Version 3.0 16 December 2025
What is the purpose of this document?
sportscotland is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you, in accordance with UK Data Protection legislation. This Privacy Notice contains important information about how we collect, manage, use, and protect your personal information.
This privacy notice is applicable to all visitors to our National Centre at Inverclyde and users of our website.
The Scottish Sports Council, trading as ‘sportscotland’ of Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA is the “controller” of the personal information that you provide to us and is registered as a data controller with the Information Commissioner’s Office, registration number Z7177835.
This means that we are responsible for deciding how we hold and use personal information about you. We are required under Data Protection legislation to notify you of the information contained in this privacy notice.
We may update this Privacy Notice from time to time. Please check this notice frequently to ensure you are aware of the most recent version and the date that it was last updated.
Our contact details
Burnside Road,
Largs,
Ayrshire,
KA30 8RW,
Scotland
Tel: 01475 674666
Deaf/BSL users can contact us using the Contact Scotland service
Email: Inverclyde.enquiries@sportscotland.org.uk
Web: Inverclyde National Sports Training Centre website
sportscotland Inverclyde operates within The Scottish Sports Council Trust Company, a company incorporated in Scotland under the Companies Act 2006 with Registration Number SC137068 and having its registered address at The Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA.
The Scottish Sports Council Trust Company is a trading company who are controlled by The Scottish Sports Council trading as ‘sportscotland’, established by Royal Charter (RC000546) and having its registered address: -
Headquarters
Doges,
Templeton on the Green,
62 Templeton Street
Glasgow,
G40 1DA
Tel: 0141 534 6500
Data Protection Officer Contact Details:
Information Governance and Data Protection Officer
Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA
Email: DPO@sportscotland.org.uk
What type of information we have
We may collect and process the following personal information about you:
- · Personal identifiers such as: Name, Address, E-mail, Contact Phone number(s), date of birth, Gender and age;
- · Children’s personal identifiers: Name, address, DOB, gender;
- · Correspondence with you either via email, record of call, voicemail message or otherwise;
- · Medical information, information relating to additional support needs and nutritional information;
- · Organisation name, address, and contact information, as applicable;
- · Bank and financial information;
- · Photos and videos during events where such photos constitute personal data, which would be taken only with your consent;
- · CCTV Footage;
- · Details of your visits to our website including, but not limited to, traffic data, location data, weblogs, other communication data and the resources that you access.
- · Maintenance Contractor qualifications
- · Qualifications and Training, including, professional memberships, and any other information related to your qualifications and training;
- · Our Native application will store limited health and fitness data only as necessary to provide core fitness and activity-tracking functionality.
This may include workout and activity information such as activity type, duration, distance, time, calories burned, step counts, and activity status obtained from system health platforms, including Google Health Connect on Android and Apple Health on iOS.
How We Collate Information
We collect information provided by you directly by filling in forms on our website or when using our services, including: -
- · When requesting access to facilities or services provided by or at the sportscotland National Centre Inverclyde;
- · Children’s personal identifiers where required for certain classes, memberships, or accommodation bookings, but only by consent of a parent/guardian;
- · On completion of our voluntary onsite survey, we will request consent to use your information for future correspondence and notifications;
- · Medical information if applicable for the use of facilities or services and/or participation in activities;
- · Information relating to additional support needs and nutritional information required for accommodation bookings;
- · Images of you may be taken by CCTV systems when you have attended our premises. These images are for the purposes of public and staff safety and crime prevention and detection. CCTV is also installed on the outside of some of our buildings for the purposes of monitoring building security and crime prevention and detection. Images saved by CCTV will be stored in line with our retention schedules;
- · Financial and credit card information including details of transactions you carry out through the course of payment for facilities or services;
- · via Inverclyde booking and member management software
- We also receive personal information indirectly, from the following sources:
- · We may receive personal information about you indirectly if your details have been given to us as part of a group booking. The organisation coordinating the booking will pass your details to us.
Cookies
A “cookie” is a text file that is downloaded to the hard drive of your computer and is used to remember your preferences and sessions.
We use cookies on our websites to make our services work, improve their performance, and understand how people use them.
Some cookies are strictly necessary to provide a service you request (for example, to keep you signed in, remember your cookie choices, or maintain a shopping basket). These do not require your consent.
