Version 2.0 20th April 2021
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 during and after you access our services, in accordance with the General Data Protection Regulation (GDPR). This Privacy Notice (together with any other privacy notice that we may provide to you) contains important information about how we collect, manage, use, and protect your personal data.
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 will be a “controller” of the personal information that you provide to us and we are registered as a data controller with the Information Commissioner’s Office. This means that we are responsible for deciding how we hold and use personal information about you. We are required under the GDPR to notify you of the information contained in this privacy notice.
We may change this Privacy Notice from time to time. Please check this policy 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 Fax: 01475 674720
Deaf/BSL users can contact us using the Contact Scotland service
Email: Inverclyde.enquiries@sportscotland.org.uk
Web: https://nationalcentreinverclyde.org.uk/
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 at The Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA.Headquarters
Doges | Templeton on the Green | 62 Templeton Street | Glasgow | G40 1DA
Tel: 0141 534 6595
Web: https://.sportscotland.org.uk
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 collect and process the following information:
- Personal identifiers such as: Name, Address, E-mail, Contact Phone number(s), DOB, Gender;
- 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; and
- 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.
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 not be stored in our systems longer than necessary;
- Financial and credit card information including details of transactions you carry out through the course of payment for facilities or services; and
- Cookies: - A “cookie” is a text file that is downloaded to the hard drive of your computer and remembers your preferences and sessions. We use this information to (anonymously) track movements through our sites, to find out how it is being used and inform our improvements. This information is shared with Google Analytics and may be shared with third parties who perform similar services. This information is fundamental to the provision of website services. Personal information about you is not collected during the tracking process. You can disable the cookies that we attach if your browser supports this. For further information on how to do this, please refer to www.allaboutcookies.org. However, you should bear in mind that if you exercise this option, you may be unable to use some of our on-line services.
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.
Our Purposes for Processing Personal Data
We process the information you have given for the specific purposes.
- 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.
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 including IT, payroll contractors for training, occupational health services or specific pieces of work, among others. 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
Your electronic information is securely stored on our sportscotland servers.
Where sportscotland retains your personal information in one of our own data centres, 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 centres, in which case sportscotland will ensure adequate security measures are in place to protect your personal information.
Core systems are only accessible by sportscotland staff and a small number of contracts for service practitioners.
Security measures in place within the National Centre Inverclyde include:
Physical security measures; Strong passwords; Password lock out policy; Managed permissions; Two factor authentication; Encryption; Antivirus software; Anti-malware software; Data loss prevention software; Secure Email Gateway; Software patch management; Appropriate data backup arrangements.
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 data. These systems include Mailchimp, our website provider, WorldPay, PT-X payment gateway, E-pay, survey monkey customer feedback.
Please be aware that data transmission received by service users over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
We retain all personal information 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
We will only collect and process personal information where we have a legal basis for doing so under Data Protection legislation.
The legal basis’s used by Inverclyde national sports training centre for the processing of your personal information are: -
GDPR Article 6 (1)
- the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
- processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
- processing is necessary for compliance with a legal obligation to which the controller is subject; or
- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
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; and
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.
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.
Please contact us at DPO@sportscotland.org.uk, sportscotland, Doges, Templeton on the Green, 62 Templeton Street, Glasgow, G40 1DA if you wish to make a request.
How to complain
If you have any queries or concerns regarding this Privacy Notice or how your personal information is processed, please contact the sportscotland Data Protection Officer 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
Please note you have the right to contact the Information Commissioner’s Office if you are unhappy with how your enquiry has been dealt with. 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