Privacy Policy

At Energise Me, we’re committed to championing physical and cultural activity for all but never at the expense of your privacy.

We promise to

treat your personal information with care
be thoughtful about the information we ask you to provide and the information that we collect through the operation of our services
be clear and transparent about how we gather, use and share your personal information
protect your privacy in line with the UK General Data Protection Regulations (GDPR)

This Privacy Policy explains who we are and where, why and how we collect and process information about you.

This policy was last updated on 26th September 2023.

Introducing us

In this Privacy Notice whenever you see ‘we’, ‘us’ or ‘our’ it refers to Energise Me (ICO registration number ZA344646).

We’re a charity (number 1165592) that champions physical and cultural activity for all in Hampshire and the Isle of Wight. We work our socks off to boost activity levels and build happier, healthier and stronger communities.

Getting to know you

While we would love to get to know you better, we respect your privacy.

We will collect information when you choose to

subscribe to our e-newsletter
subscribe to the Culture in Common mailing list
apply to join the Hampshire Talented Athlete Scheme (HTAS)
apply for official funding, distributed by Energise Me
apply for a coach, volunteer or official bursary
apply for a job with us
submit an Energise YOUth Expression of Interest
book for an event or training session arranged by us on Eventbrite
complete a survey via Survey Monkey or Google Forms
follow us on Twitter, Instagram, LinkedIn or Facebook or comment on a social media post (depending on your social media privacy settings)

We’ve added notes throughout the website to highlight when we’re collecting your information and to check that you’re happy for us to get to know you better.

If you are under 18 we will ask for your parent’s consent and personal information in place of or as well as yours.

E-newsletters

E-newsletters are a great way to keep up to date with topics that you’re interested in. We use a third-party provider, Mailchimp, to collect your name and email address and deliver our monthly newsletters.

We will only

send you e-newsletters if you complete the form and give your specific consent
send you content that you’ve selected via your stated preferences, in a timely manner
ask for your email address and your name so we can send personalised emails (they are friendlier and less likely to end up in your junk)

You can choose the content that’s relevant to you and update your preferences or unsubscribe at any time via links in our emails.

To help improve the way we communicate with you, we also process personal information in the following ways that are within our legitimate organisational interests. We

collect information about which emails you have opened and clicked
record your email preferences in our Customer Relationship Management system Capsule if we already have a relationship with you

Mailchimp and Capsule share our respect for your privacy. Their staff may access non-identifying information to monitor the usage and performance of their services. They will not access information that identifies you. Take a look at Mailchimp’s Privacy Policy and Capsule’s Privacy Policy.

Funding/Bursary Applications

If you request funding or support your personal information will be collected online via encrypted website forms (Gravity Forms) and stored securely in our website database, which is hosted by WP Engine. Both Gravity Forms and WP Engine will treat your information with care.

We will only request the personal information that we need for the following purposes:

to communicate with you about your application
to assess your eligibility against set criteria
to administer and manage the funding, support or role for which you’ve applied
to report to the funder of the scheme for which you’ve applied (if required in the funding agreement)

We will

ask you to tick a box on the application form to consent to the processing of your data for these purposes
use your email address to notify you of our decision
store your personal information securely for 12 weeks after the decision is made if you are unsuccessful to allow a window in which you can request feedback
store your personal information securely for 7 years after the funding period if you are successful, as required for auditing purposes outlined by HM Revenue and Customs
securely delete your personal information once the appropriate time period has passed

Job applications

When you apply for a job with Energise Me, you will apply via our recruitment platform Applied. We will use Applied to;

to communicate with you about your application
to assess your eligibility against set criteria

Applied will:

ask you to tick a box to agree to its privacy policy and the storage and processing of your data
ask you to provide information relating to protected characteristics, such as your gender, ethnicity and disability status. This is completely optional and unless you give your consent to share the information with the hiring company, this information is always anonymised and used solely for statistical and research purposes.
treat your personal information with care, in a way that adequately meets UK data protection regulations

Event and workshop bookings

When you book for an event or workshop you are entering into a contract with us. In order to perform this contract, we need to process your data. For example, we may need to contact you to notify you of changes to the event.

