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The University of Southampton
Sport and Wellbeing

Terms and Conditions

University of Southampton: Sport & Wellbeing Terms and Conditions

1.           These terms

1.1         What these terms cover. These are the terms and conditions on which we supply the membership services to you. Further information about membership services including booking, cancelling, renewing and suspending membership services are set out in Schedule 1.

1.2         Why you should read them. Please read these terms carefully before you submit your application for one of our membership services. These terms tell you who we are, how we will provide services to you, how you and we may change or end the contract, what to do if there is a problem and other important information. If you think that there is a mistake in these terms, please contact us to discuss.

1.3         Changes to these terms. These terms and conditions including the attached schedules are subject to change. When changes are made a new copy of the terms and conditions including the attached schedules will be available on our website at: www.southampton.ac.uk/sportandwellbeing.

2.            Information about us and how to contact us

2.1         Who we are. We are Sport and Wellbeing, a division of the University of Southampton (UoS) which is a company registered by Royal Charter in England and Wales. Our registered office is at Highfield, University Road, SO17 1BJ.

2.2         How to contact us. You can contact us by telephoning our team at 023 8059 2119 or by writing to us at:

Email: Sportandwellbeing@southampton.ac.uk

Address: Jubilee Sport Centre (Building 18), University of Southampton,

Highfield Campus University Road, Southampton SO17 1BJ.

2.3         How we may contact you.  We will contact you by telephone or by writing using the details  you provide to us on your application form or from subsequent notification received from you regarding any changes to these details. We will also make information such as any emergency closure information, available from time to time on our website at: www.southampton.ac.uk/sportandwellbeing and also through our social media platforms including Facebook – @SportWellUos & Twitter - @ SportWellUos

2.4        "Writing" includes emails. When we use the words "writing" or "written" in these terms, this includes emails.

3.           Our contract with you

3.1         How we will accept your application. Our acceptance of your application will take place when we inform  you that your application has been successful and we are able to provide you with the membership services, and a  receipt for payment will be issued to you, at which point a contract will come into existence between you and us.

3.2         If we cannot accept your application. If we are unable to accept your application, we will inform you of this in writing and will not charge you for the services. This may  be for various reasons typically because of unexpected limits on our resources which we could not reasonably plan for, because particular medical or other information submitted by you as part of your application does not meet our minimum requirements or because we have identified an error in the price or description of the membership services.

4.            Your rights to make changes

4.1         If you wish to make a change to your membership services please contact us in writing as set out at paragraph 2.2 above. We will let you know if the change is possible. If it is possible we will let you know about any changes to the price of the membership services, their timing or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change.

5.            Our rights to make changes and to suspend membership services.

5.1         Changes to the services. We may change the services and/or suspend the services in connection with the following:  

(a)      To deal with technical problems or to make technical adjustments or improvements to relevant equipment;

(b)      For deep or emergency cleaning;

(c)       To address a security threat;

(d)      To update the membership services to reflect changes in relevant laws and regulatory requirements;

(e)      On disciplinary grounds as set out in Schedule 2;

(f)       To make changes to the membership services as requested by you or notified by us to you (see clause 4 and this clause 5);

5.2     Events outside of Sports and Wellbeing’s control.  Sports and Wellbeing will not be liable or responsible for any failure to perform, or delay in performance of, any of its obligations under these terms that is caused by events outside its reasonable control (Force Majeure Event).  A Force Majeure Event includes but is not limited any act, event, non-occurrence, omission or accident beyond Sports and Wellbeing’s reasonable control. In the event of the Sports and Wellbeing this includes, in particular (without limitation), the following:

5.2.1 extreme adverse weather conditions;

5.2.2 interruption or failure of utility service, including but not limited to electric power, gas or water;

5.2.3 impossibility of the use of public or private telecommunications networks;

5.2.4 any pandemic, epidemic or other health emergency or lock-down issued by the government, and any period of self-isolation or shielding required by Personnel as a result of following prevailing Government guidance during the course of a pandemic, epidemic or other health emergency;

5.2.5 strikes, lock outs or other industrial action;

5.2.6  civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war;

5.2.7 fire, explosion, flood, earthquake, subsidence, epidemic or other natural disaster; or

5.2.8 impossibility of use of the railways, shipping, aircraft, motor transport or other means of public transport.

5.3       Reasonable steps to minimise effects. Subject to clause 5.2 Sport and Wellbeing will, where practicable, take reasonable steps to minimise any effects of the changes and/or any suspension on your membership services.

