We collect data from you through our interactions with you, through our sign-up process when you become a member or use our facilities or services as a non-member, as well as attending events completing forms and surveys or entering competitions. We use your data to ensure we are running programmes, classes and activities for the right customer groups. We do not use your data to make automated decisions about you. We do analyse your usage both physically and digitally and may suggest activities that may be of interest to you based on your previous activities and interactions with us.
What is our condition of processing for this data?
Your data is required to form a contract with us and to ensure your health and wellbeing during the usage of our facilities/activities. Providing special category data such as sexual orientation and ethnic origin is optional.
Most of our data is processed on a contractual basis, as you wish to become a member/user of our facilities and/or join for a defined term or activity. We also may contact you on the basis of a legitimate interest to offer you activities that may be of interest based on your usage and preferences. Where we need to collect any health data from you, we will ask for your explicit consent to this processing.
Who, within Sport and Recreation, will be able to access the data?
As a member with us Customer Service Staff (Customer Service Advisors, Sports Assistants, Sports Instructors, Fitness Instructors), the Sports Marketing and Communications Officer, Sports Duty Supervisors, Sports Development Team, and our Senior Management Team can access your data. If you register your interest with or join one of our sports clubs, in addition, a student committee responsible for running the club will have access to your data, in order to communicate with you regarding fixtures, training and activities associated with the club. Your data will not be shared with any other committee.
How do we use your data and who is it shared with?
We use your data alongside our partner organisations to offer you a range of services. Your data is used solely for the purpose in which we contract the organisation. Your data will not be shared or sold to a third party.
Gladstone MRM Limited:
As part of our agreement with Gladstone MRM Limited, we use an Application Programming Interface (API) which connects third-party applications to the Gladstone Plus2 database. The API facilitates the integration of the use of applications such as the UOP Sport mobile app through Innovatise, the use of surveys, interactions and communication through Fitronics (also known as The Retention People or TRP), Learn2 which facilitates our swimming lessons programme, Debit Finance Collections (DFC) which arranges direct debit payments and Gladstone Pay to enable online payments and suitable finance checks.
Fitronics, also known as The Retention People (TRP) provide a range of services to Sport and Recreation including interact, insights and digital. Customer and user data is fed into the system through the API which includes contact details, attendance data and feedback information. An outline of the services are provided below:
- Digital: Contains contact details to be able to email or text members, users and prospects either by email or text.
- Insights: Automates our Net Promoter Score (NPS) survey to be sent to members and gather insights through surveys, through social media and other review sites. Is also used for periodic snap surveys.
- Interact: Interact uses attendance of members and identifies low, medium or high attendance individuals to be able to offer suggestions to improve attendance.
Debit Finance Collections Plc:
Your data may be requested, entered and collected using Google Forms which will allow data collected to be stored on a Google Sheet. Data may be used for a range of activities and only kept for as long as necessary.
University of Portsmouth Online store (WPM Education)
You can at any time access your data through your online account (https://uniofportsmouth.leisurecloud.net/Connect/mrmLogin.aspx), which holds the data that you provided during the sign-up process, to ensure the correct usage. You can edit your details through this site, or request they be changed by emailing email@example.com.
You can withdraw from consenting to your information being used for marketing purposes and automated communication at any time by simply updating your preferences through your online account. This may not however allow you to enjoy your membership in the best possible way. We have two categories of communication that you will be contacted based on, Urgent and Operational. Urgent communication will be based on service messages such as closures, facility updates and maintenance, disruption or changes to our services or your membership, these cannot be opted out of. Operational communication is based on our email newsletters that do not include Urgent information and any promotional emails we send, these can be opted out of. To opt out of our newsletters, please click on the link at the bottom of the email you receive or you can change your permissions within the online booking platform.
You have the right to restrict and object to the use of your data, this may not be possible where you have a financial and/or contractual commitment to us. You also have the right of portability where we can transfer your data to a third party upon your request. You have the right to request your data to be erased where appropriate. This may not be possible if you have a financial and/or contractual commitment to us. If you have used our facilities, your data will be erased after 6 years of no activity.
Any requests based on your rights can be requested by emailing us at firstname.lastname@example.org, which may take up to two weeks to be completed due to changing shift patterns and staff leave.
If you feel we have used your data incorrectly you can seek advice through our website port.ac.uk/ dataprotection, if you wish to make a complaint you can do so through the ICO (ico.org.uk/concerns/).
How is your data stored?
Your data will be stored on servers facilitated by Gladstone via Rackspace which are held within the University. Any paper versions of your data will be held securely within our facilities until they are uploaded onto our computer systems and are then placed in a confidential waste bin, which is collected and destroyed by our Estates department.
Your data will be kept as long as you have a current contract with us and will be kept electronically for 6 years from your last attendance.