Privacy statement

We are committed to protecting your personal data, and as such, any data collected will be processed lawfully, fairly and transparently. We will collect your data for specified and legitimate purposes as set out in this statement and we will not process your data for any further reason without first asking for your consent. 

We will ensure, with your help, that your data is adequate, relevant and accurate for our purposes. We’ll take every step to ensure that personal data that is incorrect is rectified or erased, where possible, without delay, once we are made aware that it needs to be changed. We will store your data appropriately and for no longer than is necessary. We will also ensure your data is processed in a manner that ensures appropriate security of your personal data, including protection against unauthorised or unlawful processing and accidental loss, destruction or damage, using technical and organisational measures. Our website is designed to provide information to you. Use of our website should be done so within the terms and conditions of our website. We may collect some personal data from you through submission forms or surveys hosted on University webpages, and, as you might expect, we use cookies on the website.  For further details on the use of cookies, please read our cookies policy.

Your Data

We collect personal data, such as your name, email, and images of you, as well as special category data, including your ethnicity, health information, and sexual orientation. 

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 analyse your usage digitally and may suggest activities that may be of interest to you based on your previous activities and interactions with us. 

We collect ethnicity and sexual orientation data for equality monitoring purposes within the university and when comparing participation rates nationally. We do this to ensure that the services and activities we offer are utilised appropriately across our university and local communities.

What is our condition of processing for this data? 

Processing your data is necessary for the contract you enter into with us when you become a member or use our facilities 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 and is processed based on consent. We may also contact you on the basis of a legitimate interest to offer you activities that may be of interest based on your usage and preferences.

Who, within Sport and Recreation, will be able to access the data? 

As a user or member with us, our operational, business development, sports experience, and our Senior Leadership Team can access your data. If you register your interest with or join one of our sports clubs, in addition, an appointed 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, who act as data processors, to offer you a range of services. Your data is used solely for the purpose for which we contract the organisation. Your data will not be shared with a third party apart from those listed below. We will never sell your data to a third party. 

 

Gladstone MRM Limited and associated third parties:

Gladstone MRM Limited supplies our leisure management system, database and bookings systems. Your membership and contact details are stored within the Gladstone system. Using the Gladstone suite of services, we can access information about your usage, frequency and nature of bookings. Gladstone staff will only access your personal data when offering technical support in order to diagnose and resolve an issue. Gladstone MRM’s privacy policy is available on their website.

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 as explained below: 

 

Fitronics

Fitronics, also known as The Retention People (TRP), provides a range of services to Sport and Recreation, including interact, insights and digital information. 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 is 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 gathers insights through surveys, through social media and other review sites. It 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. We may talk to you as a result of how you are identified through Interact.

To find out more, please view the Fitronics privacy policy.

 

UOP Sport App - Innovatise

Innovatise provides a module called MobilePro, which is the platform that administers our UOP Sport Mobile app. Through the Gladstone API your data is fed back to the Gladstone system to confirm your identity when you sign in to the app and when the access tiles are scanned or tapped. Once signed in, you can book activities as part of your membership or book and pay as a registered user. The UOP Sport Mobile App can be used to send push notifications (permissions are set on the user's device) and direct message customers. A referral scheme is provided in which customer data and details of those referred will be stored in the content management system and used to contact individuals. To find out more, please view Innovatise’s privacy policy.

 

Go Learn

Fitronics provides the Go Learn platform, which is used to administer our lessons and course programmes for both children and adults. The system links to customer data through the API and links adults and children to enable the payment, booking and movement of bookings through various stages of lessons. The system is additionally linked to Paygate Solutions Limited to process direct debit payments. To find out more, please view the Fitronics privacy policy.

 

Paygate Solutions Limited

Paygate Solutions Limited is contracted by us to arrange payment processing services for our direct debit collections. Direct debit instructions and transactions are passed to Paygate Solutions Limited and submitted to BACS on our behalf. Additionally, direct debit rejections, amendments and indemnity claims are passed back to our Gladstone Leisure Operating Database for processing. The Paygate Solutions Limited Privacy Statement can be viewed online.

 

Other third parties: Not associated with Gladstone.

Technogym:

Technogym provides the Technogym mobile app and online training platform on our behalf. As a member, you’ll have access to this platform, which can provide training plans, virtual fitness classes and a wealth of Technogym content. The Technogym App can also be used to track your progress, which may connect your data to other apps such as Strava or Map My Run. You can also communicate with our staff members and some customers through the platform. For more information, please read Technogym’s Privacy Policy.

 

Playwaze:

Playwaze is a digital sports platform that we use to manage some of our student sport and physical activities for sports clubs and for students and staff when using BUCS Universal. Playwaze is used by BUCS to arrange fixtures and competitions. You can view the privacy policy for both Playwaze and BUCS Play for more information. 

 

FormAssembly

FormAssembly is used to collate information through the use of a form, either distributed via a link or embedded into our website (sport.port.ac.uk). Form completion data, which can include personal and financial data which is stored within the FormAssembly platform, and is only accessible by the Sports Marketing Officer and the Sports Systems and Services Manager in order to administer the form and control who responses are shared with. In some cases, form responses are integrated into a Google sheet shared with Sport and Recreation staff who require the information. The data is only kept for as long as it is required and then deleted. For more information, please view the Form Assembly Privacy Policy.

 

DocuSign Inc:

DocuSign is used to sign block booking contracts. We use DocuSign and its services to provide a digital signing platform to collect your signature. DocuSign will collect your email on our behalf for the recording of your signature, agreement, date and details of your contract. Once your contract has been signed, this will be added to your member account within our Gladstone MRM Limited software and deleted from DocuSign. You can view the DocuSign Privacy policy for more information.

 

Eventbrite

To deliver events and offer a range of tickets, we use Eventbrite to collect booking information from individuals. We use the system to book free tickets and administer check-ins for each event. Before, during and after the event, we will use your contact details to inform you about the event and will provide suggestions of activities and services which are related to the event. To find out more, please view the Eventbrite privacy policy.

 

Google and Microsoft 365 suites

Your data may be requested, entered and collected using Google Forms or Microsoft Forms, which will allow data collected to be stored on a Google Sheet and/or a shared Microsoft Excel file. Data may be used for a range of activities and only kept for as long as is necessary.

 

University of Portsmouth Onlinestore (Flywire)

We use the University of Portsmouth online store to administer one-off payments that cannot be collected by Gladstone MRM Limited. The personal information collected on this platform will be held on a database hosted by Flywire on behalf of the University of Portsmouth and will not be disclosed to any third parties without your specific consent. For more information, please visit the University of Portsmouth’s online store privacy policy.

Your rights 

You can at any time access a copy of your data through your online account (https://uopsport.gladstonego.cloud/), which holds the data that you provided during the sign-up process. You can edit your details through this site, or request that they be changed by emailing sport@port.ac.uk. 

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, disruptions or changes to our services or your membership, which 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, which can be opted out of. 

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 allow you to enjoy your membership in the best possible way. 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 and to request that your data be erased, although please note, 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.

Any requests based on your rights can be made by emailing us at sport@port.ac.uk, 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 will then be collected and destroyed using Restore. 

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. 

In addition to these terms, we also use the University of Portsmouth Privacy Policy.

 

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