LJMU Move, LJMU Sport, E&FM privacy notice
Information you need to know
LJMU Move, LJMU Sport, E&FM privacy notice is part of Liverpool John Moores University. See further information on the institution.
Liverpool John Moores University is the Data Controller.
Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.
This privacy notice explains how we use your personal information and your rights regarding that information.
For information about how the wider university uses personal data please see the Privacy notice section of our website.
Information we are collecting
We will collect the following personal data from users of our facilities:
- full name and contact details, including home address, telephone numbers, and email address (LJMU and personal)
- faculty, course and enrolment year
- emergency contact name and telephone number
We may also collect special category personal data, where necessary, such as information about medical conditions that are relevant to your use of our facilities.
You may also choose to share information about your goals and interests, but providing this information is optional.
For users who are not already LJMU students, including children, we will also collect date of birth.
Source of the personal data
The personal data we process is collected directly from you when you sign up for membership.
Where the user is a child, the information is provided directly by a parent or legal guardian at the time of sign‑up.
Why we are collecting your data and the legal basis for this
We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.
We collect and process your personal data so that we can manage access to LJMU Move, LJMU Sport and E&FM facilities, and support the safe and effective use of those facilities.
We process access‑related information such as your name, username, LJMU email address, date of birth, barcode number, security card serial number and role (staff or student) on the basis of legitimate interests under Article 6(1)(f) of the UK GDPR. This processing is necessary to operate our facilities, control access to buildings, and ensure that only authorised users can enter.
When you sign up to use the gym and/or sports facilities, we also collect additional information to support your health and safety while using our facilities and to help us tailor services appropriately. This may include information about medical conditions or emergency contacts.
Where we process health or medical information, this is treated as special category personal data and is processed with your explicit consent under Articles 6(1)(a) and 9(2)(a) of the UK GDPR.
Where the user is a child, consent is provided by a parent or legal guardian at the point of registration.
Who has access to this data
Your personal data will be accessed only by relevant LJMU staff where this is necessary for them to carry out their designated role.
This includes authorised staff working within LJMU Move, which sits within the Student Living and Physical Activity Department, who require access to the information to manage memberships and operate the facilities.
How the university protects your data
We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.
Personal data is stored electronically, and access is restricted to authorised users only. All staff user accounts are protected by secure login controls, including password protection. We do not routinely use paper records for this processing.
Your data is stored within the Gladstone leisure management and booking system, which is used by LJMU to operate its sports facilities. Appropriate technical and organisational measures are in place to protect personal data held within this system. Further information about Gladstone’s approach to data protection is available in their privacy information.
How long the university keeps your data
Personal data is retained in line with the university’s Records Retention Schedule.
Personal data relating to students will be retained for six years after the end of the student relationship with the university.
For users who are not LJMU students, including children, personal data will be retained for three years after their last visit to the facilities.
Your rights
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request - this could be in a portable electronic format
- request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
- request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
If your personal data has been provided by consent, you have a right to withdraw that consent at any time.
If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.
If you do not provide data
If you do not provide some or all of the personal data required, you may not be able to access or make full use of the membership subscription facilities and services available.
Transfers of data outside the UK
We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.
Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.
These safeguards might include model contractual clauses, formal data sharing or processing agreements, or binding corporate rules. In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.
Automated decision-making
We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.
How to complain to the university
You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.
If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:
Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP
or by email via DPO@ljmu.ac.uk.
How to complain to the Information Commissioner’s Office
You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:
- Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
- Telephone: 0303 123 1113.
- Email: contact can be made by accessing the ICO website.