5.4     Notice of suspension of membership services. Unless the problem is urgent, or an emergency or immediate action is taken upon government advice, we will notify you in advance to tell you we will be suspending membership services. Notification will be posted on our website at:

www.southampton.ac.uk/sportandwellbeing

and also through our social media platforms including Facebook – @SportWellUos & Twitter - @ SportWellUos

5.5       Effect on membership services. Where, it has become necessary for Sports and Wellbeing to suspend membership services for a period in excess of 28 days the following will apply;

(a)      You may claim a refund on a pro rata basis for membership fees paid during the period of suspension (See clause 8.4(b)); or

(b)      Alternatively, you may temporarily suspend your membership in accordance with schedule 2.

5.6       We may also suspend the membership services if you do not pay. If you do not pay us for the membership services when you are supposed to (see clause 11.2) and you still do not make payment within 4 days of us reminding you that payment is due, we may suspend supply of the membership services until you have paid us the outstanding amounts. We will contact you to tell you we are suspending supply of the membership services. 

6.            Providing the membership services

6.1         When we will provide the membership services. We will supply the membership services to you from the date on which we accept your application for the time period set out in the application. Your membership will run until either you end the contract for the services as described in clause 8 or we end the contract by written notice to you as described in clause ‎9.

6.2         Membership cards. On our acceptance of your application, your UoS ID card will act as your membership card. If you are not eligible for a UoS ID card you will be issued with a membership card which will remain the property of UoS. Membership to any UoS facilities available to your category of Membership Option is personal to you and is non-transferable. Your UoS ID card or membership card must not be used by anyone other than the card holder. Misuse of a membership card may result in the termination of membership services and this contract. We ask that upon expiry of any membership services your membership card is returned to reception at the Jubilee Sports Centre, Mayflower or Wide Lane or securely destroyed by you. 

7.            Use of UoS facilities.

7.1         When using the facilities you agree to abide by:

(a)      The Rules and Regulations as set out in Schedule 2.

(b)      The Health Commitment Statement as set out Schedule 3.

8.            Your rights to end the contract

8.1         You can always end the contract before any membership services have been supplied and paid for. You have the right to cancel this contract within 14 days without giving any reason, but depending on the category of membership services applied for we may charge you a fee for doing so. However, you do not have the right to cancel if you requested for us to start providing the services during the cancellation period and the services are fully performed during this period. The cancellation period will expire after 14 days from the day of the conclusion of the contract.

8.2         To exercise the right to cancel, you must inform us of your decision to cancel this contract by a clear statement (e.g. a letter sent by post or email) using the contact details at clause 2.2 or by using the cancellation form available here https://www.southampton.ac.uk/sportandwellbeing/membership/membership-cancellations.page. Alternatively, you may use the model cancellation form available here  https://www.legislation.gov.uk/uksi/2013/3134/made, but it is not obligatory.   To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

8.3         If you requested for us to start providing the services during the cancellation period and the services are fully performed during this period, you lose your right to cancel and will be required to pay the membership fees due under this contract even if the cancellation period has not expired.

8.4         What happens if you have good reason for ending the contract. If you are ending the contract for a reason set out at (a) to (d) below the contract will end immediately and we will refund you in full on a pro rata basis for any membership services which have not been provided or have not been properly provided. The relevant reasons are:

(a)      we have told you about an error in the price or description of the membership services you have ordered and you do not wish to proceed;

(b)      there is a risk the membership services may be significantly delayed for a period in excess of 28 days because of events outside our control;

(c)       you have a legal right to end the contract because of something we have done wrong.

(d)      any of the circumstances as set out in the Rules and Regulations in Schedule 2.

8.5         Refunds. We will make all reimbursements using the same means of payment as you used for the initial transactions, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.

9.            Our rights to end the contract

9.1         We may end the contract if you break it. We may end the contract at any time by writing to inform you if:

(a)      you do not make any payment to us when it is due and you still do not make payment within 4 days of us reminding you that payment is due;

(b)      you do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to provide the membership services, for example, evidence of existing or arising medical conditions;

(c)       you fail to abide by the Rules and Regulations or as otherwise set out in Schedule 2 and/or the Health Commitment Statement set out in Schedule 3.

9.2         You must compensate us if you break the contract. If we end the contract in the situations set out in clause ‎9.1 (b) and (c) and outside of the cancellation period we will refund any money you have paid in advance for services we have not provided, but we may charge you an administration fee of £15.00. In addition, we have the right to claim damages from you in respect of your breach of the contract. 

9.3         We may stop providing the membership services. We may write to you or publish information on our website to let you know that we are going to stop providing the services. We will let you know as soon as reasonably possible in advance of our stopping the services.

10.        If there is a problem with the membership services

10.1      How to tell us about problems. If you have any questions or complaints about the membership services, please contact us. You can contact us by telephoning our team on the number given above or by writing to us at the address given above. Alternatively, please speak to one of our staff at the Centre. You may be asked to contact us by email so that we may fully investigate the matter for you.

10.2      Summary of your legal rights. See the box below for a summary of your key legal rights in relation to the membership services. Nothing in these terms will affect your legal rights.

