University of Stirling Sport users

The Privacy Notice for University of Stirling Sport should be read in conjunction with the overall Privacy Notice.

This section of the Privacy Notice applies to the individuals who are a member, or casual account holder, with University of Stirling Sport which runs the University’s sports facilities. As a member or casual account holder with University of Stirling Sport we will collect and use of your personal information (where provided) in accordance with this privacy statement.

Sources of Data

The personal data University of Stirling Sport holds about you is obtained from a number of sources, including the following:

Information you provide the University during the enrolment process as a student.
Information you provide the University during the employment process as a member of staff.
Information you provide when signing up for a University of Stirling Sport account either online or in person.
Information you provide when signing up for a University of Stirling Sport promotional pass or tour.
Information you provide when enquiring about University of Stirling Sport services.
Information provided by Riverside FC as part of the access agreement.

What Personal Data we process about you

Students and staff

Examples are name, gender, date of birth, contact details, photo ID, student/staff ID number, academic course details, relevant faculty / department of study / employment. Some of our services may process details of health related matters (i.e. prior injuries, fitness goals etc). Bank details will also be processed if applicable to membership type (i.e. if payment made by Direct Debit).

Community members and casual account holders

Examples are name, gender, date of birth, contact details, photo ID. Some of our services may process details of health related matters (i.e. prior injuries, fitness goals etc). Bank details will also be processed if applicable to membership type (i.e. if payment made by Direct Debit).

Purposes of Processing

University of Stirling Sport requires to process the personal data it collects about you for the purposes of delivering the best possible service both from an administrative and practical perspective. Example purposes for which we process your personal data include:

Granting you access to the sport facilities and services, including digital platforms.
Administering your University of Stirling Sport account.
Receiving payment for your membership subscription.
Ensuring your safety when using the sport facilities.
Ensuring you are contactable in an emergency.
Communications regarding our services (non-marketing or sales related).

Lawful Basis for Processing Your Personal Data

The law provides a number of bases on which Data Controllers such as University of Stirling Sport can legitimise their processing activities. Given the breadth and depth of matters for which University of Stirling Sport requires to process your personal data in order to provide you with the relevant services, University of Stirling Sport legitimises its processing activities on a variety of lawful basis. All of our processing activities in relation to your personal data will be on the following grounds:

To fulfil the Member contract set out in our terms and conditions

If you choose to become a member, or casual account holder with no subscription, with University of Stirling Sport you are required to accept our member terms and conditions and this acceptance results in a contract being formed between you and University of Stirling Sport. Once you are a member, or casual account holder, we process your personal data where this is necessary to deliver the services provided by the contract between you and University of Stirling Sport. Examples include processing personal data to grant you access to our facilities, online booking platforms and other digital services as well as member communications. If you do not provide us with this information and allow us to process it as envisaged in this document, we may not be able to deliver the requested service to you.

Your Consent

There may be circumstances where we may not be able to legitimise the processing of your personal data unless we have your consent. Examples include providing consent to receive marketing and sales information about additional University of Stirling Sport services that are not provided as part of existing subscriptions. Consent will be sought during the sign-up process but can be given or withdrawn at any time through your online account.

You have the right to withdraw consent at any time without prejudice to your status within the University. If you do withdraw consent, this will not affect the lawfulness of processing based on your consent before your withdrawal.

Sharing your personal data with other bodies

University of Stirling Sport will only disclose member personal data with officially procured suppliers that are involved in the delivery of our services. This includes:

Gladstone MRM Ltd provides our leisure management system that controls our member database and access control system. Gladstone MRM Ltd receives student and staff personal data from the main University databases and stores it within the leisure management system whilst non-student and staff data is inputted at point of account creation. The leisure management system is used to apply relevant subscriptions to grant members access to facilities and booking services.
innovatise GmbH provides app technology which accesses member data from the Gladstone MRM Ltd database, via an API (application programming interface), to enable members to access relevant app content and services. Innovatise GmbH does not store the data.
TECHNOGYM U.K. Ltd provides facility equipment and app technology that is offered as part of the member contract. Member data is accessed from the Gladstone database, via an API, to enable members to access relevant app content and services. TECHNOGYM U.K. Ltd does not store the data.

When doing any transfers of data we will make sure that appropriate safeguards are in place to protect your information and your rights under privacy law and apply the same high standards of privacy and security wherever we process your data.

Other third parties

Riverside Football Club, as a tenant of University of Stirling Sports Centre, will be given access to the names of those University of Stirling Sport members who are also Riverside Football Club members. Our lawful basis for processing this personal data is that it is in our legitimate interest to ensure that all members of Riverside Football Club have registered for a University of Stirling Centre membership, as this is a condition of our partnership with Riverside Football Club.

Retention of your personal data

Students and staff

University of Stirling Sport will retain your personal data:

For as long as you remain on the main University database as a student or staff member.
If you are removed from the main University database but retain a subscription or account with University of Stirling Sport.
For five years after cancellation or inactivity, if you have financial transactions on your account, for auditing purposes.

Community members and casual account holders

Once you become a member or casual account holder, University of Stirling Sport will retain your personal data:

For as long as you have a contract and subscription as a live member or have an active account.
For five years after cancellation or inactivity, if you have financial transactions on your account, for auditing purposes.

Contact details relating to member data

If you are a member or casual account holder, you can update your personal information at any time via your online account.

If you want further information about how your personal information is used or would like to request to correct, restrict or erase your personal details you can do this by contacting:

University of Stirling Sport

01786 466900
sportreception@stir.ac.uk