |
| Administering sport participation, eligibility, events, competitions, selections, teams and representative activity | Legitimate interests and, where applicable, performance of a contract | Normally retained for the current season or activity period plus review at around 12 months, unless needed for ongoing participation, governance, dispute resolution or historical sporting records |
| Maintaining records of qualifications, roles, appointments, committee membership, coaching, officiating and volunteer activity | Legitimate interests and legal obligation where relevant | Retained while the role, qualification or appointment is current and for an appropriate review period afterwards, subject to governance, safeguarding, insurance or audit needs |
| Safeguarding, welfare, suitability checks, DBS-related administration and incident management where relevant | Legal obligation or legitimate interests, plus an appropriate Article 9 or Data Protection Act 2018 Schedule 1 condition where required | Held only for as long as necessary for safeguarding, welfare, suitability, governance, audit, legal or insurance purposes, with access restricted to those who need it |
| Financial administration, grants, scholarships, expenses, bookings, payments, audit and statutory reporting | Legal obligation, legitimate interests and performance of a contract where applicable | Retained in line with finance, audit, tax, charity governance and statutory record-keeping requirements, then securely deleted or archived where appropriate |
| Maintaining results, awards, representative history, honours, records and historical sporting information | Legitimate interests | Key results and historical sporting records may be retained in perpetuity where necessary and proportionate, with personal information minimised where possible |
| Optional newsletters, promotional communications, surveys or third-party opportunities | Consent or another appropriate lawful basis | Until consent is withdrawn, the person opts out, or the communication activity ends |
- Retention periods may vary depending on the nature of the information, the relevant sport, and the purpose for which the information is held. For further information about retention, please contact the Army Sport Data Protection Manager or the relevant sport secretary.
Access to information.
- Subject to applicable conditions and exemptions, you have the right to access your personal information and to receive a copy of the personal information we hold about you.
Your rights under DP Law.
- Subject to the applicable conditions and exemptions, your rights may include the right to be informed about how your personal information is used, the right of access, the right to rectification, the right to erasure, the right to restriction of processing, the right to data portability, the right to object to processing, the right to withdraw consent where processing is based on consent, and rights relating to automated decision-making and profiling where these apply.
- The right to access or obtain copies of your personal information that we hold.
- The right to rectification, including to require us to correct inaccurate personal data.
- The right to request restriction of processing concerning you or to object to processing of your personal data.
- The right to request the erasure of your personal data where it is no longer necessary for us to retain it.
- The right to data portability including to obtain personal data in a commonly used machine-readable format in certain circumstances such as where our processing of it is based on your consent.
- The right to object to automated decision-making including profiling (if any) that has a legal or significant effect on you as an individual; and
- Where you have an option to provide us with your personal data or not in connection with your use of our website or in connection with any of our products or services, you have the right to be informed about the possible consequences of not giving it to us.
- The right to withdraw your consent to any processing for which you have previously given that consent.
Please contact us at the address below if you would like to exercise any of your rights explained above in relation to your personal information.
Your right to complain to the data privacy supervising authority.
- If you are dissatisfied with how your personal information has been handled, you should raise your concern with Army Sport in the first instance via the Army Sport Data Protection Manager. Army Sport will acknowledge receipt of a data protection complaint within 30 days, make appropriate enquiries, keep you informed of progress as required and provide an outcome without undue delay.
If you remain dissatisfied after Army Sport has responded, or if you consider that your concern has not been resolved within a reasonable period, you may then complain to the Information Commissioner’s Office (ICO).
You can contact the ICO at:
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://www.ico.org.uk
- This Notice does not apply to websites, services or organisations that are not controlled by Army Sport, even where our website provides a link to them. You should review the privacy information provided by those external websites or organisations.