Summary of your key legal rights

This is a summary of your key legal rights. These are subject to certain exceptions. For detailed information please visit the Citizens Advice website www.adviceguide.org.uk or call 03454 04 05 06.

The Consumer Rights Act 2015 says:  

·           you can ask us to repeat or fix a service if it's not carried out with reasonable care and skill, or get some money back if we can't fix it.

·           if you haven't agreed a price beforehand, what you're asked to pay must be reasonable.

·           if you haven't agreed a time beforehand, it must be carried out within a reasonable time.
11.        Price and payment

11.1      Where to find the price for the membership services. The price of the services will be the price in force at the date of your application as published on our website and in our application unless we have agreed another price in writing. We take reasonable care to ensure that the prices of membership services advised to you are correct. However please see clause 8.2 for what happens if we discover an error in the price of the services you order. We will give you 4 weeks’ notice, in writing, of any increase in our prices.

11.2      When you must pay and how you must pay. You are required to pay the Joining fee (if one is payable) together with membership fees to UoS in accordance with the chosen Membership Option. The payment method shall be agreed at the time of your application. Joining fees are applied to cover the initial administration costs associated with setting up a new membership and Recurring Card payment arrangements. You are required to keep membership payment details up to date using the membership payment system.

11.3      Recurring Card payments. In the event that you cancel a Recurring Card payment where we were in fact entitled to the payment, you may be charged a £5 fee (per cancelled payment) to cover our costs in attempting to recover the payment. This fee may be applied in addition to any payments due in relation to further membership services.

12.        Our responsibility for loss or damage suffered by you

12.1      We are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the application process.

12.2      We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees or agents; for fraud or fraudulent misrepresentation; or for breach of your legal rights in relation to the membership services.

13.        Other important terms

13.1      How we will use your personal information. We will only use your personal information as set out in our Privacy Policy. You can find our Privacy Policy within the membership application pack and also online at https://www.southampton.ac.uk/about/governance/policies/privacy-policy.page

13.2      This is the entire agreement between us. Each party acknowledges that in entering into this contract it does not rely on, and shall have no remedies in respect of any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in this contract.

13.3      We may transfer this agreement to someone else. We may transfer our rights and obligations under these terms to another organisation. We will contact you to let you know if we plan to do this. If you are unhappy with the transfer you may contact us to end the contract within 14 days of us telling you about it and we will refund you any payments you have made in advance for membership services not provided as set out at clause 8.5.

13.4      You may not transfer your rights under this agreement to someone else. The membership rights under this contract are personal to you and you may not transfer your rights or your obligations to another person.

13.5      Nobody else has any rights under this contract. This contract is between you and us. No other person shall have any rights to enforce any of its terms.

13.6      If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

13.7      Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things or prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the services, we can still require you to make the payment at a later date.

13.8      Which laws apply to this contract and where you may bring legal proceedings. These terms are governed by English law and you can bring legal proceedings in respect of the services in the English courts.

Schedule 1    Membership Services

Student Membership Applies to registered students at the University of Southampton.
Community Membership Applies to UoS Staff, Alumni, Community Partners and the Public.


Further information can be found on the website: www.southampton.ac.uk/sportandwellbeing

Where classes/courts/pitches are included in your membership these must be cancelled at least 2 hours in advance.  A failure to do so incurs a charge of the PAYG rate for that activity and suspension of membership until the charge has been paid.  Persistent offenders may receive a longer suspension or permanent ban at the discretion of the Sport and Wellbeing Management Team.

Where classes/courts/pitches are not included in your membership these must be paid for at the time of booking.

You must hold membership for 6 months to be eligible for the discount (the course can fall any time in that 6 month period) – if you cancel before the 6 months is complete, the amount discounted from the course will be due immediately.

Subject always to clause 5, membership services will normally be offered 365 days a year with the exception of Easter Sunday, Christmas day and Boxing day. We reserve the right to reduce the number of classes offered across our service including during any vacation periods or University closure days due to staff holidays. 

Membership Cancellations:

Monthly membership can be cancelled (in writing) or using the cancellation form available at https://www.southampton.ac.uk/sportandwellbeing/membership/membership-cancellations.page at any point after 1 month of membership, but no refund will be issued for the month that the cancellation is made in.

Members on a monthly rolling contract must contact us in writing to confirm cancellation at least 7 days before the end of any calendar month to avoid payment being taken for the following calendar month. If notice is given at any point during the final 7 days of any given calendar month, a final Recurring Card payment will be taken on the 1st of the following month.

Under Sport and Wellbeing policy it is not possible to cancel membership and or request a refund of fees, during the membership period unless clauses 8.1 or 8.4 above apply. Sport and Wellbeing reserve the right for allow for discretion in cancelling membership if an applicant is unable to take part in sporting activities on medical grounds or is a member of University staff leaving their post, or a student leaving the University before completion of studies. Written confirmation from the appropriate officer will be required (i.e. medical certificate or Faculty letter) and a £10 administration fee will be applied to all refunds granted.

