Privacy

Aberdeen Sports Village Ltd (ASV) is committed to complying with the Data Protection Act 1998, the General Data Protection Regulation (GDPR) from 25th May 2018 and The Privacy and Electronic Communications (EC Directive) Regulations 2003. This Privacy Policy informs customers and users about the collection, use and sharing of personal information we collect on our website www.aberdeensportsvillage.com, our app, within the facility and through various services that we offer.

Why we need your personal information – contractual purposes

We need to collect our members’ personal information so that we can manage your membership. This use of personal data applies to both members and non-members and is usually restricted to just your name, address, date of birth, email address and telephone number. We may also process your data based on our legitimate business interests for example in order to operate and improve our business. We will use your information to:

  • provide you with core member services,
  • set up your membership account and
  • send you membership communications by post or email in relation to essential membership services, including but not limited to membership renewals, membership fees’ and information on membership benefits.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

When you book a place with us for and attend a class, seminar, event, training course, etc., we need to collect your personal information so that we can honour your booking and to enable you to participate in your chosen service.

If you do not provide us with all of the personal information that we need to collect then this make affect our ability to book your place.

Why we need your personal information – legitimate purposes

We also process our members’ personal information in pursuit of our legitimate interests to:

  • Promote and encourage participation in sport and exercise by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
  • Monitor and develop participation in ASV’s services by monitoring members’ engagement and participation through, but not limited to sport, group exercise, swimming and gym visits. On occasions, we may invite our members to participate in surveys for researching and development purposes.
  • Respond to and communicate with members regarding customer questions, comments, support needs or complaints, concerns or allegations in relation to activities undertaken at ASV. For example, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.;
  • We will also store your data in the form of a unique ID number; storing this data saves you from re-entering your details again when you return to the website. ASV can recognise you by your photograph as well, which also allows us to ensure that your card is not misused if lost or stolen and helps us identify you to ensure we support you on your activity journey.

ASV health and fitness services

As a member or non-member, you may choose to participate in various health and fitness schemes that ASV operates, such as training programme reviews, general inductions, personal training, health and fitness assessments or through ASV’s fitness tracking system. If you decide to leave any of these schemes you have the right to request that we erase your data from those systems.

 

Details of your transactions

We collect data for any transactions you carry out through our websites and services, so that we can administer the services you have with us. We may do this by tracking age groups, gender, post code locations, type of service purchased (e.g. Personal Training or class bookings). We can track how our customers accessed the website – through social media, another website, advertisements, email link or direct communication link. Please note that we never store your payment details on our website.

Sensitive health data

We collect any personal health data you provide to us when registering and signing up for our services.  We collect this information to ensure we are offering you the right services and so your progress can be tracked by yourself and us. We may ask you for information about your health in order to recommend appropriate exercise regimes or offer our other services.

Banking data

We will store your bank account number and sort code data where you have a Direct Debit (DD) mandate in place.  When the DD mandate finishes we will update our operational systems to ensure that no further DD’s are collected from your account as per our T&C’s.

We process bank card information at the time we take payment.  This data is not stored on our systems and is processed on Payment Card Industry Data Security Standard compliant banking systems.

Other sensitive data

We are sometimes required to collect information about your ethnicity and other sensitive data in order to provide aggregated reports to your local authority or commissioning group. This information is used only for statistical purposes and is always kept secure. If you prefer not to provide us with this data we will not hold this data.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.  If you wish to object to any of the above processing, please contact us.  If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our members, for the purposes of complying with our obligations under:

  • The Charities and Trustee Investment (Scotland) Act 2005 to maintain a register of our members, which includes our members’ name, address, the date they were admitted to membership and the date on which they ceased to be our member.
  • The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. For example, we may ask permission to use your personal information as a case study or testimonial.  Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with?

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.  Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and vulnerable adults.

  

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

Aberdeen Sports Village employs third party suppliers to provide services, including IT, cascading member communication, member management system, member/booking analysis.   These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How we protect your personal information?

Your personal information is stored on our electronic filing system and our servers based in the UK, and is accessed by our staff for the purposes set out above.

How long we keep your personal information?

We will only keep your personal information for as long as necessary to provide you with membership services.  Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 4 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of ASV and for how long.  We may need to do this in the event of a claim against ASV.

Your rights

You can exercise any of the following rights by writing to us (see contacting us section) Your rights in relation to your personal information are:

  • you have a right to request access to the personal information that we hold about you by making a “subject access request”;
  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
  • you have a right to request that we restrict the processing of your personal information for specific purposes; and
  • if you wish us to delete your personal information, you may request that we do so.

Any requests received by ASV will be considered under applicable data protection legislation.  If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk

Data relating to children

Our services are used by people of all ages. ASV may accept website registrations and collect personal information from individuals under the age of 13.

Children aged under 13 years must have a parent or guardian’s consent before providing personal information to us. We do not wish to collect any personal information without this consent.

How do we store and protect your personal information?

We will always try to ensure the data we hold about you is accurate and relevant.  If you believe the information we hold about you is out of date or incorrect, please tell a member of staff or see the contacting us section below. You will need a form of identification to request any changes.

Seeing your data – subject access request

The Data Protection Act 1998 and the General Data Protection Regulation give you the right to know what personal information we hold about you. This is called a Subject Access Request. If you would like to make a request you should write to the Data Protection Officer (DPO) – see contacting us section.

Removing your data

If you no longer use our services and products and wish us to delete your personal data we will do this if there are no legal or statutory regulations requiring us to keep this information.   Please write to the Data Protection Officer – see contacting us section.

 

 

Restricting processing

You can contact us using the details below to restrict the processing of your data including some processing we do under legitimate business interests.

Complaints about how we manage your data

If you are not happy about the way we manage your data please contact us as quickly as possible by contacting your centre or usual contacts for providing our service.  You may also contact the Data Protection Officer – who will investigate your complaint and get back to you as soon as possible.

Links to other websites

Our website may contain links to and from external websites, advertisers and affiliates. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.

Changes to this privacy policy

This policy may be updated from time to time on this page. If you have any questions or comments about our Privacy Policy or how we use your personal information please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.

Contacting us

In most instances it is best to contact us in person at ASV. We can usually deal with most of your queries here.

You can also contact us on our website at www.aberdeensportsvillage.com or telephone 01224 438900

Alternatively, you can write or email our Data Protection Officer This email address is being protected from spambots. You need JavaScript enabled to view it.

Our address is:

Aberdeen Sports Village

Sports Centre

Linksfield Road

Aberdeen

AB24 5RU

Document last updated: 23/05/2018