Privacy statement

We are committed to protecting you and 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 and not further 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 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. 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 detail on the use of cookies please read our cookies policy.

Your Data

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. 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.

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:

Gladstone MRM Limited supply our leisure management system, database and bookings systems. Your membership and contact details are stored within the Gladstone system. Gladstone can access your personal data when offering technical support if you experience issues with your account. Gladstone MRM’s privacy policy is available on their website.

Debit Finance Collections Plc:

Debit Finance is contracted by us to provide financial solutions for our direct debit memberships. Upon signing up for a direct debit membership Debit Finance will collect your personal data on our behalf and import this into our Gladstone Leisure Operating Database. The Debit Finance Privacy Policy can be viewed online.


We use a centralised University of Portsmouth Mailchimp account to send you communications. We import your data into the Mailchimp account to communicate with you about our activities, services and offers. You can unsubscribe from these emails at any time by selecting unsubscribe within the email. There are a number of specific users who can access the Mailchimp account from a range of faculties, but you will only ever be contacted by a member of Sport and Recreation about Sport and Recreation services. You can view the Mailchimp Privacy Policy online.

DocuSign Inc:

We use DocuSign and it’s services to provide a digital signing platform to collect your signature for block booking contracts. 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.


Playwaze is a digital sports platform that we use to manage some of our sport and physical activities online. We use Playwaze to organise and arrange leagues for students and staff to compete in which require captains and players to sign up to the platform. Playwaze is also used by BUCS to arrange fixtures and competitions. You can view the privacy policy for both Playwaze and BUCS Play for more information.

NHS Test and Trace:

Your data, if necessary, will also be used for contact tracing purposes and will be supplied to the NHS Test and Trace scheme upon request. The information we will share is your name, mobile phone number and your arrival time, where possible we may include your departure time. This information will already have been collected for booking purposes. You can view the test and trace webpage for more information.

Your rights

You can at any time access your data through your online account (, 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

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 Non-Urgent. 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. Non-urgent communication is based on our email newsletters 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.

You have the right to restrict and object to the use of your data by emailing, 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, which can be requested by emailing us on the address above.

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 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, if you wish to make a complaint you can do so through the ICO (

How is your data stored

Your data will be stored on our servers 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.

As well as these terms, we also use the University of Portsmouth Privacy Policy in addition.