Membership Renewals:

The price of the membership renewal is the price for when the membership starts and not for when the membership is paid for.

Membership Suspension:

You may temporarily suspend your membership for between one complete calendar month up to a maximum of 12 complete calendar months on medical grounds and we may require you to produce proof which is satisfactory to us of any of the reasons that you are relying on to suspend your membership. 

In the event that membership services are suspended for a period of over 28 days by Sports and Wellbeing as set out in clause 5.1 and in accordance with clause 8.4 (b) you may temporarily suspend your membership.  

If you want to suspend your membership, you can do so in writing and need to confirm how long you wish for this to last.  If this is due to services being suspended by Sport and Wellbeing, we will endeavour to provide regular updates to you on services which will be available on our website.

As long as we receive your request to temporarily suspend at least 7 days before the end of any calendar month, we can apply this from the first of the following month.  We will automatically start your membership again, and take payment, on the date your membership resumes.

We will not charge you membership fees while your membership is suspended. If we increase our prices during the period when your membership is suspended, you will have to pay any new prices that apply to your membership type when your membership resumes.

University Staff and Students:  In some cases there may be grounds to suspend membership where University business or course entitlement requires you to leave the city of Southampton. If this is the case the start date of the placement should be provided in the form of a letter from the relevant school/professional service. Sport and Wellbeing will honour the suspension from the start date through to the return of the member. We may also suspend your membership as set out in Schedule 2.

Sport and Wellbeing Etiquette 1 August 2020

These rules and regulations are in place to ensure the health and safety of our staff and customers.

COVID-19 Changes

Following advice from the UK government and UK Active, Sport and Wellbeing have made adjustments to the way in which we conduct our business. Please note further adjustments may be required in light of the developments with COVID-19.  While using the facilities members must act lawfully in line with the  government advice on how sporting facilities can be used and as directed by Sport and Wellbeing or any members of staff. Signage and direction aids must be followed at all times to ensure the safety of our staff and other users of the facilities. In line with England Health guidance, if you have any symptoms of COVID-19 you must not enter our facilities and self-isolate in line with government advice.

Before visiting Sport and Wellbeing please check the current guidance on our website which will be updated from time to time. Changes have been made to the way in which we conduct bookings and use of the facilities. There will be additional controls to the rules in these terms and conditions to make your visit safe.  

Rules for Use

First Aid Assistance can be summoned by contacting a member of staff. If you are unable to find a member of staff please contact the reception desk.

All personal belongings must be put into the lockers provided. There will be a charge of £35 for lost locker keys. Lockers are emptied every night, with a charge of £5 per night (maximum £25) to collect belongings.

Anyone thought to be under the influence of drugs or alcohol will be asked to leave.

Violence or abusive behaviour towards staff or centre users will not be tolerated and may result in termination of membership.

The use of filming or photographic equipment is not permitted without prior written consent from Sport and Wellbeing.

Centre users are asked to ensure that they vacate the building no more than 15 minutes after the scheduled closing time.

All reasonable instructions by Sport and Wellbeing staff should be followed at all times.  Sport and Wellbeing reserve the right to require any member or other user to leave the sports areas, to refuse access, and suspend or terminate membership, if the member or other user behaves in an aggressive, disrespectful or harassing manner towards staff or other users.  

Customers who fail to abide by these Rules and Regulations will be subject to suspension of membership, may receive a fine and at the discretion of the Sport and Wellbeing Management Team, may be permanently banned from using the sports facilities. 

Customers must hold a valid membership or pay the relevant guest fees. All charges apply to each player, not to the booking/activity.

Sport and Wellbeing Membership Cards must be carried at all times to gain access to the facilities and must be presented for inspection on request by a member of Sport and Wellbeing staff. Random card checks will be carried out and anyone without a valid membership or booking receipt will be asked to leave.  Memberships are not transferable and it is an offence to use another person’s University ID/Membership Card. Misuse of a University ID Card will be reported to the University’s Security Services.

Members are only permitted to book one court per day for the same sport. Multiple bookings will be removed and may result in suspension of membership.

Failure to attend pre-booked slots without notifying the Jubilee Sports Centre (JSC) Reception will result in a fine of the PAYG price for the activity and suspension of membership until the fine has been paid.  Persistent offenders may receive a longer suspension or permanent ban at the discretion of the Sport and Wellbeing Management Team.

Facility users are asked to ensure that they vacate the building no more than 15 minutes after the scheduled closing time.  The facilities close at 22:00 hours unless otherwise stated on our website at:

www.southampton.ac.uk/sportandwellbeing

Entry to the facilities is not permitted after the closing time.

