General Data Protection Regulation (GDPR)

The GDPR comes into force from 25 May 2018 and governs the rights that individuals have over the data companies hold about them.

How North Yorkshire Sport manages information

Many County Sports Partnerships (CSP's) use the SportSuite system to process and manage information, this applies to North Yorkshire Sport. All users can manage their personal profile, interests and contact preferences. It also allows users to link to an organisation/club, publish information like job opportunities, activities and events on our website, other CSP websites, and feed activities into a national database. The SportSuite Terms and Conditions can be found here

Data cleaning and GDPR overview

As part of compliance measures for the GDPR we are taking the following steps with our user management system:

  • Users who don't fall within GDPR regulations (Business emails, Legitimate Interests and similar) are sent a "Opt-out" email, asking them to log in and manage their information and contact preferences
  • Users who are covered by GDPR are sent three "Opt-in" emails asking them to log in and sign up for a newsletter.
  • Those that log in will be kept on the system, those that don't will be considered inactive and the user profile deleted.


We send out a range of regular newsletters containing information about our work including Clubs, Coaching, General Info and Volunteering.

To comply with GDPR every email identifies ourselves as North Yorkshire Sport and has a link to unsubscribe.

Opting out

Individuals can be on our email mailing lists for a range of GDPR-exempt reasons and the following have been contacted with the opportunity to "opt-out" if:

  • We work with you or your organisation
  • You have logged in as a user to our website, maybe to access your coaching or volunteer profile
  • You are listed as a contact for organisation/club on our club search.
  • We believe you have a legitimate interest in how we deliver our aims to promote and encourage increased participation in sport & physical activity, reduce inactivity levels across the population and within targeted demographics and to use sport as a driver for positive change to help tackle barriers to being regularly active, such as health, deprivation, training & employment and disability in order to build stronger communities.
  • You have subscribed to our newsletter

Opting in

The following groups are covered by GDPR and have been contacted to "opt-in" to manage their subscriptions.

  • Small organisations / sole traders
  • Personal emails with no clear links to clubs and other organisations
  • Coaches and volunteers
  • 'Dormant' users that have not logged in will have their profiles and information deleted.

Our newsletters:

Clubs, Coaching, General Info and Volunteering.

If you want to change the communications you receive from us, you have the following options:

1. Manage your subscriptions: Click here to change your notification settings about which newsletters you get. (Use "forgot your password" if you haven't logged in or can't remember your details).

2. Unsubscribe to all: If you are no longer work in the sport and physical activity sector, or simply do not want to receive any newsletters – unsubscribe to all mails or click the "unsubscribe" link on this or any further email you get. This won't affect orders and current work with your organisation.

3. Complete removal: You can delete your account here. If you wish to exercise your "right to be forgotten" and have all your contact records deleted from our system email

About your data and privacy:

We do not pass personal information on to any third parties or other organisations, and you can unsubscribe at any time. Read more here about our Privacy Policy

Useful website:

  • ICO Guide to the GDPR – The UK's independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.
  • Sport and Recreation Alliance have been commissioned by Sport England to lead a project to help the sector meet the legislative requirements of the General Data Protection Regulation (GDPR). Check out their templates