Leisure and Sport Services Privacy Notice

Key contact details

Healthy Living, Leisure and Sport Services
Newry, Mourne and Down District Council, Newry Leisure Centre, 60 Cecil Street, Newry, BT35 6AU
Phone Number: 0330 137 4026
E-mail: leisureandsport@nmandd.org

The type of personal information we collect

We currently collect and process the following information:

Name, Date of Birth, Address, Telephone number and Email address
Relevant qualifications Insurance Risk Assessments, Safeguarding and Access NI certificate (Private Tutors/ club/sports club bookings)
Job title/Organisational role where applicable
Payment information including bank details where applicable
Emergency Contact - Name and Contact Details1
Evidence relating to eligibility for concession memberships2
Photographs
Health and medical details where applicable

If you are providing us with details of emergency contacts, they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the 'Your rights' section below.

Concessions are applicable for people in certain circumstances, for example, free use, child, junior or if you are over 60, a student, less abled/disabled or in receipt of certain benefits. To ensure you are entitled to a discount, we will need to see relevant evidence, such as:

Documentary proof of identification and age
Documentary proof of student status
Documentary proof of disability status
Documentary proof of benefit information

How we get your personal information and why we collect it

Most of the personal information we process is provided to us directly by you. We may also collect your information indirectly, e.g. a NMD Be Active member gives your details as an emergency contact.
We use the information that you have given us:

for service delivery, including provision of a leisure and/or sports centre service including:
- to process applications for all membership types/facility usage and payment info/attendance membership management
- to manage bookings for pay as you go and non-members
- bookings, e.g. for classes, pitches, courts, greens, events or meetings
- events, e.g. private hire/parties
- to process referrals from health agencies
to take payment for your selected membership type and issue you with a Membership Card/RFID wristband
to process your booking or event and confirm use/hire details
to raise any issues we may have regarding the use/hire of the area
to contact you with information about programmes
to register you as a private tutor
to process Scheme of Delegation applications
to process applications for Facility Management and Leasing
to monitor complaints, comments and other feedback
to manage incidents relating to behaviour
to process CCTV requests
to comply with any legal duties including:
- improving the physical and mental health and emotional wellbeing of adults and children in our area
- preventing and detecting crime including fraud
- other law enforcement purposes and for legal claims purposes
- follow up safeguarding concern
for research and statistical purposes (where your information will be anonymised)
for marketing and promotional purposes

The personal data may be shared internally within the Council with staff who are involved in providing this service and, where necessary, between internal departments with the purpose of supporting an effective delivery of service. Your personal data will not be shared or disclosed to any other organisation without your consent, unless the law permits or places an obligation on the Council to do so.

Lawful basis for processing personal data

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting leisureandsport@nmandd.org
(b) We have a contractual obligation. This allows us to process personal data when this is necessary for the performance of a contract.
(e) We need it to perform a public task.
Where special category data (such as health information) is held, we use this information only where it is necessary, and we do so on the basis that it is in the substantial public interest (including public administration and equality of opportunity and treatment) under Article 9(2)(e) of the UK GDPR.

How we store your personal information

Personal data is securely stored on Council electronic servers and in hard copy in compliance with Data Protection legislation and is treated in a confidential manner with strict access to it.
Council uses Xplor Technologies Legend Leisure Management software (Legend) to process and manage indoor leisure memberships. If you consent to becoming an NMD BeActive member, including providing consent on behalf of a child for whom you are a parent or legal guardian, you acknowledge that the information you provide will be transferred to Legend for processing in accordance with their Privacy Policy and Terms of Use. Learn more about Xplor Technologies privacy practices here.

How long we hold your information

We will keep your information for as long as is necessary to meet the Council’s obligations and business purposes mentioned in this Notice. Your information will be held in line with the Council’s Retention and Disposal Schedule.

Different timeframes apply to different type of information, depending on reason collected, or if needed by law. You can contact us if you want to find out more.

When no longer needed, your information will be destroyed securely. On limited occasions we may keep it for longer than usual, but only where we can justify this – for example, CCTV footage for an investigation, accident, or claim.

Your data protection rights

Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us if you wish to make a request (see ‘Key Contact’ details above).

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to Council’s Data Protection Officer as follows:
E: info@nmannd.org
T: 0330 137 4830
A: Data Protection Officer, Newry, Mourne and Down District Council, Downshire Civic Centre, Ardglass Road, Downpatrick BT30 6GQ

If you have any concerns about the way we use your personal information, we would ask you to come to us first for help. You do, however, have the right to complain to the Information Commissioner’s Office (ICO).

You can contact the ICO:
E: casework@ico.org.uk / ni@ico.org.uk
Northern Ireland Office
T: 0303 123 1114
A: The Information Commissioner’s Office – Northern Ireland, 10th Floor, Causeway Tower, 9 James Street South, Belfast, BT2 8DN
Head Office
T: 0303 123 1113 (local rate) or 01625 545 745 (national rate number)
A: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
W: ico.org.uk