Suitable sports clothing must be worn at all times. Jeans & flip-flops are not considered to be suitable attire for taking part in sports activities and customers wearing jeans & flip-flops may be asked to leave the sports facilities.

When driving on our facilities please observe the speed limits.

Smoking is not permitted in any of our facilities or near the buildings. Please use the designated bins provided.

Children under the age of 16 must be accompanied by a responsible adult at all times.

Pool rules

Children under the age of 8 must be accompanied by a responsible adult at all times when in the swimming pool.

Ratios: Ages less than 8 (1 adult to 2 children), Ages 0-4 (1 adult to 1 child)

Swim wear must be worn when using the pool. Outdoor clothing and undergarments are not permitted.

Glass bottles or objects and other hazardous objects are prohibited within the pool area or changing facilities.

People who appear to be afflicted with cuts, communicable diseases, colds, fever, infection or other physical ailments are prohibited from entering the water.

No spitting is permitted in the pool, pool surrounding, changing area or showers.

No diving is permitted into the shallow area of the pool.

No running, acrobatics or disruptive behaviour will be permitted.

Sports Hall and Activity Area Rules

Children must be supervised at all times whilst in our facilities.

Suitable clothing must be worn at all times whilst taking part in any activity. Jeans and outdoor shoes are not permitted when using indoor facilities.

Suitable clothing and footwear should be worn in the specific areas used. Damage to our facilities by wearing the incorrect clothing & footwear will be a breach of these Rules and Regulations.

Spectators MUST use the balconies provided when watching indoor sports. Please stay behind pitch lines when viewing outdoor sport.

No food can be consumed within the indoor facilities and drinks are permitted only in a closed container. At our outdoor facilities glass is not permitted on site and rubbish must be placed in bins.

Please do not attempt to move or set up equipment unless you have prior permission from Sport and Wellbeing staff. If you require assistance with equipment please contact Sport and Wellbeing Staff.

Booking times are inclusive of any set up or take down of equipment.

If you are unable to attend a pre-allocated booking please notify Sport and Wellbeing. Non-attendances or a no show after 15 minutes may be subject to a fine and/or suspension of membership.

Fitness Suite Rules

Any problems with equipment should be reported to a member of the Sport and Wellbeing team.

All users of the fitness suite must be aged 16 and over. Under 17s must be accompanied by a responsible adult at all times.

Suitable sports clothes must be worn when within the fitness suite. Jeans, flipflops, dress shoes, walking boots and plimsolls are not allowed.

All gym equipment should be wiped down after use with the tissue and spray provided.

Free weights must be replaced after use with barbells unloaded and disc weights racked.

Please keep to a maximum of 20 minutes on cardiovascular equipment during busy periods. Consideration to other members should be shown when using the free weights area.

Use of your own equipment, other than waist belts and wrist straps is not permitted.

University of Southampton Students and Staff

Members who students of the University of Southampton are bound by the University’s Regulations which include those governing disciplinary matters which may result in a sanction being imposed such as their membership being suspended or revoked.   Members who are staff of the University of Southampton are subject to the University’s disciplinary procedures which may result in their membership being suspended or revoked.

 

 

Your health is your responsibility.  The management and staff of Sport and Wellbeing are dedicated to helping you to take every opportunity to enjoy the facilities that we offer.  With this in mind, we have carefully considered what we can reasonably expect from each other.

Our commitment to youYour commitment to us
  • ·         We will respect your personal decisions and allow you to make your own decisions about what exercise you can carry out, however we ask you not to exercise beyond what you consider to be your own abilities.

    ·         We will make every reasonable effort to make sure that our equipment and facilities are in a safe condition for you to use and enjoy.

    ·         If you tell us that you have a disability which puts you at a substantial disadvantage in accessing our equipment and facilities, we will consider what assignments, if any, are reasonable for us to make.

    ·         We will take all reasonable steps to make sure that our staff are qualified to the fitness industry standards as set out by the Register of Exercise Professionals.

  • ·         If you have a disability, you must follow any reasonable instructions to allow you to exercise safely.

    ·         You should not exercise beyond your own abilities. 

    ·         You must only exercise if you are fit and able to exercise, and not suffering from illness or injury. If you know or are concerned that you have a medical condition which might interfere with you exercising safely, before you use our equipment and facilities you should get advice from a relevant medical professional and follow that advice.

    ·         You should make yourself aware of any rules and instructions including warning notices.  Exercise carries its own risks.  You should not carry out any activities which you have been told are not suitable for you.

    ·         You should let us know immediately if you feel ill when using our equipment or facilities. Our staff members are not qualified doctors but there will be a person available who has had first-aid training.

