Privacy Notice
Your personal data
The University of Glasgow (UofG) will be what’s known as the 'Data Controller' of your personal data processed in relation to your membership with and use of UofG Sport (UGS) facilities. This Privacy Notice will explain how UofG will process your personal data.
Why we need it
We are collecting your basic personal data including your name, date of birth, gender, contact information (email, postal address, phone number), photograph and bank account details (for processing Direct Debit payments, where applicable) to create and administer your membership with UGS and to provide the services detailed in your UGS membership agreement. We will only collect data that we need to fulfil and oversee this service to you.
If you are a UofG Student, in addition to the above, when you take out a UGS membership we will also collect the following information about you from UofG’s student records system, MyCampus: academic career (part time/full time, graduate status, form of study, degree type and qualification pursued, year of study) and nationality. This information is used by UGS for internal statistical and benchmarking purposes.
If you are a member of UofG Staff, in addition to the above, when you take out a UGS membership we will also collect information about your academic affiliation (i.e. what area of UofG you are based in) from UofG's HR system, People XD. This information is used by UGS for internal statistical and benchmarking purposes.
We will not routinely collect any special category data about you, such as information about any health conditions or disabilities you might have, however, if you wish to volunteer this information for the purposes of supporting you in your use of UGS facilities, then this will be recorded on your membership profile with your explicit consent.
Legal basis for processing your data
We must have a legal basis for processing all personal data. In this instance, the legal bases are:
For any basic personal data you provide:
- Article 6(1)(b)Contract: the processing is necessary for the performance of your UGS membership contract or take steps to enter into that contract.
- Article 6(1)(f) Legitimate Interests (data sharing with 4Global for benchmarking and reporting purposes): it is in the interests of UGS to review and benchmark its services to inform service improvement, and it is in the interests of UGS members as they will benefit from data-driven service improvement and enhancement.
For any special categories data you provide:
Article 9(2)(a) Explicit Consent: if you chose to volunteer special category data (e.g. information about your health or disability) then this will be based on your explicit consent.
What we do with it and who we share it with
All your data is processed by staff at UofG within the United Kingdom.
Your data is also shared externally with Gladstone, UGS' Leisure Management System (LMS) provider. Gladstone maintain UGS' LMS platform, including membership profiles.
We will also share limited data (age, gender, postcode, attendance and activity records) externally with 4Global for benchmarking and reporting purposes.
If you choose to create a Technogym account for logging into UGS' cardio equipment, then your data will also be shared with Technogym. Technogym are Data Controller for any additional services or functionality you chose to sign-up to within the Technogym application. Please see Technogym's Privacy Policy for information on how they will process your personal data.
How long do we keep it for?
Your personal data will be retained and processed whilst you are an active UGS member and for five years following termination of your membership. After your UGS membership has remained dormant for five consecutive years, your personal data will be securely deleted, with only anonymised data being retained for statistical and reporting purposes. One deleted from UGS systems, your data will also be automatically deleted from 4Global's systems within 30 days.
What are your rights?*
You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected, or erased. You may also have the right to object to the processing of data and the right to data portability. Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time.
If you wish to exercise any of these rights, please submit your request via our webform or contact dp@gla.ac.uk.
*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out.
Complaints
If you wish to raise a complaint on how we have handled your personal data, you can contact the UofG's Data Protection Officer who will investigate the matter: dataprotectionofficer@glasgow.ac.uk.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner's Office (ICO) https://ico.org.uk/.