Sport and Leisure Membership Privacy Notice

When you are applying for membership or are accessing services provided by our Sport and Leisure services you will need to provide us with some personal data or information. As the data controller for the personal information - or data - we hold about you. South Ayrshire Council decides how your personal information is used/processed, and what it is used for.

This statement provides more details about how Sport and Leisure services use your personal data and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

We will only collect the personal information we need to provide you with relevant information, services and support. The personal data we will collect may include:

When you join	To enable us to tailor and facilitate the services we provide, you may need to advise us of:
Name	Disability (e.g. to support access to our facilities and tailor services to your requirements)
Date of Birth	Health conditions (that may be relevant to your use of our facilities and services)
Address	Payment card/banking details - when paying for pay as you go services (details stored PCI DSS compliant)
Telephone (e.g. landline, work and mobile)
Email address
Gender (optional)
Payment card/banking details - when setting up a direct debit for membership to pay for services (details stored PCI DSS compliant)
Emergency contact details (optional)

How we will use your information

The personal data we collect from you will only be used to provide you with a monthly/paid in full leisure membership, a Learn 2 membership or a pay as you go/corporate membership for access to our sport and leisure facilities. Your personal data will be processed by the relevant Destination South Ayrshire Council staff who require access to your personal information to provide the services you require.

What is the legal basis for using/sharing your information?

The legal basis for processing your information in respect of your sport and leisure pay as you go membership is that it is necessary to enter into a contract with us as set out in Article 6(1) (b) of the UK GDPR (i.e. you have entered into a contract for the Council to provide you with access to our sport and leisure facilities).

In certain circumstances we may process more sensitive personal information about you known as special category data, for example health information. Processing is necessary for reasons of substantial public interest as set out in Article 9(2) (g) of the UK GDPR and meets a condition in Part 2 of Schedule 1 of the Data Protection Act 2018.

Who will we share your information with?

Your personal information is used to facilitate your sport and leisure membership. There may also be occasion where, depending upon the service you are receiving we may need to share your personal data with other Council Services (e.g. Grounds Maintenance for Pitch Bookings, or Golf Services for use of our golfing facilities) Sport and Leisure services will not share your personal information with any other parties, unless required by law, e.g. where we may share your information with Police Scotland for the prevention and detection of crime or emergency services.

How long do we keep hold of your information?

We keep your personal data for no longer than reasonably necessary. Your information will be retained in line with our Corporate Records Retention Schedule as follows:

Purpose we collect your personal data	Trigger - event that prompts start of retention period	How long we hold your data
When you join or register to use our facilities	When you cease to use our facilities	Current + 1 year

What are your rights?

The lawful basis for processing/using your personal data relating to your sport and leisure pay as you go membership directly impacts which rights are available to you. For example, you do not have the right to object to the processing of your personal information. However, you do have the following rights and can ask us to:

erase your personal information.
enable the right to data portability.
correct your personal information if it is inaccurate.
complete your personal information if it is incomplete; and
restrict the processing of your personal information in certain circumstances.

What are the consequences of failing to provide personal information?

Where the provision of your information to the Council is a statutory or contractual requirement, or a requirement necessary to enter a contract, you are obliged to provide the information. If the required information is not provided, we will not be able to activate your membership or to provide you with access to sport and leisure services.

What about Automated Decision-Making?

The Council does not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer

South Ayrshire Council

County Buildings

Wellington Square

Ayr

KA7 1DR

Email: DataProtection@south-ayrshire.gov.uk

Telephone:01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above. If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner https://ico.org.uk/for-the-public/

Information Commissioner's Office - Scotland

Queen Elizabeth House

Sibbald Walk

Edinburgh

EH8 8FT

Email:Scotland@ico.org.uk

Telephone: 0303 123 1115