Other cookies are non-essential (for example, analytics and advertising). We will ask for your consent before setting these, unless a limited Data Usage and Access Act (DUAA) exemption applies. In line with the DUAA’s changes to Privacy and Electronic Communications Regulations (PECR), we may set certain low-risk statistical measurement cookies (used solely to produce aggregate statistics to improve our website) or appearance/preference cookies (e.g., language, theme) without consent, provided we give clear information and an easy way to object. Advertising/targeting and most analytics still require consent.
You can manage your choices at any time via our cookie banner, where you’ll find granular controls and the option to withdraw consent as easily as you gave it.
Our purposes for processing personal data
We process the information you have given for the specific purposes. These include: -
- · To ensure we have entered a contract with the correct individual(s) for single or repeat use of the services and facilities at the Inverclyde centre;
- · To ensure we have entered a contract with the correct individual(s) for pay-as-you-go services such as fitness and gymnastics classes;
- · To support the safety, wellbeing and safeguarding of all centre users and staff;
- · To fulfil our billing, invoicing, and direct debit processes;
- · To contact you in the event of a cancellation, amendment, alteration, or refund;
- · To provide you with information, products or services that you request from us or which we feel may interest you including marketing or to request customer feedback, only where individuals provide consent for us to carry out this type of activity;
- · To book accommodation and/or book individuals onto training courses/classes;
- · To hold and process medical and accessibility information in relation to course provision when required for the safety of course attendees, or process and store in respect of our Facilities in the Centre to allow safe provision of facilities;
- · To process any accessibility information provided if relevant in order to ensure adequate Facilities are provided for individuals;
- · To process email addresses or other contact details to provide marketing or communications, request customer feedback only where individuals provide consent for us to carry out this type of activity; and
- · If you have given us consent to take photos/videos of you, we may share this on our websites, social media and sportscotland publications.
- · Data stored within the “Native” application is used solely for displaying activity history, generating fitness insights, enabling in-app challenges, and supporting app functionality. Health and fitness data is not used for advertising, marketing, or profiling, is not sold or shared with third parties. Access permissions may be reviewed or revoked at any time through device settings.
The app does not collect or process sensitive health or medical information
We will not process your personal information for any other purpose.
Who we may share your information with
- · We may share your information with the Emergency Services in the event of an injury or incident;
- · If your personal information is included in any images or videos taken by us at our events, where that photo or video constitutes personal data, and we have consent to use such personal data, we may share it on our websites for promotional/media purposes;
- · sportscotland engages third-party suppliers to provide services. 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;
- · We may share personal information with our professional and legal advisors for the purposes of taking advice;
- · We may also share your information with third parties from time to time if that sharing is required in relation to the service we are providing to you, including, but not limited to third party software, analytics, website and search engine suppliers or IT suppliers including Google analytics, campaign monitor, ESP,
- · We will share your name & any dietary requirements with our housekeeping and catering contractor, Elior, where applicable; and
- · Finance and payment software providers including Worldpay and PT-X, for the purpose of financial transactions.
How we store and protect your information
Security measures in place within sportscotland include physical security measures; strong passwords; password lock out policy; managed permissions; two factor authentication; encryption; anti-malware software; data loss prevention software; secure email gateway; software patch management and appropriate data backup arrangements.
Core systems are only accessible by sportscotland staff and a small number of contracts for service practitioners.
Where sportscotland retains your personal information in one of our own data centre’s, all data will be stored on UK-based servers. Where sportscotland utilises cloud-based storage, your personal information may be stored out with the UK within European Union country data centre’s, in which case sportscotland will ensure adequate security measures are in place to protect your personal information.
International Data Transfers:
If we transfer personal information outside the UK, we do so in line with the UK General Data Protection Regulations, Data Protection Act 2018 and the Data Usage and Access Act. This means we only transfer data to countries or organisations where the level of protection for personal information is not materially lower than that required under UK law.
Your personal information may also be stored on third party, cloud-based solutions. Where this is the case, sportscotland will ensure that that third party complies with data protection legislation when processing your personal information.
Use of AI Tools: We use certain AI-enabled tools to support administration (e.g., drafting and summarising) and do not use AI to make decisions about individuals. Where AI tools may process personal information, we complete Data Protection Impact Assessments (DPIAs), apply appropriate safeguards, and follow our AI Policy. We will be transparent where AI is used and ensure human oversight.
