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. 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 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 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:

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 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.

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

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. 

To find out more please view Fitronics privacy policy.

Innovatise

Innovatise provides Gladstone MRM Limited with a module called MobilePro, this is the platform that administers our UOP Sport Mobile app. Through the Gladstone API your data is fed back to our system to confirm your identity when you sign in to the app. 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 users device) and direct message customers. A referral scheme is provided in which customer data and details of those referred data may be stored in the content management system to contact individuals. To find out more please view Innovatise’s privacy policy.

 

Learn2

The Learn2 platform is used to administer our swimming lesson programme for both children and adults. The system links to customer data through the API and links adults and children to enable to payment, booking and movement of bookings through various stages of swimming lessons. The system is additionally linked to Debit Finance Collections Plc to process, manage and follow up on direct debit payments and debts. To find out more please view the Gladstone MRM limited privacy policy. 

 

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.

 

Technogym:

Technogym provides our ‘UOP Fitness’ mobile app and online training platform on our behalf. As a member, you’ll have access to this platform which can provide training plans, deliver virtual fitness classes delivered by our instructors and a wealth of Technogym content. UOP Fitness can also be used to track your progress. 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 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. 

 

Formstack

Formstack 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 is stored within the Formstack platform which 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 that require the information, the data is only kept for as long as it is required and deleted. For more information please view the Formstack Privacy Policy.

 

DocuSign Inc:

We use DocuSign and its 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.

 

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 or pay for tickets and administer checking-in 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 suite

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)

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 part of the University’s website will be held on a database hosted by WPM Education 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 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 sport@port.ac.uk.

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 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 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.

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