In entering in to a membership contract with Sport and Wellbeing you are confirming that you understand that there is a risk associated with ALL forms of exercise and physical activity and that you acknowledge that you have read and understood the Health Commitment Statement which is on display in the Sports Facilities, online at www.southampton.ac.uk/sportandwellbeing and available on request from the Jubilee Sports Centre.

Privacy Notice – Sport & Wellbeing 

Introduction 

The University of Southampton’s Sport & Wellbeing work-stream engages in the provision of activities and facilities to enhance your wellbeing through a comprehensive range of courses and classes including watersports, swimming, fitness, health and wellbeing and Student Union (SUSU) club activities. We value your privacy and/or that of your child and we recognise the need to process your data and/or your child’s data in a fair and lawful manner.

The University of Southampton is a "data controller"that facilitates your data through the leisure management system Gladstone. Gladstone MRM Ltd is  also a ‘data controller’ along with their authorised sub-controllers. More information can be found here: https://offers.gladstonesoftware.co.uk/privacypolicy 

This means that both parties are responsible for deciding how we hold and use data about you and/or your child.

The University of Southampton is the ‘data controller’ for the information that we hold about you on our SharePoint. This means that we are responsible for deciding how we hold and use data stored about you/ or your child.

You are being given a copy of this privacy notice because you have provided us with your data and/or your child’s data to enable you and/or your child to take part in our activities and to use our facilities. It makes you aware of how and why your data and/or your child’s data will be used and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR). Our registration number with the Information Commissioner’s Office is Z6801020.

Data refers to the information that we hold about you and/or your child from which either on its own or in combination with other information you and/or your child can be identified and may include names, contact details, photographs, identification numbers and online identifiers.  A list of the data we collect is set out below. Processing means doing anything with your data and/or your child’s data, such as collecting, recording or holding the data as well as disclosing, destroying or using the data in any way.

This notice may be amended from time to time and you can obtain a current version at: https://www.southampton.ac.uk/sportandwellbeing.

Data Protection Principles

We will comply with data protection law and principles, which means that your data will be:

·         Used lawfully, fairly and in a transparent way.

·         Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

·         Relevant to the purposes we have told you about and limited only to those purposes.

·         Accurate and kept up to date.

·         Kept only as long as necessary for the purposes we have told you about.

·         Kept securely.

What data does the University collect?

In connection with providing you and/or your child with activities and facilities we will collect, store, and use the following categories of data about you and/or your child:

·         The data you have provided relating to yourself and/or your child including name, title, address, personal email address, date of birth, age and gender;

·         Membership details of the Athletic Union;

·         Medical and disability information;

·         Photographs;

·         Information about whether you are University staff or student members;

·         Any identification numbers associated with you attributable by the University e.g. your staff/student number;

·         Identification numbers including your student/staff number;

·         Online identifiers when you use our website;

·         Current interests and preferences;

·         Attendance at our facilities and activities undertaken;

·         Bank or credit card/debit card details;

·         Records of all contact we have with you;

·         Details about the completion of your course, if applicable;

·         Your registered doctors in some case;

·         Any other data you provide to us to support your use of our activities and facilities.

What if you do not provide your data?

If you fail to provide data when requested, we may not be able to successfully set up your account on our membership system and provide you with access to our activities and facilities.

Why does the University process data?

We need to process your data and/or your child’s data to enable us to fulfil our contract with you and to enable you to access the activities and facilities we offer under the terms of that contract.

It also enables us to:

·         Resolve general enquiries;
·         Assess your eligibility for membership services;
·         Provide the membership services;
·         Monitor attendance and activities to manage use of the facilities and to contact you with information or offers tailored to your interests;
·         Process your payment for such membership services;
·         Process your membership card including taking photographs;
·         Manage any complaint or disciplinary action;
·         Inform you about similar products that either Active Nation or we offer if you have given your consent to that;
·         Invite you to the Alumni Sports Day.
·         Report on anonymised community participation engagement

How the University uses Special Category Data

We may collect, store and use “special categories” of more sensitive data that you give us about your or your child’s pre-existing medical condition so that we can make any necessary adjustments to the activities we provide to you and/or your child.

We also collect, store and use special category data about your health including any medical condition and/or disability that you and/or your child may have to enable us to comply with our health and safety obligations and to assist emergency services in the event of an accident.

Under our GP referral scheme we will often require specialised category data. We will only process sensitive data where you have given your explicit consent unless we are legally obliged to do so.

Right to withdraw consent

Where you have given your consent to us processing your special category data and/or your child’s special category data you have the right to withdraw that consent for processing at any time.

If you are a staff member you can withdraw consent or to update your details through the ASKHR portal. If you are a student you can do this through Banner, otherwise, you can contact: sportandwellbeing@southampton.ac.uk.

Once we have received notification that you have withdrawn consent, we will no longer process your data and/or your child’s data and, subject to our record retention schedule, we will dispose of your data and/or your child’s data securely.

