City pitches and sports grounds privacy policy

This privacy notice should be read in conjunction with Colchester City Council’s Privacy Policy.

Information collected

• Title
• Name
• Address
• Gender
• Contact details
• Club/Organisation name
• Club/Organisation constitution (when applicable)

The purpose and lawful basis for processing

The lawful basis for processing your information is transactional consent to provide a service to you. For pitch and sports grounds hire, the lawful basis for processing information is transactional and contractual to provide a service to you.

Leisure World administers bookings for the city pitches and sports grounds and requires the above information in order to provide a service to you. We only request the minimum amount of information and ensure that it is stored securely in Gladstone (our preferred Leisure Member Management system).

Agencies and other parties we might share your information with

• Police
• Other emergency services
• Colchester City Council Community Safety Team (Section 9 of the Domestic Violence, Crime and Victims Act 2004)
• Debt collection agencies
• Gladstone Ltd (Leisure Management System)
• idverde UK - Groundskeepers

Length of time we will keep your information

Your information will be kept on file for up to 4 years from your last visit or transaction at any city pitch and sports ground or any Leisure World site including Aqua Springs Day Spa and the Colchester Sports Park at Northern Gateway.

However, you do have the right to contact us and ask for your information to be removed prior to that where there is no obligation or statutory requirement for it to be kept.

You can exercise this right by contacting block.bookings@colchester.gov.uk and by giving your account number (where known), your first name, last name and postcode plus your club or organisation details.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption.

We have procedures and processes in place to ensure that your personal information is managed appropriately.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last reviewed" date at the bottom of this notice.

We encourage you to periodically review this notice and to be informed of how we are protecting your information.