University of Edinburgh Sport & Exercise Privacy Statement If you are purchasing a gym membership or using our facilities you must read and understand our terms and conditions of use.Section 1: Where does Sport & Exercise get your personal data from?We obtain personal data for:Customer / Member / UserCategoryData sourceGym MembersUoE Student and Staff membersThe University of Edinburgh Student SystemsThe University of Edinburgh Card ServicesYour membership application form Community/Associate/Senior membersYour membership application form Edinburgh University Sports Union membersFrom Edinburgh University Sports Union Peffermill Playing Field customersUoE Student and Staff membersThe University of Edinburgh Student SystemsThe University of Edinburgh Card ServicesYour application Community/Associate/Senior bookersYour application Firbush Outdoor Centre customersAll categoriesYour booking form Performance Programme athletesPersonal data and performance and medical historyFor full information relating your health recordAll categoriesYou, and your individual applicationCoach or club officialGovening bodies Prospective student athletesAll categoriesApplication formGoverning Bodies Courses and other service customersAll categoriesYour application or booking form Climbing Wall Users UoE Students and Staff MembersCommunity/Associate/Senior membersEdinburgh University Sports Union members The online Registration Form on Sport & Exercise websiteSection 2: Purposes for processingThe information you provide will be used by Sport & Exercise for the administration of your position as a member, registered user, customer or athlete, with us, including the use of our services and facilities.Section 3: Information about you: how we use it and with whom we share itThe information you provide and that we receive will be used by University Sport & Exercise to:To verify your eligibility for membership or use of our facilities and for the necessary for performance of your contract with Sport & ExerciseTo inform members about services related to their membership and other related Sport & Exercise services within our legitimate interest. To do so, we are using Dotmailer as our mailing system. You can opt out of these mailing at any time by clicking the unsubscribe link in our emails or by emailing cse.memberships@ed.ac.ukTo obtain feedback. University of Edinburgh Sport & Exercise is committed to offering a high quality sport and fitness experience to our members. It is therefore in our legitimate interest for us to provide members the opportunity to provide feedback on our services on a scheduled and ad hoc basis. This processing activity is important for the Sport & Exercise as it provides a way of obtaining feedback on programmes, courses, services and facilities. Survey reporting is carried out at aggregate level for quantitative and at an individual level for qualitative data (ie free text comments). Output is anonymised so that your data cannot be identifiedFor "Support for Physical Activity" participants to monitor progress within our legitmate interest of your use of this serviceFor Management information, research, and learning analytics. We may analyse data on members usage, attendance and engagement, and service utilisation data in order to: understand the behaviour of our members, support programme quality assurance; enhance the quality of our services and facilities; enhance our member systems and support services.. While we will where possible use anonymised data for these purposes, in some cases we will use personal data where there is a legitimate interest in doing so. Where we use personal data for these purposes, we will ensure that any published information is anonymised. The system used for this reporting is Cascade Analytics which is fed information from our XN membership system for which applications and data are hosted on University serversWhere relevant to verify your eligibility for access to University of Edinburgh’s Performance Sport ProgrammeTo provide information to Performance Sport Athletes about services related to their performance package within our legitimate interest to improve performanceWe process special category data for our Performance Sport Athletes within our legitimate activities of monitoring and improving performance and have appropriate safeguards in place for this dataEmergency contact details of Performance Sport Athletes and course participants within our legitimate interest of safety and securityFor events. We will use your personal data to allow us to process your registration, communicate with you and obtain your feedback about the event. We are processing the information about you for these purposes because by registering for the conference, you give your consent for us to do so. We will also contact you about future events you might be interested in if you have given your consent to this. You may opt-out of this at any time. In order to facilitate online bookings for our events, we use Epay - a third party service which is not operated by the University of Edinburgh. Details of Epay’s privacy policy can be found at Epay Privacy PolicySport & Exercise arranges Photography and video capture of our facilities and activities. We will inform members of when this is taking place and will not include those who do not want to be featured in publicity materials. For shots of individuals, we will always seek your consent which can be withdrawn at any time by emailing cse.memberships@ed.ac.ukUniversity Sport & Exercise operates CCTV and similar equipment to monitor safety and security and may monitor communications as permitted by relevant legislation in our legitimate interest.Verify your eligibility in terms of competence and