Active LJMU, LJMU Sport, E&FM Privacy Notice

Information you need to know

Active LJMU, LJMU Sport, E&FM 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

LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

For information about how the wider university uses personal data please see the Privacy Notice section of our website.

What information are we collecting?

We will be collecting the following information for users of our facilities:

Full name and contact details including home address, home and mobile telephone number, LJMU email address and personal email address, faculty, course, enrolment year, medical conditions, emergency contact name and number. You may also wish to share with us your goals and interests but you do not have to do this.

For users (including children) who are not already LJMU students we will also need to collect Date of Birth.

Why are we collecting your data and what is the legal basis for this?

LJMU will collect personal data from you for several reasons, and will at all times do so in compliance with the principles of the GDPR, and for one of the legal basis set out in Article 6 of the Regulation.

We process your Barcode Number, Username, First name, Last name, DOB, LJMU email Address, Security card serial number, Primary Role (Staff/Student) on the basis of our legitimate interests to enable you to access the sports building.

When you sign up to use the gym and/or sports facilities, we will, collect additional information from you to support your health and safety experience whilst using our facilities and enhance your experience. In some cases, if we do not hold this data about users we will be unable to allow them to use our facilities.

We will collect that additional information from you with your explicit consent at the time that you or your child sign up for membership. You have the right to withdraw your consent at any time by emailing us at

Who has access to this data?

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Examples of relevant staff include staff members of LMU Active who sit in the Student Experience department of LJMU.

The information will be stored on the Gladstone leisure management and booking software. For more information on how Gladstone may use your personal data, please see their privacy information.

How does the university protect your data?

The university takes Data Protection very seriously and at all times your personal data will be handled in line with the university’s Information Security Policy.

All staff user accounts are password encrypted and paper documents are not used.

The information will be stored on the Gladstone leisure management and booking software. For more information on how Gladstone may use your personal data, please see their privacy information.

For how long does the university keep your data?

  • Data will be kept in line with our Records Retention Schedule.
  • Student data will be retained for 6 years after the end of the student relationship.
  • For users (including children) who are not students their data will be retained for 3 years after their last visit.

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
  • require the university to change incorrect or incomplete data if you think that it is inaccurate or out of date
  • require the university to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

You will be asked for your explicit consent to allow us to store your personal data and 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

What if you do not provide data?

If you do not provide some or all of the personal data required you might not be able to use all/some the membership subscription facilities and services available to them.

Transfers of data outside the UK

Generally, we do not send your personal data outside the UK. However, in some specific cases we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection, for example model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).

Automated decision making

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.

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:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
Telephone: 0303 123 1113.
Email: contact can be made by accessing