General

This is the privacy notice of UCD Campus Sport and Leisure Limited ("UCD Campus Sport and Leisure", "our", "we", "us"). UCD Campus Sport and Leisure operates under the umbrella of University College Dublin (UCD) and this privacy notice outlines how personal data is collected, used, and protected in connection with interactions with UCD Sport and Leisure facilities and services.

This privacy notice is published on the UCD website as UCD Campus Sport and Leisure does not operate a standalone website. The use of cookies on this site is governed by the UCD Cookie Policy, which applies to all users of UCD-hosted webpages.

UCD Campus Sport and Leisure complies with the requirements of the General Data Protection Regulation (“the GDPR”) and relevant Irish legislation, namely, the Data Protection Acts, 1988 – 2018 to protect your personal data related to the use of this website. For the purposes of our electronic direct marketing activities, we also comply with the provisions of the ePrivacy Regulations (SI 336/2011).

If you have any questions about this notice or how we handle your personal data, please contact our Data Protection Officer at:

Email: (opens in a new window)fitness@ucd.ie

Data Controller

UCD Campus Sport and Leisure is the Data Controller of all personal data that is collected and used about you in connection with your interactions with us.

We are committed to protecting the privacy of all individuals whose personal data we process and to maintaining compliance with all applicable data protection legislation.

Collection and Use of Personal Data

UCD Campus Sport and Leisure may collect personal data from you when you:

• Apply for or renew a membership
• Complete a membership application or assessment form
• Make an enquiry via our online form or in person
• Participate in courses, sessions or events
• Book or use our facilities or services
• Use our car park (where applicable)
• Are included as a linked child or secondary member on an account
• Are captured by CCTV on site

This personal data may include:

• Your name and contact details (e.g. email, phone number, address)
• Date of birth, gender, UCD student or staff number (where relevant)
• Membership type and ID
• Health screening and 'fitness to use' declarations (where applicable)
• Payment and direct debit details
• Usage data, assessment results, class attendance records
• Car registration number (for car park access)
• Communications and marketing preferences
• CCTV footage (from internal security cameras)

We do not process personal data through our mobile app. It is for information purposes only (e.g. displaying class times and opening hours).

Using Your Personal Data

We may use your personal data for the following purposes:

• Processing and managing your membership and payments
• Administering your participation in courses or services
• Responding to your enquiries or correspondence
• Managing our relationships with members and linked individuals
• Ensuring safety and security through CCTV usage
• Sending communications related to your membership or services
• Conducting surveys or feedback initiatives related to services

Lawful Bases

Our processing of your personal data is carried out on one or more of the following lawful bases:

• You have given consent for the processing of your personal data
• Processing is necessary for the performance of a contract or pre-contractual steps
• Processing is necessary for compliance with a legal obligation
• Processing is necessary for the legitimate interests pursued by UCD Campus Sport and Leisure, provided these are not overridden by your rights and interests
• Processing is necessary to protect the vital interests of the data subject or another person

Security of Your Personal Data

We implement appropriate technical and organisational measures to ensure the security of your personal data. These include access controls, encryption, secure storage solutions, and regular reviews of security procedures.

Where third-party service providers are used (e.g. IT support, event platforms), we ensure that appropriate data protection agreements are in place.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or to comply with legal obligations. Generally, data is retained for up to 7 years after the end of the membership contract. Payment details may be retained for less than 12 months. When data is no longer needed, it is securely deleted or anonymised in accordance with our Data Retention Policy.

CCTV

CCTV is in operation at the UCD Campus Sport and Leisure premises for the purposes of ensuring the safety and security of staff, visitors, and property. Cameras are positioned covering entrances, exits, and common areas. The footage is only accessed when necessary, such as in the event of an incident or suspected breach of security, and is retained for a limited period in accordance with our CCTV Policy. There is no live monitoring in place.

Access to CCTV footage is strictly limited to authorised personnel, and where required, may be shared with An Garda Síochána or other relevant authorities in accordance with applicable law.

Transfer of Personal Data Abroad

Where personal data is transferred outside the European Economic Area (EEA), we ensure that adequate safeguards are in place, such as the use of Standard Contractual Clauses or reliance on adequacy decisions issued by the European Commission.

Children

Child membership data is collected where linked to an adult account. Children under 17 may only use the facility as set out in our membership terms and must be supervised accordingly. Data is collected in line with our membership obligations and is limited to what is necessary.

Your Rights

Individuals, referred to in GDPR as Data Subjects, have certain legal rights concerning their personal data and the manner in which it is processed by UCD Campus Sport and Leisure. These include:

• The right to access personal data held about you
• The right to request rectification of inaccurate or incomplete data
• The right to request erasure of your data in certain circumstances
• The right to restrict processing in certain situations
• The right to data portability
• The right to object to processing, particularly where based on legitimate interests
• The right to object to automated decision-making, including profiling

It should be noted that none of these rights are absolute and the ability to exercise your rights will be considered on a case-by-case basis.

To exercise any of your rights, please contact the Data Protection Officer  either by email  (opens in a new window)fitness@ucd.ie or in writing to:

The Data Protection Officer

Campus Sport and Leisure Limited

Belfield

Dublin 4

If you are not satisfied with our response, you have the right to lodge a complaint with the Data Protection Commission at (opens in a new window)www.dataprotection.ie.

Cookies

As UCD Campus Sport and Leisure does not control its own web domain, all cookies placed during your interaction with our webpages are governed by UCD’s Cookie Policy. No separate cookie controls or trackers are applied by UCD Campus Sport and Leisure.

Third-Party Websites

This privacy notice does not apply to third-party websites connected by links on our website. We cannot provide any guarantees as to how these third parties handle your personal data. We recommend that you read the privacy notices of these services prior to using them.

Jurisdiction and Governing Law

This Privacy Notice is governed by the laws of Ireland. Any disputes arising in relation to this notice shall be subject to the exclusive jurisdiction of the Irish courts.

Change to this Privacy Notice

We review this privacy notice regularly and will update it where necessary. The most recent version will always be available via the UCD website. This notice was last updated in April 2025