ProActive Privacy Policy

Who we are and what we do

ProActive is the name for the Physical Activity on Referral scheme in Somerset. Somerset Activity and Sports Partnership (SASP) are the lead provider and manage the scheme. It aims to help people living with health conditions to become more active in a safe and structured environment. You will have selected a chosen Provider, whose centre/facility you will attend to take part in the scheme and each Provider is accredited by SASP to run the scheme. Each Provider will have a scheme coordinator and qualified exercise referral instructors who deliver the scheme.

What we need

SASP and the Providers will collect information about you including your name, address, email, phone, emergency contact details, Doctor and relevant health issues. We will record these on our own paper or electronic forms which will be kept securely.

Your health/fitness professional will give you a ProActive referral form, this will be completed with you in person or by phone and sent to your chosen Provider. If you can’t decide which Provider to attend, then you will be given the referral form and can visit our website for further information. Your chosen Provider will contact you to arrange an induction and discuss your options for what form of physical activity you might want to take part in. The qualified exercise referral instructor will take notes and ask you for details so that they can provide a safe and effective exercise programme for you.


You will be asked to agree to a statement on the ProActive referral form saying that you will let ourselves and the Providers store this information, and we will be unable to accept you on our scheme without this signed statement.

Why we need it

The information is required to ensure that we can guide you to a safe and effective exercise programme and allow us to contact either you, your emergency contact or your Doctor if the need arises. It also allows us and the exercise referral instructors at your chosen Provider to contact you to make further appointments, update your programme and inform you of cancellations.

What we do with your information and with whom do we share it?

The information that is provided will be held by us, SASP and your chosen Provider and will be accessed by authorised SASP employees and exercise referral instructors at each Provider who administers the scheme. ProActive Physical Activity on Referral use a third-party software platform to collect your information provided by AN Computing, which is fully secured and GDPR compliant and your information will not be shared, if you require further information, please contact us. SASP’s Data Protection Officer can be contacted at We do not share your data with any other organisation. If your Doctor requests information, we will ask you before we pass it on.

Our legal basis for processing your data

The Physical Activity on Referral Scheme will process your personal data where you have given consent that we or your chosen Provider can do so for you to take part in the scheme.

How long we keep it

Any paper records will be kept securely with the instructor or scheme coordinator whilst you are on the programme and then kept for 3 years after you have finished on the scheme. They will then be destroyed securely.

Any electronic records will be kept securely with the instructor or scheme coordinator whilst you are on the scheme and destroyed 3 years after you have finished on the scheme.

SASP or your chosen Provider might contact you at 9 months and 12 months following your completion of the ProActive scheme this is to help us monitor and measure the longer term behaviour change of the Physical Activity on Referral scheme.

By nominating and supplying personal information both for yourself and your emergency contact you are giving consent for this information to be used by SASP and the Providers who are part of the ProActive scheme in accordance with the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Please see the Somerset Activity and Sports Partnership (SASP) Privacy Policy for more information.

What are your rights?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact the Data Protection Officer at

Changes to our privacy policy

We keep our privacy policy under regular review, and we will place any updates here.

How to contact us

Please contact the Data Protection Officer if you have any questions about our privacy policy or information we hold about you:

We want to make sure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate.