Last updated: 1 November 2026
This policy explains how Active Sleaford collects and uses personal information when you use activesleaford.org.uk, contact us, list an activity, or take part in our surveys and consultations. It also explains your rights and how to exercise them.
Active Sleaford is run by The Junior Sports Program Trust Ltd, registered charity no. 1126453 (“we”, “us”). We are the controller of the personal information described in this policy.
Contact us about privacy at info@activesleaford.org.uk, by phone on 07506 674 524, or through our contact page.
When you use our contact form we receive your name, email address, phone number (optional), subject and message. We use them to reply and to keep a record of the conversation. Messages arrive by email. The website does not keep a separate copy.
If you create an account to add or manage a listing, we hold your email address, a securely stored password, your phone number (optional), and the details you enter for the listing. Listings for activities, venues and volunteer opportunities can include a contact name, phone number, website, social media links, a description and a photo.
Everything in a listing, apart from the contact email address, is published on the website once we have approved it. We never show the contact email address publicly. We use it only to forward messages from people interested in the activity and to contact you about your listing.
To make the directory useful, we have added some local activities using information that the organisations themselves publish, for example on their own websites or social media pages. This can include a contact name, phone number or email address that the organisation has made public. We keep a note of where each item came from. If you are responsible for one of these organisations and want your listing corrected, claimed or removed, please contact us and we will do so promptly.
If you use a listing’s contact button, we send your message, subject and email address to that organisation by email so they can reply to you directly. We also send a copy to info@activesleaford.org.uk. The organisation’s email address is never shown to you.
Our annual survey of clubs, schools and community organisations collects information about the organisation and its needs. If you choose to give them, we also collect a contact name, email address and phone number, and whether you want the results or are happy to be contacted. We use contact details only for the purposes you tick in the survey.
The Recreation Ground consultation asks people who live in Sleaford and the NG34 area how they use the Recreation Ground and what should be improved. We collect:
We do not store your IP address with your answers. Because the codes are made with a key, they are not anonymous, but we do not use them to identify anyone. They only help an authorised administrator review responses that may be duplicates. A response is never rejected just because it shares a connection, a device or an email address with another, because households, workplaces and libraries share these legitimately.
We collate the results and share them with Sleaford Town Council to inform decisions about the Recreation Ground, and we publish a summary for residents. We do not share individual responses, email addresses or the technical codes with the Council.
If you leave a comment on a news post, we collect the name, email address and comment you enter, plus your IP address and browser details to help detect spam. Your name and comment are shown publicly; your email address is not.
Like any website, ours processes your IP address and basic device information so that pages can be delivered securely. We use the following services:
See Cookies and similar technologies below.
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Replying to messages and enquiries | Legitimate interests – responding to people who contact us |
| Running your account and publishing your listing | Contract – providing the service you have asked for |
| Listings added from public sources | Legitimate interests – helping residents find local activities, using information organisations have made public. You can object at any time. |
| Forwarding messages sent through a listing | Legitimate interests – passing on enquiries that people have asked us to send |
| Survey and consultation answers, and producing collated results | Legitimate interests – as a charity, understanding local needs and informing decisions about sport, activity and public spaces |
| Consultation integrity checks (technical codes and timing) | Legitimate interests – keeping consultations fair and protected from automated or repeated submissions |
| Emailing results, news or volunteering opportunities | Consent – given separately for each purpose and withdrawable at any time |
| Website statistics (Jetpack Stats) | Legitimate interests – understanding how the website is used |
| Microsoft Clarity analytics | Consent – through our cookie banner |
| Security, backups and spam prevention | Legitimate interests – keeping the website and your information secure |
Where we rely on legitimate interests, we have balanced our interests against your rights. You can object at any time (see your rights).
We share information only where needed, with:
We never sell personal information.
Some of our service providers may process information outside the UK, for example in the United States. Where they do, the transfer is protected by UK adequacy regulations, including the UK Extension to the EU–US Data Privacy Framework, or by the UK International Data Transfer Agreement or Addendum.
| Information | How long |
|---|---|
| Survey and consultation answers (results) | Kept indefinitely as a historical record of local needs and community views. Answers are not linked to your name. |
| Consultation technical codes | Deleted once the duplicate review is complete, before the results are published |
| Email for consultation or survey results | Until the results have been sent, then deleted |
| Email for volunteering contact | Until the Recreation Ground improvement project ends, then deleted |
| Email for news and updates | Until you withdraw your permission |
| Needs Assessment contact details | Until the purpose you agreed to is complete, or you withdraw |
| Accounts and listings | While your account is active. Removed listings and closed accounts are deleted within 12 months. |
| Messages to us, and enquiries forwarded through listings | Up to 2 years after the last contact |
| Comments | While the post is published, unless you ask us to remove them |
| Website backups | Overwritten automatically on Jetpack’s rolling backup schedule |
| Hosting, security and analytics logs | Under each provider’s own retention policy |
The website uses encrypted connections (HTTPS). Passwords are stored in hashed form. Only authorised administrators can see survey responses, contact details and account information. Contact lists are kept separate from survey answers, and we regularly back up the site.
Under UK data protection law you have the right to:
To exercise any of these rights, contact us using the details in section 1. We will respond within one month. Survey and consultation answers are not linked to names, so we can usually only find a response if you gave an email address with it.
You can withdraw any email permission at any time. Email info@activesleaford.org.uk or use our contact page, and tell us the email address you used and which permission(s) to withdraw. We will record the withdrawal and delete your email address from that contact list. Withdrawing does not affect your ability to take part in any survey or consultation, and your answers stay in the anonymous results.
If you are unhappy with how we have handled your information, please tell us first. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Our consultations welcome views from young people. We do not ask young people for names or contact details. Any optional email address must belong to the person taking part, or to a parent or carer. Accounts and listings are for adults acting for an organisation.
| Name / type | Purpose | Consent needed? |
|---|---|---|
| cookieyes-consent | Remembers your cookie choices | No (strictly necessary) |
| wordpress_logged_in_*, wordpress_sec_*, wp-settings-* | Keep you signed in to your account | No (strictly necessary) |
| Survey progress (browser session storage) | Keeps your answers while you complete a survey, until you submit or close the tab | No (strictly necessary) |
| Consultation browser identifier and “completed” marker (browser local storage) | Protects the consultation from repeated submissions and tells you if you have already taken part on this device | No (needed to provide a secure consultation) |
| Jetpack Stats | Counts page visits for statistics only | No (statistics only) |
| _clck, _clsk (Microsoft Clarity) | Analytics: heatmaps and session recordings | Yes – set only if you accept analytics cookies |
| comment_author_* (optional) | Remember your details if you choose to when leaving a comment | Your choice in the comment form |
You can change your cookie choices at any time using the cookie banner settings, or by clearing your browser’s cookies and site data.
We may update this policy, for example when we add a new survey or service. The “last updated” date at the top shows when it last changed.