We use a third party service, Eventbrite, to process event and workshop bookings. Eventbrite is registered with both Visa and Mastercard as a PCI-compliant Service Provider, which means they process payment card details securely.

We will only

ask for the information that is necessary to process your booking or tailor the event/workshop to your needs
store your personal information for as long as we need it to administer the event/workshop before securely deleting it
use your contact details to communicate with you about the event/workshop you’ve booked for – this may include pre-joining information and post-event surveys and resources

We may, if necessary

share information with the workshop leader to enable them to prepare for the session – they will be asked for written confirmation that they will only use your information for that purpose

Surveys

We use third party services, Survey Monkey, Microsoft Forms or Google Forms, to conduct online surveys and DJS Research to conduct in person interviews. We will only collect your information if you choose to complete a survey. In most cases you can complete the survey anonymously if you prefer.

We may include anonymous comments in reports to partners, funders, staff or trustees. The information will not be used to identify you.

If you choose to share your contact details we may contact you to clarify comments you’ve made but only if you give us permission to do so. We will not add you to marketing lists or store your information for any other purpose unless you give us your specific consent to do so.

Survey Monkey prides itself on its first-class privacy standards – take a look at its GDPR statement.

DJS Research prides itself on its first-class privacy standards – take a look at its privacy policy.

Social media

We use a third-party provider, Later, to manage our social media interactions. If you send a private or direct message, or comment on our social media the message will be stored by Later. Take a look at Later’s privacy policy.

Other information we may collect from you

When you visit our website, we may automatically collect technical information to help us monitor and improve the user experience. This falls within our legitimate organisational interests and may include:

the Internet Protocol (IP) address used to connect your computer or device to the internet
browser type and version
time zone setting
system and platform information

We use a third party service, Google Analytics, to collect this information. It helps us work out what people are most interested in and rectify any glitches on the site that might spoil your experience. The information is processed in a way that does not identify anyone. We do not make, or allow Google to make, any attempt to find out the identities of those visiting our website.

Use of cookies

You can read more about how we use cookies on our Cookies page.

Keeping your information safe

We use technical and organisational safeguards to keep your personal information secure:

our online forms are encrypted
our network is protected and routinely monitored
we store your digital information on secure servers
we limit access to information on a need-to-know basis
we have a clear policy in place for all staff, volunteers and trustees
we undertake regular reviews of who has access to information that we hold and ensure that your information is only accessible by appropriately trained staff, volunteers and contractors

While we make every effort to protect your information, the transmission of information via the internet is never completely secure. We therefore cannot guarantee the security of your information transmitted to our website or servers (such as by email). Any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

External companies, Door 22, Ethical Digital and WP Engine, support us with the maintenance and hosting of the website and perform regular security updates. We have performed checks on both companies to ensure they will treat your information with care.

Some of our suppliers run their operations outside the United Kingdom, including within the European Economic Area (EEA). This includes countries which do not have the same data protection laws as in the UK. In these circumstances, we have made sure they provide an adequate level of protection in accordance with UK data protection law, and have confirmed that appropriate safeguards are in place.

Other websites

Our website contains links to other websites that we think might be of interest to you. These websites are outside of our control and are not covered by this privacy policy. If you access other sites using the links provided, please check their privacy notices for details of the information they will collect about you. We do not accept responsibility or liability for those policies.

Changes to this privacy policy

This privacy policy was last updated on 26th September 2023.

We may occasionally make changes to this privacy policy. We link to this page from all the forms where we collect personal information to make it easy for you to check the latest version before you submit information. You can also find the link at the bottom of every page.

Your rights

We respect your rights. You have the right to

ask us to stop processing your personal data
ask for a copy of the information we hold about you
request changes to the information we hold about you if it is out of date or incorrect

If you would like to access your information, please send a description of the information you want to see and proof of your identity by post to Energise Me, C/O Azets Athenia House, 10-14 Andover Road, Winchester, Hampshire, SO23 7BS. To ensure we only provide personal data to the right person, we are unable to accept these requests by email.