Warwick Sport Privacy Notice

This privacy notice explains how the University of Warwick (“Warwick”, “UoW”, “we”, “us” and “our”), including Warwick Sport, collects, uses and protects personal data relating to individuals who use Warwick Sport services and facilities.

Warwick Sport is part of the University of Warwick and supports the University’s objectives by facilitating participation in sport and physical activity that promotes healthy and active communities.

Please note that this Privacy Notice is provided for information purposes only and does not form part of any contract, membership terms, or other agreement you may have with the University or Warwick Sport.

What personal data do we collect and use?

As part of managing memberships, activities and facilities, Warwick Sport may collect, store and process a range of personal data.

This may include:

• Full name, title, gender and date of birth
• Student or staff identification number (where applicable)
• Contact details including postal address, email address and telephone number
• Social media account links (where voluntarily provided)
• Occupation, professional memberships and organisational affiliation
• Participation preferences and objectives relating to sport or fitness
• Records of communications sent to you or received from you
• Records of bookings, classes, courses, events or activities attended
• Information about your use of Warwick Sport facilities and services
• Membership information and engagement with Warwick Sport products
• Financial information including payment records and direct debit arrangements
• Information relating to your relationship with the Students’ Union and sports clubs.
• Company or organisational information where participation relates to corporate memberships or partnerships
• Health and fitness data:

• Innovatise collects and processes limited health and fitness data for managing activity bookings, Warwick Sport memberships, account details, rewards and discounts via our UoW Sport app.
• Subject to user consent, this may include workout and activity information such as activity type, duration, distance, time, calories burned, step counts and activity status obtained from system health platforms, including Google Health Connect on Android and Apple Health on iOS.
• This data is used solely for displaying activity history, generating fitness insights, enabling in-app challenges and supporting app functionality.
• Health and fitness data is not used for advertising, marketing, or profiling, is not sold or shared with third parties and access permissions may be reviewed or revoked at any time through device settings.

Special category personal data

In some circumstances Warwick Sport may collect special category personal data, including:

• Race or ethnicity (for equality monitoring).
• Health or medical information relevant to safe participation in sporting activities.
• Disability or accessibility requirements.
• Information relating to injuries, physical or mental health conditions.
• Safeguarding information where relevant.

This information is collected only where necessary to:

• Ensure participant safety and wellbeing.
• Meet safeguarding responsibilities.
• Ensure appropriate participation in activities.
• Support equality, diversity and inclusion monitoring.

How do we obtain your personal data?

Personal data may be collected directly from you when you:

• Buy a Warwick Sport membership.
• Book activities, classes, events or facilities.
• Participate in clubs, training sessions or competitions.
• Make enquiries or contact Warwick Sport.
• Complete health declarations or safety forms.

We may also obtain personal data from other sources, including:

• The Students’ Union.
• The University’s Wellbeing and Student Support Services.
• Healthcare professionals where a referral has been made.
• Harlands (direct debit payment provider).
• Alliance Leisure.
• NICAS (National Indoor Climbing Award Scheme).
• Other authorised partners or sporting organisations.
• Innovatise (collects and processes limited health and fitness data for managing activity bookings, Warwick Sport memberships, account details, rewards and discounts via our UoW Sport app).

How do we use your personal data, and which legal bases do we rely on?

The University processes personal data to manage Warwick Sport memberships, facilities and services.

Purpose	Legal Basis
Registering individuals as members or users of Warwick Sport facilities	Performance of a contract
Managing memberships, bookings, classes, courses and events	Performance of a contract
Processing payments and managing direct debit arrangements	Performance of a contract
Responding to enquiries and communicating with participants	Legitimate interests
Managing participation in student sport clubs and partnerships with the Students’ Union	Legitimate interests / Public task
Monitoring facility usage and managing access to facilities	Legitimate interests
Ensuring the safety, health and wellbeing of participants	Legal obligation (health and safety) and vital interests
Managing safeguarding responsibilities	Legal obligation / Substantial public interest
Recording incidents, injuries or accidents	Legal obligation
Providing appropriate support or treatment where required	Vital interests/Legitimate Interests
Monitoring participation and improving services and programmes	Legitimate interests
Analysing membership and participation trends	Legitimate interests
Sending marketing communications about services or activities	Consent
Operating CCTV and security systems to protect people and facilities	Legitimate interests and legal obligation
To safeguard vulnerable individuals (e.g. children and vulnerable adults)	Recognised Legitimate Interests
To protect public/national security and defence (e.g. measures to help prevent harm and support safety)	Recognised Legitimate Interests
Emergency response (e.g. where there is a need to act in relation to events or situations that pose a threat or risk to human welfare and/or the environment)	Recognised Legitimate Interests
To detect, investigate or prevent crime, or apprehend or prosecute offenders	Recognised Legitimate Interests
To assist public bodies and bodies carrying out public tasks	Recognised Legitimate Interests

