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Leisure services privacy notice

Leisure services privacy notice

This privacy notice explains what information the council needs in order to deliver leisure services provided at Queen’s Park Sports Centre and the Healthy Living Centre.

In order to provide these services, it is necessary for the council to collect, store and process personal data relating to centre users and members.

Safeguards are in place to ensure that this data is kept secure and the privacy of individuals is protected. This notice should be read alongside the council’s main privacy notice.

Who is responsible for your information?

Chesterfield Borough Council is the data controller for the personal information collected.

Membership records

Purposes of processing your personal data

We collect your personal information when you sign up and during your membership. We use this information to:

  • manage your membership
  • manage your course and class bookings
  • contact you about your membership
  • take payment for your membership.

We’ll also take a photo of you when your membership card is issued. This is only held for security reasons to make sure you are you.

We may hold information about your health on your membership record. This will be because you have made us aware of a health issue; or if you are signing up for a Change4Life membership, this could be the reason for your eligibility. 

Categories of personal data and lawful basis

As a member of our leisure service, we may hold all or some of the following data about you:

  • contact details
  • financial details and your payment history
  • information about your age
  • your activity history at our sites. 

Processing of data related to the management of your membership is permitted under data protection legislation because it is “for the performance of a contract”. 

We may contact you about your use of our leisure services, or about your membership. This processing is permitted under data protection legislation because it is in our “legitimate interests”. In this instance, the council has a legitimate interest in encouraging leisure members to make use of leisure services, to motivate new members to use them, and to review and improve service provision.

Categories of sensitive personal data and lawful basis

As a member of our leisure service, we may hold all or some of the following sensitive data about you:

  • information about your health or disabilities. 

Under data protection legislation, the lawful basis for this processing is described as “with the explicit consent of the data subject”.

You do not have to provide us with information about your health, but not doing so may be dangerous to yourself and/or impact the service we can provide you. If you do not provide proof of eligibility with your Change4Life membership, your application may be rejected.

Who we share your personal data with

If you pay for your membership by direct debit, we may use a third party processor – currently Debit Finance Collections Plc - to process your direct debit. For more information see the direct debit privacy notice.

We may pass your information to other third parties in order to send out emails on our behalf or to manage reporting to improve our services. We do not give up control of your information when we do this – we remain the data controller and subcontract certain functions to data processors.

Using the gym - Pulse Move

Purposes of processing your personal data

As part of your gym induction, you’re information is added to Pulse Move. This service collates the information from each piece of gym equipment you use to provide you with an overview of your work-out and track your fitness.

Categories of personal data and lawful basis

The following categories of personal data are added to Pulse Move:

  • contact details
  • age, height and weight
  • activity history – for example equipment you use in the gym.

Under data protection legislation, this processing is permitted because it forms part of the performance of a contract.

Categories of sensitive personal data and lawful basis

If you sign in to Pulse Move, you can add your own content – for example you can use it to track your weight. This tracking of physical data over time can constitute health data. Under data protection legislation, the lawful basis for this processing is described as “with the explicit consent of the data subject”. You don’t need to add this information if you don’t want to.

Who we share your personal data with

We share your information with Pulse Move when we setup your account. Once you have an account, you can add your own content. Pulse Move (Pulse Fitness Ltd) are acting as a data processor on behalf of the council, this means the council retains control over when and how your information is used. You can view the Pulse Move privacy statement on their website.

Course bookings and casual users (non-members)

Purposes of processing your personal data

You can use our leisure services without becoming a member. However, we may need to record contact details for you, when you book a class or a gym induction for example.  We will use this information to hold your place, and to contact you about your booking and related events or courses. 

If you are booking an event or activity for a child, we will need to record information about the child as well as capturing parental consent.  This information will only be used to organise and administer the event or activity. We may also capture information about the consenting adult; this is so that we can contact you about the booking in the event of any changes.

Categories of personal data and lawful basis

The following categories of personal data may be collected:

  • contact details. 

For administrative processes and to contact you about your booking, the lawful basis for this processing is described as “for the performance of a contract”.

When we contact you about upcoming events or courses, the lawful basis is “legitimate interests”. In this case, the council has a legitimate interest in informing you about events related to something you have already booked.

Who we share your personal information with

We won’t share the information collected for this purpose with anybody else.

Health referrals and exercise consent/screening forms

Purposes of processing your personal data

If you agree to a GP or hospital referral, we will receive some medical information from your health provider. If you participate in an antenatal or seniors exercise class, you will be asked to complete a screening questionnaire. The information collected is only used to make sure that it is safe for you to exercise, and to ensure you are aware of the risks. In some cases, your instructor may adapt exercises or classes to accommodate a particular health problem.

Categories of personal data and lawful basis

The following categories of personal data may be collected:

  • contact details
  • age. 

Under data protection legislation, the lawful basis for this processing is described as “for the performance of a contract”. This information is processed in order to manage your booking (see Bookings and Casual Users notice above).

Categories of sensitive personal data and lawful basis

The following categories of personal data may be collected:

  • health information. 

Under data protection legislation, the lawful basis for this processing is described as “with the explicit consent of the data subject”.

Who we share your personal information with

Some information will be shared with Derbyshire County Council as the funder for this service.

Accident reporting

Purposes of processing your personal data

If you have an accident or see a health and safety incident or near-miss, we may want to add some of your personal information to an accident report. This allows us to review and improve the safety of our services, as well as fulfilling legal requirements to protect the health and safety of our staff and the public.

Categories of personal data and lawful basis

We may need to process some or all of the following categories of personal information:

  • contact details
  • age. 

Under data protection legislation, this processing is allowed because we have a legal obligation to protect the health and safety of anyone using our facilities.

Categories of sensitive personal data and lawful basis

The following categories of personal data may be collected:

health information. 

Under data protection legislation, this processing is allowed because it is required under social protection or employment law.

Who we share your personal information with

We are legally obliged to report serious RIDDOR reportable accidents to the Health and Safety Executive.

Further information

Please get in touch if you would like more information about how the council processes your personal data.


Last updated on 02 July 2018