Fife Sports and Leisure Trust

Privacy Notice – Self Employed Instructors

Where personal information is provided to Fife Sports and Leisure Trust, we become a “data controller” under data protection laws and have responsibilities to ensure the information is used appropriately and kept secure.

This notice explains how we use and share your information by providing a general description of why we collect your information and what we use it for. It also links to more detailed information on how we use and share your information or the contract you have with us

If you have concerns about data protection issues or the use of your personal data by Fife Sports and Leisure Trust, please email us at:

If after contacting us you feel that we have not dealt with your concerns appropriately, you may wish to contact the Information Commissioner’s Office to raise your concern or complaint. The ICO can be contacted in writing at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or telephone: 0303 123 1113 or online: 

We need to collect and hold information about you, in order to:

  • Enter into a Contract for the Provision of Fitness Coaching with you
  • Meet the obligations of your contract with us, for example, confirm appropriate insurance.
  • Process your invoice
  • Communicate with you
  • Your name, address and contact details, including email address and telephone number
  • Details of your qualifications
  • Details of your bank account
  • Details of your Instructor Activity timetable
  • Information for PVG and Disclosure Scotland applications
  • Details about any medical or health conditions, including whether or not you have declared a disability for which reasonable adjustments need to be made,
  • Details of Public Liability Insurance
  • Membership information for REPS/CIMSPA
  • Self Employed Unique Tax reference no
  • References

FSLT will not keep your information for longer than is necessary.

In some instances, the law sets the length of time information has to be kept. Where the law does not set a period, we will keep your information for no longer than required for the purpose for which it was collected.

Because these periods can vary, there is no single answer to how long we will keep your information. The time periods are contained within our Document Retention Policy which is reviewed regularly as our needs for the information or laws change.

Your information may be shared internally within Fife Sports and Leisure Trust if access to the data is necessary for you to carry out your role or for a genuine business need within the organisation.

We may need to pass your information to third parties who provide services on our behalf. These providers are obliged to keep your details secure in line with our data policies, and use them only to carry out what we require them to do for us.

FSLT shares your data with third parties as follows:

  • Fife Council for the purposes of paying invoices
  • Transfer/transfer of business or Service. In those circumstances the data will be subject to confidentiality agreements.
  • Where we are required by law to do so, e.g. HMRC

In general, we do not transfer personal data outside the European Economic Area however we may process your information overseas on occasion, such as when using web services that are hosted outside the EEA but only when we are satisfied that both the party which handles the data and the country it is processing it in provide adequate safeguards for personal privacy.

You have a number of rights in relation to your personal data:

  • You have the right to request that we stop processing your personal information, however this may not be possible as it may be necessary to fulfil our contract with you, or to comply with a legal requirement.
  • In some cases you also have the right to request the restriction of your personal information, and also the right to erasure of your information, however, each case will be judged on its own merit.
  • We try to ensure that any information we hold about you is correct. There may be situations where you find the information we hold is no longer accurate and you have the right to request that this is corrected.
  • If we have asked for your consent in order to process your personal data you can withdraw this consent in whole or in part at any time.

You are legally entitled to request a copy of information that we hold about you, subject to certain exemptions. This is known as a subject access request. Any requests should be emailed to; or in writing to Business Support Team, Fife Sports and Leisure Trust, Music Institute, East Port, Dunfermline, Fife KY12 7JA.

We have a number of policies and procedures in place to look after your data that includes a Data Protection Policy, Confidentiality Policy and Information Security policies. These define our commitments and responsibilities to your privacy and cover a range of information and technology security areas. We provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or do not look after your personal information properly.

We will not keep your information longer than it is needed or where the law states how long this should be kept. We will dispose of paper records or delete any electronic personal information securely. Where we use third parties to destroy our records we ensure they are obliged to follow strict protocols for destruction of confidential information.

We will continually review and update this privacy notice to reflect changes in our services and feedback from individuals, as well as to comply with changes in the law.