Which third parties may we share your personal data with and what legal bases do we rely on?

The University may share personal data with third parties where necessary to deliver Warwick Sport services or to support the operation of facilities and programmes.

This may include, but is not limited to, the organisations listed below.

Third parties	Legal Basis
Gladstone (Leisure Management System) - used for managing memberships, facility access and bookings	Performance of a contract
Inspire2Coach - administration and delivery of tennis centre programmes	Performance of a contract
Harlands - processing of direct debit payments	Performance of a contract
NICAS (National Indoor Climbing Award Scheme) - monitoring and administration of climbing progression programmes	Legitimate interests
Mailchimp - distribution of email communications and marketing messages	Consent
University of Warwick departments - providing shared student, staff and alumni support services	Legitimate interests / Public task
National sporting bodies and governing organisations - administering sporting programmes, competitions or accreditation	Legitimate interests
Innovatise, for managing activity bookings, Warwick Sport memberships, account details, rewards and discounts via our UoW Sport app	Performance of a contract
Emergency services	Recognised Legitimate Interests
Law enforcement bodies/agencies	Recognised Legitimate Interests
Local authorities	Recognised Legitimate Interests
Healthcare providers	Recognised Legitimate Interests
Environmental protection and regulatory bodies	Recognised Legitimate Interests
Specialist safeguarding, welfare, security, or crisis management service providers	Recognised Legitimate Interests
Government departments, public bodies and other bodies carrying out legally authorised public tasks.	Recognised Legitimate Interests

We will only share your personal data with third parties where there is a lawful basis for doing so and appropriate safeguards are in place. We will never sell your personal data or share it with third parties for their own marketing purposes. Please note that, where we rely on your consent, you have the right to withdraw your consent at any time. If we need to transfer your personal data outside the UK, we will ensure that appropriate safeguards are put in place where required by data protection law. Further details of these safeguards can be provided upon request to Legal and Compliance Services

How long do we keep your personal data?

The University retains personal data in accordance with its Records Retention Schedule.

Personal data will be kept only for as long as necessary for the purposes for which it was collected, including meeting legal, regulatory, accounting or reporting requirements.

Further information on retention periods can be found in the University Records Retention Schedule.

What rights do I have in relation to my personal data?

Data protection law gives you specific rights over your personal data, as follows:

• the right to access personal data held about you;
• the right to be informed about how and why your data is used;
• the right to have your data rectified, erased or restricted;
• the right to object to the processing of your data;
• the right to portability of your data; and
• the right not to be subject to a decision based solely on automated processing.

If you have concerns about how we use your personal data, you have the right to make a data protection complaint directly to us.

If you would like to make a data protection complaint directly to us, please complete and submit the form below providing as much information as possible:

https://warwick.ac.uk/services/legalandcomplianceservices/dataprotection/complaints/complaintform/

Once we have received your complaint, we will:

·acknowledge receipt of your complaint;

·review the matters raised and make appropriate enquiries; and

·keep you informed (where appropriate) and, without undue delay, report the outcome of your complaint to you.

If you are dissatisfied with the University’s response to your complaint, you have the right to escalate your complaint to the Information Commission's Office (the ICO). You can contact the ICO at www.ico.org.uk.

How can you obtain more information about this privacy notice?

If you have any questions about this privacy notice, please do not hesitate to contact our Data Protection team and/or Data Protection Officer at:

infocompliance@warwick.ac.uk.

This privacy notice was last updated on 5 October 2026 We reserve the right to update or modify this notice at any time to reflect changes in legal requirements, operational needs, or best practices. Any significant changes will be communicated to relevant individuals through appropriate channels (e.g. on our website). The most recent version of the notice will always be available for your reference.