Privacy notice: South Tyneside Council Leisure Services

1. Introduction

This notice provides additional privacy information regarding the types of personal information we may collect about you when you interact with us. It also explains how we will store and handle that information, as well as keep it safe and secure.

We will keep our privacy notice under regular review and will advise you of any updates on our website.

This Notice was last reviewed in December 2022.

2. Who we are

For the purposes of Data Protection legislation, South Tyneside Council Leisure Service is the Data Controller.

3. What type of personal information do we collect?

We may collect the following types of personal information:

Name
Address
Telephone number
Email address
Date of Birth
Gender
Ethnicity
Medical health
Bank account details
Emergency contact details

4. How do we collect personal information?

We collect personal information when you:

Purchase a leisure membership or discount card
Complete a customer feedback form
Book on to a fitness class
Complete a gym induction

We may also collect your personal information in the following ways:

In person
In writing - for example letter or email
Telephone calls
Online forms
Customer app
Customer website

5. Why do we collect your personal information?

Your personal details are used to:

Set up your membership or discount card account
Populate fitness class registers
Record your feedback on our services
Help keep you safe in the event of an emergency
Contact you regarding your class bookings, cancellations and amendments as well as key updates to the council's leisure facilities as and when required

The records we hold allow us to monitor your usage of our leisure centres. They enable us to plan and co-ordinate our activity programme effectively and help us to generally improve the services we offer.

If you pay by direct debit, your details will also be held by DFC who manage payments on our behalf.

In the case of medical information, we will use that data sensitively to help ensure that you can exercise safely and receive appropriate medical assistance in the case of emergency.

If you opt in, we will send you information about promotions, opening times and changes to our timetable. We will also keep you up to date with other general information by way of a regular newsletter. You can opt out at any time.

6. Who might we share your personal information with?

If you attend a group class some limited personal information may be viewable to other attendees on the registration page. This will appear 15 minutes before the class begins and is deleted 15mins after it ends.

We will not share your personal information with any other third parties unless we have a legal obligation to do so.

7. How long will we keep your personal information?

If you are a leisure member or discount card holder we will generally retain your details for a period of six months after the date of expiry/cancellation. The only time we will hold your information for a longer period is in the event of a legal dispute.

8. What is our legal basis for using your personal information?

To use your personal information there must be a lawful basis to do this, such as, through a contract, performing a public task or where there is a legal obligation.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

Your consent - When you opt in for communication about promotions and opening times you are giving your consent for us to use your data for communication purposes. You are able to remove your consent at any time. You can do this by contacting haven.point@southtyneside.gov.uk or by contacting us at the following address:

Haven Point, Pier Parade, South Shields Tyne and Wear NE33 2JS

Alternatively, you can change your communication preferences using the customer app or the customer website.

We have a contractual obligation - When you sign up to a membership, you are entering into a contract with the South Tyneside Council Leisure Service. The processing of the data is necessary for the performance of the contract.

We have a legal obligation - To comply with Health and Safety Legislation

9. How do we keep your personal information secure?

Information provided to the South Tyneside Council Leisure Service is held securely on a hosted network. Only officers working within the South Tyneside Council Leisure Service and system administrators have access to these records.

10. Is your personal information used overseas?

Your personal data will not be processed overseas.

11.What are your rights?

Your individual rights are set out in law. Subject to some legal exemptions, you have the following rights:

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Rights in relating to automated decision making and profiling

You have the right to request a copy of the information that we hold about you. To do this please submit your request via email at haven.point@southtyneside.gov.uk or by contacting us at the following address: Haven Point, Pier Parade, South Shields Tyne and Wear NE33 2JS.

We want to make sure that the information we hold is accurate and up to date. Should you wish us to correct or remove any information that you think is inaccurate please let us know.

12. Contact us

If you would like to exercise your rights in relation to your personal information, or you feel that something has gone wrong with your personal information, you can contact us in either of the following ways:

By email: data.protection@southtyneside.gov.uk

By telephone: 0191 424 6539

In writing:

South Tyneside Council
Information Governance
Town Hall and Civic Offices
South Shields
NE33 2RL

If you feel that the Council has not handled your information correctly you can contact the Information Commissioner's Office (ICO).

The ICO is the Government's Independent Body responsible for overseeing data protection. In most cases the ICO will only review cases that have exhausted the Council's internal procedures.

The ICO's contact details are as follows: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. More information can be found on the ICO's website at www.ico.org.uk.