The Birmingham 2022 Commonwealth Games Organising Committee Limited (“Birmingham 2022”) takes our responsibility to look after your personal information very seriously. Birmingham 2022 are a ‘data controller’ for the purposes of the data protection legislation, and we are responsible for, and control the processing of, any personal information you share with us. This privacy notice contains important information about:
- The personal information we collect about you;
- Why we collect your information and what we do with it;
- Who your information will be shared with, and
- Your rights.
This notice relates to information collected from our website via email and any forms you may complete on the website, as well as any postal, telephone or email enquiries you may make to Birmingham 2022.
We have a separate cookie notice for any information which we collect via cookies, web logs, Google Analytics, and security and performance software. For further information about these please read our cookie notice.
If you have any queries relating to data protection matters or if you would like a copy of this privacy notice in another format (for example: audio, large print or braille) please contact our Data Protection Officer at:
Data Protection Officer,
Birmingham Organising Committee for the 2022 Commonwealth Games Ltd,
One Brindley Place,
Tel: 0121 303 5404
Links to other websites
Our website contains links to other websites of interest operated by third parties, including social media sites such as Facebook and Twitter and websites such as the Information Commissioner’s Office. Please note that this Privacy Notice only applies to the personal information that we collect through our website, and we cannot be responsible for personal information that third parties may collect, store and use through their websites. You should exercise caution and always read the privacy notice of each website you visit carefully.
We process the personal information provided by you, or a third party acting on your behalf (such as a relative or friend), in order to respond to your request to receive communications from us. To keep you updated about Birmingham 2022 and the Games, we need to collect the following information about you:
- Your name
- Your email address
If you also consent to receive marketing information from Birmingham 2022, then we will use your personal information, with your explicit consent, to provide specific email communications about Birmingham 2022 or about its Games partners or sponsors of the Games that we think will be relevant to you. We will never share your personal information with our partners or sponsors.
To ensure that we send you age appropriate marketing material, with your consent, we would like to collect your age, provided in age bands. You do not have to provide this information but if you do provide this, you have the right to withdraw your consent at any time. (please refer to section entitled ‘your data protection rights’)
We would also like to undertake profiling of the impact our marketing activities have across the country, to ensure we are reaching a wide audience. To enable us to do this we would also like to collect your postcode. You do not have to provide this information and we would only collect this with your consent. You have the right to withdraw your consent at any time. (please refer to the section entitled ‘your data protection rights’)
We may also use personal information submitted to us by you, or a third party who is acting on your behalf, via the website or by post, to deal with any specific enquiries you may have, such as:
- Registering your interest in volunteering
- Submitting a complaint to us
- Contacting the press office
- Submitting a freedom of information request
- Submitting a data protection enquiry
Depending upon the enquiry you make or the information you want to access, we may need to collect further personal information from you in order to respond to your request.
We use a third-party organisation called Salad Creative to host and maintain our website; store personal data collected via the website; and to send our marketing and communication material. More information about Salad Creative can be found on their website at: https://saladcreative.com/
If you have contacted us by post at our Birmingham address, then our staff will use your personal data in order to respond to your enquiry.
The law requires us to determine which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
When you ask us to provide you with information about our organisation, we rely on the basis of explicit consent to process your personal data in order to provide you with this information. We will ask you to expressly opt in by clicking on a ‘tick box’.
We also rely on the basis of explicit consent, via use of a ‘tick box’ to send you any direct marketing material on our behalf or on behalf of our Games partners or sponsors. You have the option to opt in to each individual type of marketing.
We continue to process your information on the consent basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists. You may withdraw your consent at any time by contacting our Data Protection Officer (please see the ‘how to contact us’ section).
If you would like to withdraw your consent to receiving direct marketing materials, you can contact our Data Protection Officer. Alternatively, there will also be an ‘unsubscribe’ link at the bottom of each marketing email you receive which you can use to withdraw your consent.
When we respond to freedom of information and data subject requests, the legal basis for processing your personal data is that it is necessary to comply with a legal obligation placed on us as the data controller.
When we respond to complaints you may have about Birmingham 2022 we process your personal data for the performance of a task carried out in the public interest.
We may need to process your personal data to provide products or services to you, either at your request, with your consent or in order to fulfil an existing contract, or to enable us to administer any competitions or other promotions you enter into.
There may also be instances where we need to process your personal data when it is necessary for our legitimate interests, (or those of a third party) and your interests and fundamental rights do not override those interests. We would rely on this basis when we are required to communicate with you further to any enquiries or contact you have made with us, that is not covered by the lawful bases described above.
We employ comprehensive and appropriate security measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access, and any other unlawful forms of processing. We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data. Our security measures include organisational security (passwords and access controls, staff training, information security and data protection policies), physical security (secure data centres, building security) and IT security (firewalls, encryption).
Personal data collected via the website and enquiries sent to our Birmingham office will only be processed in the UK.
Although we will always treat the information you send us with the strictest confidence, we cannot guarantee the security of the Internet. No transmission over the Internet can ever be guaranteed secure and it is possible, though very unlikely, that someone other than ourselves could access and read information sent to us in this way. If you feel concerned about this, please use another form of contact, e.g. telephone or post.
If you make a simple request for information about Birmingham 2022 or the Games, we will retain your personal data for no longer than six months. This will enable us to answer your enquiry and to deal with any further enquiries or complaints you may have relating to your initial enquiry. After six months your personal data will be deleted securely.
