Description of the contract
We require a dedicated, Sport Wales branded sport & physical activity reward based crowdfunding platform, which has the capacity to process and support a minimum of 100 new applications per annum of which historically c.50% have completed a successful campaign attracting c.5,000 supporters. This platform will include the ability to create and submit an online application form, process this application through a dedicated workflow process, capturing relevant data during this process, as well as have the ability to trigger email notifications to applicants and/or Sport Wales. The platform will need to have the option of being accessible via the medium of the Welsh language.
The provider is expected to produce:
• A quarterly webinar of not less than 30 minutes which includes a brief overview of what crowdfunding is and providing a peer-to-peer mentoring opportunity. Each webinar is to be recorded and posted on a public video platform such as YouTube or Vimeo. Provider to work with Sport Wales on ensuring accessibility requirements (i.e. subtitles/transcript) throughout the life of the contract. Webinars are to be promoted via Sport Wales and the provider and targeted social media which must be agreed with Sport Wales prior to their use.
• Freely published and downloadable support materials for prospective funding campaigns to include, but may not be limited to, guides and other development tools; materials are to be approved by Sport Wales and reviewed as part of monthly collaboration meetings.
• Dedicated expert 1-2-1 coaching resource where required for some projects, supplying not less than 10 hours of dedicated support per month.
• Demonstratable experience in marketing and communications, technology, customer service and working with voluntary community and social enterprise sector organisations.
• Collaborative meetings on at least a monthly basis between Sport Wales and the Provider, discussing progress, ongoing improvements, and issues, including commitments around communications collaborations.
• A reporting mechanism detailing the progress of the fund, investments made, supporter pledges.
• Draft Marketing and Communication plan to be provided with this submission detailing what activities and tools will be used to help promote the fund and market it to the wider sport and physical activity sector. As ongoing communications support this should include social media marketing commitments for the lifespan of the contract and agreement on quarterly case study of successful campaigns, which must be agreed with Sport Wales prior to their use.
General Data Protection Regulation (GDPR) and Privacy Impact Assessments (PIA)
Sport Wales is looking to contract with suppliers that have facilities and measures:
• to ensure ongoing confidentiality, integrity, availability and resilience of processing systems and services
• to comply with the rights of data subjects in respect of receiving privacy information, and access, rectification, deletion, and portability of personal data
• to ensure that any consent-based processing meets standards of active, informed consent, and that such consents are recorded and auditable
• to ensure legal safeguards are in place to legitimise transfers of personal data outside the EU (if such transfers will take place). Preference will be given to providers hosting and maintaining all services within UK data centres.
• to maintain records of personal data processing activities
• to regularly test, assess and evaluate the effectiveness of the above measures
The Successful Bidder is expected to have the following;
• A designated Data Protection Officer within the business;
• Compliance Statement detailing your data protection policy and procedures including consent requests, record of processing activity (ROPA), retention, breach reporting, and appointing sub-processors;
• Full vendor supply chain contracting in place where required, including data sharing/processing agreements where appropriate.
• CE+, ISO27001 or other suitable industry-recognised cyber certification.
• The supplier must have sufficient storage to hold all data records for the entire contract’s duration;
• The supplier must have sufficient security in place to ensure data can only be accessed by necessary personnel. This security should include a minimum of training, data and physical security including encryption of data in transit and at rest;
• Technical measures must also be in place ensuring the security of processing; and
• Evidence of Data Protection training for all staff handling personal data, including completion rates.
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