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This privacy notice explains when and why we collect personal information about you when you enrol at the Sports & Fitness Centre with us 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 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 the BNU Sports & Fitness Centre annually.

We collect and use your information for the following purposes as part of the enrolment process.

Purpose 1: Provision of Sports and 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 2: Provision of support services for Sports and Fitness members

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 fees.

We collect and use your information to: 

• Administer and collect payment of membership 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 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 you and the University to provide membership of the Gateway Gym.

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

• Purpose 1: Provision of Sports & Fitness Membership
• Purpose 2: Provision of support services for Sports & Fitness members.
• Purpose 3: Administration of membership 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 2: Provision of support services for Sports and Fitness members.

As part of your enrolment 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 Further & Higher Education Act 1992, Safeguarding Vulnerable Groups Act 2006 and Equality Act 2010. 

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
• Duration of membership
• Fee information
• Details of Induction

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

This allows us to carry out statistical analysis to ensure we are advancing equality of opportunity and treatment for all student groups. This enables the University to meet its duties under the Equality Act 2010. The Data Protection Act 2018 also allows us to process your information for this purpose (but only where you have chosen to provide this data).

Most of the information above will have been provided by you and will have been collected through the gym 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 here. 

Your data will be retained in the accommodation management system in accordance with the Records Retention Schedule; 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 e-mail 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 Commissioners Office: 

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 02 September 2024.