If you do withdraw your consent this may mean that we can no longer provide you and/or the child access to certain activities or continue with our services.

Processing for limited purposes

We will only process your data and/or your child’s data for the specific purpose or purposes that we tell you about, or if specifically permitted by the Data Protection Act UK 2018 and will only process your data and/or your child’s data to the extent necessary for that specific purpose or purposes.

Accuracy

We will keep the data we store about you and/or your child accurate and up to date as relevant to the purpose or purposes for which we process it. Data that is inaccurate or out of date will be destroyed. Please notify us if your details or that of your child change or if data we hold about you or your child is inaccurate.

How will your data be collected?

We obtain your data and/or your child’s data directly from you. Sport and Wellbeing will also obtain Athletic Union Club lists from the SUSU to facilitate bookings and monitor facility usage. These lists will be requested throughout the year.

If you are a member of the University community your information will be collected via interface with two systems. Student data will be collected from Banner the University Student Information System. Staff data will be collected from Cognos, the University Staff Information system.

GP referral information for specialised category data will be stored on SharePoint, with contact details being added to Gladstone MRM.

How will your data be secured?

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

As a data controller, we limit access to your data and/or your child’s data to those employees of the University who have a business need-to-know. They will only process your data and/or your child’s data on our instructions and they are subject to a duty of confidentiality.

As a ‘data controller’ Gladstone MRM Ltd employees will have access to your data and more detail an be found on their Privacy Notice Statement. https://offers.gladstonesoftware.co.uk/privacypolicy 

Holding and retaining your data

We will retain your data and/or your child’s data for different periods depending on the purposes we are using it for. After this period, we will securely destroy your data and/or your child’s data in accordance with our retention policy.

https://www.southampton.ac.uk/sportandwellbeing/membership/terms-and-conditions.page#retention_policy .

For all offsite activities including water sports we hold medical forms in hard copy for the period of the activity for administration and health and safety purposes. After the activity has ceased, we will securely destroy your data and/or your child’s data in accordance with our record retention schedule.

Who has access to your data?

Your data and/or your child’s data will be shared internally within the University for the purposes of providing you with access to our activities and facilities.

Gladstone MRM Limited as the ‘data controller’.

We will only share your data with Active Nation with your consent for the purpose of enabling you to have access to those additional facilities operated by Active Nation, such as The Quays, Southampton Outdoor Sports Centre, Bitterne Leisure Centre and Chamberlayne Leisure Centre. The data that is shared is used to confirm your entry into those facilities and to confirm that you are a current member. If you are no longer a member your data will automatically be taken off the list sent to Active Nation.

For members of Athletic Union clubs & Intramural teams, we  share and exchange data with the Students’ Union Sport Zone to facilitate the club’s use of Sport and Wellbeing facilities. This information is shared in line with the data sharing agreement between the University of Southampton and the Southampton Students’ Union. We will also exchange data in the event of a first aid incident to ensure that both organisations can control and review risk management. 

Where either yourself or your child are completing a course offered by Sport and Wellbeing and certified by the Royal Yachting Association (RYA) we will add your data or your child’s data onto the RYA website to enable a certificate to be generated. These details are held by the RYA on their servers. We enter the details you have given us being your or your child’s name, dob, gender, postal address, email address and phone number.

Where you are participating in a swimming lesson we need to add your data and/or your child’s data onto the swim management software “Swim Soft”. This hosted site allows us to administer the Swim School services. We add your and/or your child’s name, dob, gender, postal address, email address, phone number, medical details. The reports written for participants or to parents on their (child’s) progression are also securely hosted on this site.
Exceptionally, we may disclose your data and/or your child’s with a third party if required to do so: to protect or defend the University’s rights, interests, or property, or those of third parties; act in urgent circumstances to protect the personal safety of University constituents, or the public; or protect against legal liability.

All third-party data recipients are required to take appropriate security measures to protect your data and/or your child’s data in line with our policies. We do not allow our third-party data recipients to use your data and/or your child’s data for their own purposes. We only permit them to process that data for specified purposes and in accordance with our instructions. If you are participating in the Health Trainer programme as a referee from the local Dr's practice we will receive data including special category data  via a secure University e-mail that can only be accessed by the Health trainer and management.  Any special category  data will then be transferred to Sharepoint and contact details will be kept on Sharepoint and Gladstone- to facilitate bookings. The Health Trainer will share the health data back to the referring Dr's practice.

Automated decision making and profiling

None of the data collected about you and/or your child will be used as part of any automated decision making or to build a profile of you and/or your child.

