Get Set Leeds Evaluation Privacy Notice

Summary Of Privacy Notice

Leeds City Council (“the Council”) has received £1.9m funding from the Sport England (SE), to support the delivery and evaluation of the Get Set Leeds (GSL) project. GSL is funded until September 2028 and operates in communities across Leeds.

The purpose of GSL is to work with communities, building strong connections at a local level to design and deliver community-led physical activity opportunities that meet local need. GSL directs resources and builds capacity working side by side with residents to help create environments to maintain healthy lifestyles.

The data controller for the information we collect

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation for all personal data you provide as part of this scheme. This means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with.

Leeds Beckett University, the consultant appointed by Leeds City Council as the monitoring and evaluation partner for GSL, is the data processor.

The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect

The GSL project may process any of the following personal and or special category data to comply with the funding requirements of Sport England.

The personal data requirements of the pilot are:

Name(s)
Customer Email Address(es)
Gender
Images/Video/Audio
Date of Birth(s)
Personal Telephone Number(s)
Postcode data

The pilot will collect and use special category data from the following information:

School
Ethnicity
Disability data

The evaluation will also collect non-personal data from you including:

Awareness, confidence and skills in delivering / participating in physical activity
Perceptions of the local area physical activity offer
Experience and perceptions of the conditions in Leeds relating to being physically active
Views and opinions on the conditions in a local area that improve and / or create barriers to physical activity
Awareness of roles and responsibilities in supporting Leeds to be a more active city

How we collect information about you

We collect information about you directly, once you have provided consent for GSL to use your data.

We will process your data in accordance with UK GDPR. The processing shall be lawful only if and to the extent that the following applies:

Article 6(1)(a)- the data subject has given consent to the processing of his or her personal data for one or more specific purposes

Article 9(2)(a)- the data subject has given explicit consent to the processing of those personal data for one or more specified purposes

Your consent will be collected when you first take part in the GSL project evaluation. We will obtain your consent by providing you with an online https://surveys.leeds.gov.uk/s/BKFNHT/or a paper consent form as well as a copy of this privacy notice.

Signing the consent form indicates your willingness to take part in the GSL project evaluation and consents to the use of your personal and special category data by Leeds Beckett University.

The consent form has been created using Smart Survey. Smart Survey’s UK GDPR compliance policy and Smart Survey’s privacy notice.

Once you have consented to take part in the GSL, you will be contacted to participate in the evaluation. Data collection methods may vary but can include; interviews, focus groups, workshops, community events, observations and surveys. Only data outlined in the “The data we will collect” section of the privacy notice may be collected via these different evaluation methods.

Why we process your data

The funding agreement between the council and its funder, Sport England, requires us to carry out monitoring and evaluation of the GSL project to show its effectiveness for the following aims;

To build an understanding of how the Get Set Leeds approach most effectively supports sustainable, community-led action around physical activity;

(a) in different priority localities (the 8 ward areas)

(b) for different population groups i.e. children and young people; women and girls

To ensure that learning from the Get Set Leeds approach influences policy, process and practice across the city
To build an understanding of how the Get Set Leeds approach and physical activity can contribute to enhancing the outcomes of wider city investments
To develop understanding about how to effectively share power more equitably across the physical activity system
To create more effective learning cycles (feedback loops) across the physical activity system
To build understanding of local conditions for change and contribute to the National Evaluation and Learning partner (NELP) Configurational Comparative Analysis (CCA)
To build capacity and capability for more sustainable evaluation and learning across the physical activity system

Your responses will be treated in confidence and processed by GSL in accordance with relevant UK data laws with regard to collection, storage and dissemination of data. Your personal data will be obtained lawfully and will be used for the purpose stated in this Privacy Notice.

Withdrawing your consent

You have the right to withdraw your consent from participating in the project at any time. Withdrawing your consent will not affect any services or benefits you receive from Get Set Leeds. If you decide that you no longer wish to participate in the GSL evaluation, please contact getset@leeds.gov.uk. If you get in touch to opt-out of the project evaluation, we will treat this as notification of removing consent and delete all identifiable personal data.

You may withdraw your consent at any time during the two-week period following collection of your information. After this period, your information will be anonymised and combined with information from other participants. Once the information has been irreversibly anonymised so that it can no longer be linked back to you, it will no longer be possible to identify and remove your individual information from the dataset.

Data retention, storage and destruction

The information collected by the GSL evaluation will be retained for a period of 36 months (3 years) after the completion of the project after which it will be deleted.

If you consent to your data being processed your data can be shared between Leeds City Council and Leeds Beckett University, who is the councils monitoring and evaluation partner for this project.The Council has a valid data sharing agreement in place with Leeds Beckett University.

Once Leeds Beckett University have undertaken the evaluation, they will provide the Council with anonymised evaluation reports, which will then be shared with Sport England and their National Evaluation and Learning Partner (NELP – a consortium led by Sheffield Hallam University).

The data provided by you will not be used for any purpose other than for this project.

In addition, we will share your personal data:

where such disclosure is necessary for compliance with a legal obligation to which we are subject
in order to protect your vital interests or the vital interests of another natural person
for the purposes of security and prevention of fraud and other criminal activity
where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

If English is not your first language and you require a translator in order to take part in the evaluation, a Leeds City Council translator is available to you. If the evaluation methodology requires the collection of any personal and special category data, the Leeds City Council translator will sign the data protection guidance provided by the Leeds City Council.

Automated decision making

Your data will not be used for any automated decision making, including profiling.

Your rights

The following rights under data protection law are applicable for this processing:

the right to access - you can ask for copies of your personal data
the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data
the right to erasure (where you can ask us to erase your personal data)
the right to restrict processing - you can ask us to restrict the processing of your personal data
the right to data portability (where you can ask that we transfer your personal data to another organisation or to you
the right to object to processing (where you can object to the processing of your personal data)
the right to complain to a supervisory authority - you can complain about our processing of your personal data
the right to withdraw consent (to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent
These rights are subject to certain limitations and exceptions. You can learn more about your rights: Your rights and how to exercise them, and the Information Commissioner's Office website. You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.

When your data gets sent to other countries

The information you provide will not be transferred to another country outside of the UK.

Contact us

Any queries in relation to this privacy notice should be forwarded to:

Email: getset@leeds.gov.uk

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB

DPO@leeds.gov.uk

The Council privacy notice is available online.

Complaints

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance.
Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council’s complaints policy.

You can find out how to submit a complaint.

If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated October 2026.