If you register to receive communications or marketing information from us we will retain your personal data until the end of August 2022, or until you expressly withdraw your consent for us to process your personal data. We will then ensure your personal data is deleted securely.
If you have made a subject access request, a freedom of information request or a complaint about Birmingham 2022 we will retain your data until the end of August 2022, after which point it will be securely deleted. Copies of identity verification documents will be destroyed immediately after we have verified your identity.
Data protection legislation gives you rights in relation to the personal data we may hold about you. Please click on the links below to receive a more detailed explanation of each of these rights.
If you have any comments, concerns or complaints about the use of your personal data, please contact our Data Protection Officer (please refer to section “How to contact us” for contact details).
You are not normally required to pay a fee for exercising any of your rights. However, where we receive requests which are manifestly unfounded or excessive, for example because they are repetitive in nature, we may;
- Charge a reasonable fee taking into account the administration costs of providing the information or taking the action requested, or;
- Refuse to act on the request.
We will respond to any rights that you exercise within a month of receiving your request, unless the request is particularly complex, in which case we will respond within three months, but we will notify you if we need to do this.
Please be aware that there are exceptions and exemptions that apply to some of the rights which we will apply in accordance with the Data Protection Legislation. More detailed information can be found on the Information Commissioner’s Office website
Your rights in relation to the personal data we may hold about you are as follows:
the right to be informed;
We are required to tell you what data we collect about you, how it is being used, how long it will be kept and whether it will be shared with any third parties. We meet this requirement by providing you with this Privacy Notice.
the right of access to personal data;
You have the right to request a copy of the personal data that we hold about you. We must provide this free of charge, within one month. This is often referred to as a subject access request. We will provide you with:
- Confirmation that we are processing your personal data
- The categories of personal data
- A copy of the personal data;
- Details of the purpose for which it is being or is to be processed;
- Details of the recipients or classes of recipients to whom it is or may be disclosed, including if they are overseas and what protections are used for those oversea transfers;
- The period for which it is held (or the criteria we use to determine how long it is held);
- Any information available about the source of that data; and
- Whether we carry out any automated decision-making, or profiling, and where we do, information about the logic involved and the envisaged outcome or consequences of that decision or profiling.
- Information about your right to request rectification, erasure or restriction or to object to such processing;
- The right to lodge a complaint with the ICO or another supervisory authority
To help us assist you, please provide us with as much information as possible about the type of information you would like to see.
the right to rectification;
You have the right to ask us to rectify personal data that we hold about you if you think it is inaccurate. You also have the right to ask us to complete information we hold about you if you think it is incomplete. If you would like to do this, email, call or write to us (see “How to contact us“). You will need to provide us with enough information to be able to identify you. You will also need to notify us what personal data we hold about you is incorrect and what it should be replaced with.
the right to erasure (also known as the right to be forgotten);
In certain circumstances, you can ask for the personal data we hold about you to be erased from our records, where:
- You do not believe that we need your data in order to process it for the purposes set out in this Privacy Notice;
- If you had given us consent to process your data, you withdraw that consent and we cannot otherwise legally process your data;
- You object to our processing and we do not have any legitimate interests that mean we can continue to process your data; or
- Your data has been processed unlawfully or have not been erased when it should have been.
the right to restrict or prevent your personal data being processed;
You have the right to request that we restrict the processing of your personal data in certain circumstances. You may request that we stop processing your personal data temporarily if:
- You do not think that your data is accurate. We will start processing again once we have checked whether or not it is accurate;
- The processing is unlawful but you do not want us to erase your data;
- We no longer need the personal data for our processing, but you need the data to establish, exercise or defend legal claims; or
- You have objected to processing because you believe that your interests should override our legitimate interests.
the right to data portability;
You have the right to receive personal information you have given to us in a structured, commonly used and machine-readable format. You also have the right to request that we transmit this information directly to another organisation.
the right to object;
You have the right to object to the processing of your personal data in certain circumstances. Whether it applies, depends on our purpose and lawful basis for processing your personal information.
the right to ask us to stop contacting you with direct marketing.
You can ask us to stop contacting you with marketing materials about Birmingham 2022 and about its Games partners and sponsors and we will confirm that we have done this within a month of receiving your request. If you would like to withdraw your consent for receiving this information, please:
- Email, call or write to us (see “How to contact us“). Or you can also click on the ‘unsubscribe’ button at the bottom of our marketing emails. It may take a few business days for this action to be implemented
rights in relation to automated decision making;
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
Please contact our Data Protection Officer if you have any questions about this Privacy Notice or the information we hold about you. If you wish to exercise any of your rights or if you wish to make a complaint about how we have handled your personal information, our Data Protection Officer can be contacted by email, telephone or by post at:
Data Protection Officer,
Birmingham Organising Committee for the 2022 Commonwealth Games Ltd,
One Brindley Place,
Tel: 0121 303 5404
If you have made a complaint and are dissatisfied with how we have handled your complaint then you have the right to complain to the Information Commissioner’s Office (ICO). The ICO can be contacted at:
The Information Commissioner
Telephone: 0303 123 1113 (local rate)
Textphone service: 01625 545860)
We regularly review and, where necessary, update our privacy information. If we plan to use personal information for a new purpose, we update our privacy information and will communicate the changes via this Privacy Notice. Please check our website occasionally to ensure you are aware of the most recent version of this notice. This privacy notice is version 1 and is effective from July 2019.
The use of our website is governed by our terms and conditions, which can be accessed here.