We collect personal information from you and this includes data relating to:

• Addresses;
• Dates of Birth;
• Gender;
• Emergency contact information (name/telephone number/email address);
• Medical information;
• Bank details;
• Place of study (students only);
• Personal telephone numbers;
• Email addresses;
• Doctors name and telephone number (children only);
• Copies of qualifications of visiting instructors.

Additionally we also collect data from parents about children relating to medical history, allergies, swimming ability.

We collect information in these ways:

• Directly from you via your membership application form, booking form, parental consent forms, pre-exercise questionnaire forms and registration forms;
• We may obtain additional information/confirm information using the Lancaster University student portal (LUSI) or from Lancaster University Students’ Union (students only);
• Staff information may be obtained from other internal departments including Human Resources and Finance.

We use your personal data for the administration of your membership of the Sports centre and the management of bookings.

Please read our full list of all the reasons for using your personal information. This shows the legal basis that we use for processing your information. This is typically as part of the contract we hold with you as a member or user of the Sports centre.

This is typically as part of a contractual arrangement with you and we will seek your consent to use any data outside this arrangement.

The Sports Centre is part of Lancaster University and we will share personal data with other departments within the University on a need to know basis. This may include your financial information, contact details and information relating to an accident/emergency.

Please see our full list of all the different organisations that the University may share your data with.

The University will ensure that any data shared with these organisations is used in line with data protection legislation.

The University has robust Information Security policies in place to protect your information. All staff in the University have a responsibility to make sure that your data is handled securely.

For further information please refer to the University’s Information Security Policy.

We do not keep records longer than is necessary and follow the university retention schedule.

• Accident records are retained in an electronic file store by the University Health and Safety Office for 7 years;
• Financial information is stored securely in electronic and paper form for 7 years;
• Application forms & Booking forms are retained in paper form in a locked store for up to 3 years;
• Registers of attendance are retained securely in electronic and paper form for a period of 3 years.

For further information please refer to the University’s retention schedule.

You have the following rights regarding your personal data:

• To have access to your personal data - for further information see the Subject Access webpage;
• To have inaccurate or incomplete personal data amended;
• To have your personal data deleted – this will only apply when there is no legitimate reason for the University to continue to use your personal data;
• To restrict the use of your personal data;
• To request personal information in a digital form so that you can provide to other organisations;
• To object to automated decision making and profiling;
• To withdraw consent when we have used consent as the basis for using your information.

The University has further information on data subject rights.

If you wish to exercise your rights you are advised to first read this information as there are some exceptions to using your rights.

You are required to read this Privacy Notice when you first apply for membership. It is important that you do this so you understand how we use your personal information and your rights.

Please assist the University in keeping your record up to date by notifying us of any changes e.g. phone number, address, email addresses.

Lancaster University’s designated Data Protection Officer is:

Mike Abbotts, Information Governance Manager
Email: information-governance@lancaster.ac.uk

Contact Mike if you have any concerns or complaints about this Notice or about the way your personal data is being used.

Lancaster University is the Data Controller for the personal data that it holds about you. The University’s contact details are:

Lancaster University
Bailrigg
Lancaster
LA1 4YW
United Kingdom

If you are not happy with the way the University has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.

This Notice has been developed to be compliant with the General Data Protection Regulations (GDPR). This Notice is regularly reviewed and sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time and the most up to date version will be found on the Lancaster University website. If we make significant changes we will contact you to inform you of this.