Leisure World sites privacy notice

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

Information collected

• Title
• Name
• Address
• Date of birth 
• Gender
• Contact details
• Photos (for Lifestyle Memberships and Leisure Card holders)
• Next of kin details for junior Leisure Card holders and junior memberships for sessions such as Holiday Camp and swimming lessons
• Medical information (Holiday Camp, children’s swimming lessons, health professional referrals, gym users)
• CCTV camera recordings

The purpose and lawful basis for processing

The lawful basis for processing your information is transactional consent to provide a service to you. For Lifestyles Memberships, Leisure Card accounts and swimming courses, the lawful basis for processing information is transactional and contractual to provide a service to you. The lawful basis for CCTV cameras is contractual necessity.

Leisure World requires the above information in order to provide a service to you. We only request the minimum amount of information and ensure that is it stored securely in Gladstone (our preferred IT Fitness and Leisure Member Management system) and Harlands (our third-party Direct Debit BACS Bureau for memberships).

CCTV cameras operate in and around the buildings, and in the swimming pool halls including underwater cameras in the Fitness Pool. Cameras do not operate in areas designated for undressing/changing clothes for your activity.

Agencies and other parties we might share your information with

• Ofsted (who inspect our Holiday Camp records)
• Police
• Other emergency services
• Colchester City Council Community Safety Team (Section 9 of the Domestic Violence, Crime & Victims Act 2004)
• Harlands Services Limited – our Direct Debit collection agent for Lifestyles memberships and Swim Courses
• Debt Collection agencies
• Lawn Tennis Association – for tennis bookings and memberships

Length of time we will keep your information

As a Lifestyle Member or Leisure Card holder, your information will be kept on file for up to 4 years from your last visit or transaction at 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 contact.leisureworld@colchester.gov.uk and by giving your Leisure Card number (where known), your first name, last name and postcode.

See our surveillance policy notice for CCTV retention periods. 

Facebook and social media advertising

We run regular Facebook and other social campaigns and by signing up you are agreeing for us to hold your information for 6 months, or if you sign up for a Leisure Card for 4 years from the last visit or transaction at any Leisure World site including Aqua Springs Day Spa and the Colchester Sports Park at Northern Gateway. If you no longer wish to receive offers, information and incentives from us you can ask to have your information removed via the above email address.

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.