Retention Periods
We retain personal information only for as long as necessary for the purposes described above, and in line with the sportscotland retention and destruction policy contained within the sportscotland Records Management Plan, which is a legal requirement under the Public Records Scotland Act (2011) You can download this at: sportscotland Records Management Plan
Legal Basis for processing your personal data
We will only collect and process personal information where we have a legal basis for doing so under Data Protection legislation. The legal basis may differ depending on the purpose for processing your data.
Data Type: Name, address, email, phone
Purpose of Processing: Account creation, service provision
Lawful Basis (GDPR/DUAA): Contract (Art. 6(1)(b))
Data Type: Date of birth, gender, age
Purpose of Processing: Eligibility checks, reporting, equality monitoring
Lawful Basis (GDPR/DUAA): Legal obligation (Art. 6(1)(c)); Public interest (Art. 6(1)(e))
Data Type: Payment details (bank, NI number)
Purpose of Processing: Payment for services, payroll
Lawful Basis (GDPR/DUAA): Contract (Art. 6(1)(b)); Legal obligation (Art. 6(1)(c))
Data Type: Medical & accessibility info
Purpose of Processing: Course provision, accommodation, health & safety
Lawful Basis (GDPR/DUAA): Consent (Art. 6(1)(a), Art. 9(2)(a)); Public interest (Art. 9(2)(g))
Data Type: Photos/videos (events)
Purpose of Processing: Promotion, media, publications
Lawful Basis (GDPR/DUAA): Consent (Art. 6(1)(a))
Data Type: Website usage data (cookies)
Purpose of Processing: Analytics (audience measurement), site improvement, preferences, advertising
Lawful Basis (GDPR/DUAA): Strictly necessary cookies: not consented; necessary for a service you request. Statistical measurement / appearance cookies: in limited cases may be set without consent under DUAA’s PECR exemptions, with clear info and an easy opt-out. Advertising/targeting cookies: Consent (Art. 6(1)(a))
Data Type: CCTV images
Purpose of Processing: Security, crime prevention
Lawful Basis (GDPR/DUAA): Public interest (Art. 6(1)(e)); Legitimate interests (Art. 6(1)(f))
Data Type: Correspondence (email, social)
Purpose of Processing: Responding to queries, customer service
Lawful Basis (GDPR/DUAA): Legitimate interests (Art. 6(1)(f)); Consent (Art. 6(1)(a))
Data Type: Native App data
Purpose of Processing: Workout and activity information, such as activity type, duration, distance, time, calories burned, step counts, and activity status obtained from system health platforms, including Google Health Connect on Android and Apple Health on iOS.
Lawful Basis (GDPR/DUAA): Contract (Art. 6(1)(b))
In circumstances where you have given us consent to process your information, such as marketing or consenting to us using your images on our websites, you have the right to withdraw this consent at any time.
You can do this by emailing us at Inverclyde.enquiries@sportscotland.org.uk or by contacting our Data Protection Officer via the contact details above.
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 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 information in certain circumstances.
Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability: You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
Automated Decision Making: sportscotland does not use automated decision-making processes to make decisions about individuals. All decisions involving your personal information are made by our staff.
Your right to withdraw consent: If we process your personal information based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before your withdrawal.
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 note the lawful basis used for processing your personal information can also affect which rights are available to you as there may be exemptions. Our Data Protection Officer will advise on any exemptions on request.
How to make a request
You can exercise your data protection rights using the Data Protection Officer contact details below. Further information can be found in our Subject Access Request Policy. We may ask you to confirm your identity or clarify your request. Where clarification or ID is reasonably required, we will pause (“stop the clock”) until the information is provided. We will conduct reasonable and proportionate searches across our systems when responding.
How to complain
If you have any concerns or complaints about this privacy notice or how we handle your personal data, please contact our Data Protection Officer (DPO) in the first instance:
Information Governance and Data Protection Officer
sportscotland, Doges
Templeton on the Green
62 Templeton Street
Glasgow
G401DA
Email: DPO@sportscotland.org.uk
We will aim to acknowledge your complaint within five working days of receiving it.
We will investigate your complaint thoroughly and may contact you for further information or clarification if needed. We aim to provide a full response within one month. If your complaint is complex or requires more time, we will keep you informed of progress and let you know if we need additional time.
If you are not satisfied with our response, you have the right to contact the Information Commissioner’s Office (ICO) to raise your concerns. Their contact details are noted below:
The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk