Privacy Notice – Medway Sport Booking System

1. Who we are

Medway Council Medway Sport service, is the data controller for the personal information collected through the Sport Booking System. This means we are responsible for how your personal data is used and protected.

Contact details:
Medway Council
Gun Wharf
Dock Road
Chatham
Kent
ME4 4TR

Data Protection Officer:
Email: gdpr@medway.gov.uk

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2. What is personal data?

Personal data is information about a living person that can identify them, such as:

• Name, address and contact details
• Date of birth
• Email address
• Payment and billing details

It can also include correspondence, booking records, and digital activity on the website. 

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3. What information we collect

When you use the leisure booking system, we may collect:

• Account registration details
• Membership information
• Booking and attendance history
• Payment details (processed securely by payment providers)
• Communication preferences
• Accessibility or health requirements (where provided)

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4. Why we collect and use your data

We use your information to:

• Provide leisure services, bookings and memberships
• Process payments and manage accounts
• Communicate booking confirmations, updates or cancellations
• Deliver customer support
• Improve services and user experience
• Meet legal and regulatory obligations

We may also use your data to:

• Inform you about relevant council services (where appropriate)

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5. Lawful basis for processing

We process your personal data under the following lawful bases:

• Contract – to provide booking and membership services
• Legal obligation – where we must comply with laws and statutory duties
• Public task – to deliver local authority services
• Consent – where required (e.g. marketing communications)

Medway Council may process data without consent where required by law or to provide public services. 

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6. Sharing your information

We may share your data with:

• Sports centre operators 
• Payment processing providers
• IT system suppliers (e.g. booking system providers)
• Regulatory or law enforcement bodies where required

Where services are delivered by third parties, they are contractually required to:

• Keep your data secure
• Use it only for agreed purposes 

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7. How long we keep your data

We will only keep your personal data for as long as necessary to:

• Provide services
• Meet legal and financial requirements

Retention periods are determined by council policies and statutory obligations.

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8. Keeping your data safe

We are committed to ensuring your information is secure. We:

• Use secure systems and encryption where appropriate
• Restrict access to authorised staff
• Maintain accurate and up-to-date records

We will only keep data that is necessary and ensure it is handled lawfully and securely. [medway.gov.uk]

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9. Your rights

Under data protection law, you have the right to:

• Request access to your personal data
• Ask for incorrect data to be corrected
• Request deletion of your data (where applicable)
• Restrict or object to processing
• Request transfer of your data
• Withdraw consent where processing is based on consent

You also have the right to complain if you are unhappy with how your data is used. 

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10. Complaints

If you have concerns about how we handle your data, please contact:
Data Protection Officer
Email: gdpr@medway.gov.uk

You can also complain to the Information Commissioner’s Office (ICO):

• Website: https://www.ico.org.uk
• Phone: 0303 123 1113

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11. Changes to this privacy notice

We may update this privacy notice from time to time to reflect changes in services or legal requirements. The latest version will always be available on the website.