compliance for use of our climbing facilities, and it’s necessary for the performance of your contract with Sport & Exercise.Website and CookiesThe main Sport & Exercise site (www.ed.ac.uk/schools-departments/sport-exercise) is part of the main University site. Find out more about the University Website Privacy PolicyWe also operate an online booking service (www.sport.ed.ac.uk/online-booking) which uses additional strictly necessary cookies not listed within the main University policy. This service makes use of the University’s Card Payment Gateway (www.payments.ed.ac.uk) which also uses additional strictly necessary cookies not listed within the main University policies.These cookies are used to ensure that the Sport & Exercise Online Booking Service, and the University's Card Payment Gateway, delivers you information and services securely and optimally. You must accept these essential cookies to be able to make use of our Online Booking Service. TypeCookie name(s)Data storedWhen does it expire?DescriptionMembershipASPXAUTHA random unique number or string of letters and numbers.This cookie is deleted when you close your web browser unless you tick the "remember me" box upon login. If you select this option the cookie will be kept beyond the duration of your browsing session, to enable you to avoid entering your username and password on a subsequent visit.This cookie is used to identify requests as having come from you, having successfully been authenticated by validating your username and password. This cookie does not identify you personally and is not linked to any other information we store about you.Session IDASPSESSIONID; ASP.NET_SessionIdA random unique number or string of letters and numbers.These cookies are deleted when you close your web browser.A session cookie is required to follow your progress through the website. It is essential to ensure that any information you enter or routes you take are remembered by the website. Without this cookie, every page you visited would treat you as a completely new visitor. This cookie does not identify you personally and is not linked to any other information we store about you.User languageSite_ValA random unique number or string of letters and numbers.This cookie is deleted when you close your web browser.Used to track your preferred language e.g. Chinese, Welsh, etc. This cookie does not identify you personally and is not linked to any other information we store about youIf you have any questions, please contact sport.data@ed.ac.ukSection 4: Further InformationAutomated decision-makingWe do not use profiling or automated decision-making processes. Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.Data controller and contact detailsFor data collected under this privacy notice, the University of Edinburgh (the “University”) is the Data Controller (as that term is defined in the EU General Data Protection Regulation (Regulation (EU) 2016/679), registered with the Information Commissioner’s Office, Registration Number Z6426984You can contact our Data Protection Officer at dpo@ed.ac.uk. Our data protection policy is on our website at http://www.ed.ac.uk/records-management/data-protection/data-protection-policyData sharingIn addition to the primary purposes, we are also legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate.For Performance Programme athletes onlyYour data will be shared with British Universities and Colleges Sport (BUCS), Scottish Student Sport (SSS) and the Edinburgh University Sports Union (EUSU), and in some cases other Event Entry Systems in the form of online event entries in order to fulfill your performance package agreement to represent the University in University competitions. Full details can be requested on these systems by emailing sport.data@ed.ac.ukWhere you have medical support as part of your Performance Package from Sport & Exercise, your contact details (Name, Email address, Contact Number and Matriculation Number) will be shared with FASIC in order to access their services. The University may share information with sports, health and coaching staff from sportScotland and other sports national governing bodies relevant to you, with your expressed consentWe will also share your data with a number of external performance analysis companies and their servers within our legitimate interest to assist in performance improvement. Full details can be requested on these systems by emailing sport.data@ed.ac.ukTransfers outside the EEAThe University will only transfer data to countries outside the EEA when satisfied that both the party which handles the data and the country it is processing it in provide adequate safeguards for personal privacy. Details of such transfers and safeguards are on our website.Your rightsYou have the right to request access to, copies of and rectification or (in some cases) erasure of personal data held by the University and can request that we restrict processing or object to processing as well as (in some cases) the right to data portability (i.e. the right to ask us to put your data into a format that it can be transferred easily to a different organisation). If you wish to make use of one of these rights, please email your local contactIf we have asked for your consent in order to process your personal data you can withdraw this consent in whole or part at any time. To withdraw consent, please email your local contact, who will explain the consequences of doing so in any particular case and initiate proceedings for withdrawing consent.ComplaintsIf you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office at casework@ico.org.uk but we ask that you raise the issue with our Data Protection Officer first. This article was published on 2024-05-13