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This privacy notice explains when and why we collect personal information about you when you enrol at either the Sports & Fitness Centre and/or the Human Performance Laboratory (HPL) and how we will use this information including the ways we might share this with others. It also explains how we keep your information secure and the rights you have in relation to the information we hold about you. 

Data collected at application will be used for the purposes of enrolment into the Sports & Fitness Centre and/or the Human Performance Laboratory (HPL) to further maintain your record with us. You will be asked to confirm or edit data collected within your application form and agree to the terms and conditions of enrolment at BNU Human Performance, Exercise and Wellbeing Centre annually (where applicable).

We collect and use your information for the following purposes.

Purpose 1(a): Provision of Sports & Fitness Membership

We collect and use your information to: 

• Maintain membership records (to ensure we have the correct data for current members);
• Produce membership ID cards.
• Provide advice and support to you, including an induction and further information about fitness and wellbeing programmes and services.

Purpose 1(b):  Provision of a session at the Human Performance, Exercise and Wellbeing Centre

• Maintain a record of your responses to the Pre-Exercise Questionnaire.
• Maintain a record of the session provided to you by the Human Performance, Exercise and Wellbeing Centre
• Provide advice and support to you, including an induction and further information about fitness and wellbeing programmes and services.

Purpose 2: Provision of support services.

We collect and use your information to:

• Provide additional support services for those who wish to receive it, including disability services and any reasonable adjustments required under Equalities legislation.
• Fulfil statutory obligations related to disability, protected characteristics, and other priority groups. 
• Providing mental health and wellbeing support.
• To protect your vital interests e.g., in an emergency situation.

Purpose 3: Administration of membership and HPL session fees.

We collect and use your information to: 

• Administer and collect payment of membership and/or HPL session fees from you, or your sponsor.

Purpose 4: Carry out marketing research and surveys.

We collect and use your information to: 

• Contact you about sports and fitness activities and wider opportunities that may be of interest.

The legal bases that we use in order to legally process the information you provide to us during the enrolment process is:

Contract – The Purpose is necessary for the performance of a contract with you or to take steps, at your request, before entering into such a contract. This is the contract between the University and its clients to provide products and/or services in relation to sports and wellbeing.

This legal basis will be used to achieve the following purposes:

• Purpose 1(a): Provision of Sports & Fitness Membership
• Purpose 1(b): Provision of a session at the Human Performance, Exercise and Wellbeing Centre
• Purpose 2: Provision of support services for Sports & Fitness members.
• Purpose 3: Administration of funding and fees.

Consent - BNU will process your personal data in order to carry out our marketing activities in our capacity as a Higher Education Institution to provide you with information about the service provided and how it relates to yourself:

• Purpose 4: Carry out marketing research and surveys.

Special Category Data

The data being used includes special category data. Our legal reasons for using this special category data, where you provide it to us, are:

Purpose 1(b):  Provision of a session at the Human Performance, Exercise and Wellbeing Centre.

As part of the process of providing a session at the Human Performance Laboratory you may disclose sensitive personal data when completing the “Pre-Exercise Questionnaire” prior to undertaking that session.

Purpose 2: Provision of support services for Sports and Fitness members.

As part of your consultation you may disclose sensitive personal data. This data will be used for the purposes of support and protection as required under the university’s statutory obligations as enacted in the Safeguarding Vulnerable Groups Act 2006 and Equality Act 2010.   

Our legal reason for using this special category data, where you provide it to us, is as follows: 

Special Category Data is collected under the lawful basis of contract and the additional condition as described by UK GDPR Article 9(2)(e) having being made public by yourself during a consultation. 

Data collected at application will be used for the purposes of enrolment into the Sports and Wellbeing Clinic and/or the Human Performance Laboratory. Further personal data will be collected during the consultation process. 

The personal information we collect includes:

• Personal contact details, including address, email, and telephone numbers
• Date of birth.
• Next of kin and emergency contact details
• Membership Type (Student, Employee, Employee (F&F), Alumni, Public, Corporate.
• Duration of membership.
• Fee information
• Details of Induction
• Details of session (HPL)

We also ask for some ‘special category data’. This is personal information which is more sensitive. You only have to provide this information to us if you want to. We will ask you about:

• Gender
• Health data including details of injuries, disabilities, etc.  

And record 

• Details of treatment 

Most of the information above will have been provided by you and will have been collected through the application/induction process.

The above lists is not exhaustive but are indicative of the main types of personal information processed by the University about you.

Your personal information will be shared with the organisations listed below. Any information will be disclosed in accordance with the provisions and obligations of the Data Protection Act. Please note this is not an exhaustive list and your data may also be shared in accordance with the wider university privacy notices which can be accessed at /data-protection

Disclosure to Financial Organisations

We may share your data if necessary to parties involved in the recovery of debts to the University.

Third Party Software Supplies

Limited personal data will, or may, be shared with contracted third parties to enable the provision of services for the purpose of teaching, learning and administrative support and IT provisioning. This includes:

• Microsoft 365 software including email, Teams and other Microsoft 365 systems.
• Other systems suppliers who provide software services to and on behalf of the University. In all cases, data will only be shared in accordance with data protection legislation.

We will not transfer data to any third country or international organisation.

We are committed to the protection and security of your personal data. Access to personal data is carefully controlled and will be seen only by authorised members of staff. We will ensure that appropriate measures are taken against its unlawful or unauthorised processing, and against its accidental loss or damage. 

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Your data will be retained in the university student records system and in the enrolment portal in accordance with the Records Lifecycle Management Scheme; a summary of which can be accessed at  

The following rights apply to the personal data collected in this notice. Please contact dpofficer@bnu.ac.uk if you wish to exercise your rights: 

• Right of access to confirmation of processing and copies of your personal data 
• Right to rectification if personal data we hold about you is incorrect 
• Right to restrict processing of your personal data 
• Right to complain to the Information Commissioner’s Office about how we handle your data. 

In some circumstances you also have the following rights: 

• Right to object to our processing of your personal data 
• Right to request erasure of your personal data (deletion) 
• Right to data portability

If you have any concerns with regards to the way your personal data is being processed or have a query about this Notice, you can contact the Data Protection Officer directly by email dpofficer@bnu.ac.uk or by post. 

Data Protection Officer, Buckinghamshire New University, Queen Alexandra Road, High Wycombe, Buckinghamshire, HP11 2JZ 

If you remain unhappy then you have the right to complain to the : 

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF  

BNU is registered as a controller with the Information Commissioner’s Office. Our registration number is: Z772474X

We review our privacy notices on an annual basis or more regularly if required. This notice was last reviewed on 11 June 2024.