Your rights

You and/or your child have a number of rights. You can:

·         access and obtain a copy of your data on request;

·         require us to change incorrect or incomplete data;

·         require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;

·         object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and

·         ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise these rights please use our online form or write to:

The Data Protection Officer

Legal Services

University of Southampton, Highfield

Southampton, SO171BJ

Email: data.protection@soton.ac.uk

Unwanted communications

If at any stage you are concerned about the content of any communications from Sport & Wellbeing e.g. unwanted marketing information or you wish to change how we communicate with you please contact us at: sportandwellbeing@southampton.ac.uk 

Further information

We also have additional policies and guidelines concerning particular activities. If you would like further information please see our Publication Scheme at: http://www.southampton.ac.uk/about/governance/regulations-policies-guidelines.page#publication_scheme 

If you are unhappy with the way that we have handled your data and/or your child’s data you can contact us at: sportandwellbeing@southampton.ac.uk or contact the Information Commissioner’s Office. See their website at: https://ico.org.uk/.

 

 

 

ActivitiesWhere is the data heldRetention PeriodBasis for retaining the data
Customer Record (Gladstone) Gladstone 6 years after last financial transaction on customer account, or on a child account that is linked to the record Administrative business need
Membership forms They are scanned onto Sharepoint and then the hard copy is then shredded. 4 academic years They have signed the health commitment statement on the document
Sport and Wellbeing Membership details Gladstone 2 years Administrative business need
Course and Class Attendance details Gladstone See Activity: 'Customer Record (Gladstone)' Administrative business need
Sport and Wellbeing BANNED Customers Gladstone Permanent record, but all superfluous data removed 6 years after last financial transaction on customer account, or on a child account that if linked to the record Administrative business need
Customer Email Correspondence Sport and Wellbeing and Watersports email inboxes and Gladstone Received emails deleted from email accounts as soon as dealt with. Sent items are kept for 1 year. Important emails/Complaints are copied on to the customer's Gladstone record (see Activity: 'Customer Record (Gladstone)') Administrative business need
Club email correspondence Sport and Wellbeing email inbox and Gladstone 1 academic year (emails in inbox); permanent on club Gladstone record Administrative business need
Students' Union Team lists Sharepoint 1 academic year Administrative business need
Casual instructor details Spreadsheet Casual staff contracts end on the 31st July each year. If they do not intend to work again in August of that year it should be deleted. Administrative business need
First Aid/Incident forms Captured on paper, scanned as PDF and kept on Sharepoint 7 years Administrative business need
Details of those paying for boat storage Gladstone For the duration of the contract or 12 months Administrative business need
Bursary and TASS Athlete Information (lifestyle support) Word and Excel records kept on private Sharepoint group 1 year after they have completed TASS/Bursary contract with UoS Administrative business need
Bursary applications Paper form: scanned and added to Sharepoint 4 academic years Administrative business need
S&C Bursary and TASS Athlete Programmes Word and Excel records kept on private Sharepoint group 1 year after they have completed TASS/Bursary contract with UoS Administrative business need
Medical forms: Watersports Paper form End of course Administrative business need
Medical forms: Kids' Camp Activity Days Emailed to Sportwel email account by Sitepublisher webform; data transferred to spreadsheet for course End of course Administrative business need
Medical forms: Jubilee Swimming Academy Emailed to Sportwel email account by Sitepublisher webform; data transferred to Swimsoft 1 year following the end date of the last term of lessons attended Administrative business need
RYA Online Portal Data inputted by S&W staff to allow the client to log on and do the course they wish after they have paid for the product Deleted after input Administrative business need
Active Nation list from us from our system Gladstone and Email (web form submitted for Consent to Share data). Spreadsheets stored on Sharepoint See Activity: 'Customer Record (Gladstone)'. Emails and Spreadsheets kept for a year Administrative business need
Active Nation holding our data Active Nation System Held for as long as it takes us to send new data to them Administrative business need
Customer Record (Swimsoft) Swimsoft 6 years after the end date of the last term of lessons attended Administrative business need
Yacht charter details Paper Forms, and customer and booking info on Gladstone Paper forms 4 years, scanned in and shredded. For details on held on Gladstone (customer record and booking record) see Activity: 'Customer Record (Gladstone)' To meet MCA Guidance
Kids' Camp Activity Days Information Gladstone and Spreadsheet on Sharepoint Spreadsheet is kept for 1 academic year (after the event). Customer and Booking information on Gladstone see Activity: 'Customer Record (Gladstone)' To meet OFSTED requirements
Kids' Camp Activity Days and JSA Lessons Safeguarding Issues and Concerns Sharepoint Kept for 21 years To meet OFSTED requirements
External bookings across sites - new system Booking form received via email and kept on Sharepoint Email booking form deleted once attached to Sharepoint. Customer and Booking information on Gladstone see Activity: 'Customer Record (Gladstone)' Administrative business need
Pre-Natal Fitness Forms Scanned forms on Sharepoint (paper copies shredded) 7 years Administrative business need

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