Privacy notice for MMU Sport

This privacy notice explains who we are, how and why we collect and use personal information about you, what personal data is collected and held about you, our purposes and lawful bases for processing, who we share your personal data with, relevant retention periods, and how you can exercise your privacy rights.

Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Who we are

Throughout this notice, “University”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). The University is the Data Controller in respect of the personal data you provide as part of participating in Sport at Manchester Met.

The University is registered as a Data Controller with the Information Commissioner’s Office (ICO). We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy.

Extra-curricular sport at Manchester Metropolitan i.e. everything that is not linked to the academic teaching of sport, is organised by the university Sport department, and is commonly referred to as MMU Sport. We run a variety of sport and physical activity programs targeted mainly at our staff and students. We also operate the Platt Lane Sports Complex and oversee the day-to-day management of the Sugden Sports Centre.

The personal data we process

When you take part in MMU Sport activity, we collect and process certain data about you. This includes:

Student ID number
Your full name
Your gender
Your date of birth
Your permanent residence, correspondence, and other contact details such as landline/mobile phone numbers and email addresses
Disability
Medical conditions
Emergency contact details

We then provide an internal department (Strategic Planning) with the student ID numbers of all our participants who then provide us with the following information:

Details as listed above
Student and non-student email address
Home address (as registered at enrollment)
Residence whilst at university (university halls/external halls/own home/family home)
Your course and level of study
Age
Gender

The purposes of the processing

Use of personal data	Lawful basis
Assess and manage your application to join our sports programmes (Platt Lane or Sports Club membership, participation programme sign up) Confirm that you are a student Carry out administration relating to your sign up	Contract: We process personal data with a view to entering into a contractual relationship with you.
Deal with your enquiries and to make contact with you when you request information from us Handle any complaints you may have so that we can improve our business Administer any complaints, investigations and disciplinary proceedings concerning student misconduct.	Legitimate interests: we process personal data for these purposes in ways which you would reasonably expect and which we believe have minimal privacy impact.
Contact you about events or activities which are held for our students and that we think may be of interest to you Invite you to participate in student focus groups and/or surveys Invite you to be involved in our marketing activities, which may include using your image or creating videos, vlogs or social media content	Consent: we offer you a real choice and control in whether you wish to participate in these activities
Determine whether any adjustments need to be made for you if you have declared a disability Take account of, and provide additional support for, any disabilities, health issues or conditions	Legal obligation: under the Equality Act 2010 we are obliged to consider reasonable adjustments and offer support on the grounds on health and disability. Explicit consent: you are under no obligation to provide medical or disability data. We will only process this data if you would like us to do so.
Protect your vital interests, or those of another party, in an emergency situation.	Vital interests: should the need arise, in order to potentially protect your life or the life of another.
If you are applying for a sports scholarship, we will research and verify your sports performance standards with other organisations to ensure eligibility to our programmes. Further privacy information relating to scholarships can be found here.	Contract: We process personal data with a view to entering into a contractual relationship with you. We process personal data in order to fulfil our contractual obligations to you.
§ To meet statutory obligations regarding equality and diversity, we share student ID numbers of our members to the Strategic Planning department within the University. Strategic planning are then able to provide anonymised statistical data to MMU Sport to ensure that engagement levels are representative across all student demographics. The anonymised data that are returned to MMU sport include ethnicity and disability data.	Legal obligation: under the Equality Act 2010 we are obliged to consider reasonable adjustments and offer support on the grounds on health and disability. Substantial public interest, on the basis of Union or Member State Law

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

Students’ Union – if you are a Sports Club member we provide the Students’ Union with your information (student Id, Name, club/membership type and email) to allow you to enter into the democratic process of the sports clubs which they manage (voting rights, committee positions). We use the lawful basis ‘legitimate interests’ to do this.
National Governing Bodies (NGB’s) – if you apply to become a Sports Scholar we will speak to NGB’s in your specific sport to discuss your application.
Your nominated contact, if you have given us your consent, the name of a nominated person and their relationship to you, in order for us to discuss an emergency situation.
To deliver externally hosted IT services or products to the University. Such information will only be used to provide the contracted services, and in accordance with the terms of agreements with the University. Approved IT and infrastructure providers currently include the Clarity membership system for Platt Lane Sports Complex.
Strategic Planning – to provide us with basic background information of our participants to enable us understand usage levels by demographic and adjust our programmes accordingly. We only process special category data where we have you consent (i.e. sensitive data including ethnicity and disability data).

The right to withdraw consent

If we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent. You can withdraw your consent by emailing [email protected] stating your name, [your student ID number] and in the e-mail subject state: Withdrawal of Consent.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your personal data relating to sports membership until the termination of your membership +6 years. This includes:

Records relating to membership of sports clubs and/or gyms and course we deliver
Records relating to participation levels and engagement
Records relating to Sports Scholarship applications
Records documenting student incidents that take place within Sport
Records documenting student complaints from those students taking part in university sport

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

The right to be informed – this privacy notice assists with fulfilling these obligations
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability

The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please email [email protected] in the first instance.

Our Data Protection Officer can also be contacted by emailing [email protected] or by calling 0161 247 3884. You can also write to Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email [email protected] or call 0303 123 1113. Visit the ICO wesbite for further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.