This notice provides details of what information we collect from you, what we do with it and who it might be shared with when you book and/or attend one of our sports and leisure events, classes, passes and memberships.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
The Foundry
4 Central Boulevard, Central Park

Frequently asked questions

  1. Table of contents

Why do we collect this information?

The information is being collected for the following purpose/s:

  1. To process your booking and/or admission for events, classes, courses, passes and memberships (excluding gym membership).

The legal basis each purpose is set out below:

Legal basis Purpose
Performance of a contract 1
Legal obligation  
Vital interests  
Task carried out in the public interest  
Legitimate interests  

If you provide us with information in relation to your health this is regarded as special categories data (personal data which the General Data Protection Regulations say is more sensitive, and so needs more protection). Our legal basis for processing this special categories data in relation to your health is your explicit consent.

What information do we collect about you?

We collect your name, address and will hold other contact details such as phone number, mobile phone number and email address if provided.

We may collect your date of birth, the name and contact details of a parent/ guardian/emergency contact, your condition of entitlement and/or information regarding medical conditions/additional support requirements that you divulge which is relevant to the delivery of our classes or courses.

For those paying by Direct Debit, we collect your bank details.

Our computer system holds the following information when you book our services

  • Details of past and forthcoming bookings, activities and courses
  • Details of amounts for Direct Debit payments
  • Details of any payments and financial settlements made
  • Notes and comments placed on our systems by staff in connection with your booking

We also keep copies of our communications with you, and your responses.

Where do we collect information from?

We collect information from you or a third party acting on your behalf, for example, a carer, a parent or guardian if you are under 16 years of age, a solicitor, a councillor, another family member.

Who might we share your information with?

We may share information with IT System administrators and suppliers for the purposes of upgrading and maintaining the systems.

For classes and courses we will share your information with the coaches and/or tutors, some of which may be external and engaged by the Council to deliver the service.

For those paying by Direct Debit we will share your information with Bacs Payment Schemes Ltd.

We may also share your information if we are required to do so by law or with the Scottish Information Commissioner (freedom of information), the Information Commissioner (data protection), the Scottish Public Services Ombudsman (complaints) and the Health & Safety Executive (accidents).

We have a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.

Will we send your information outwith the UK?

We do not transfer your information outwith the UK.

How long do we keep hold of your information?

We keep electronically held information for 3 years from the end of the calendar year, in which you cease to be a customer.

We keep your original direct debit mandate for 5 years from the end of the financial year in which it was set up.

Class and course attendance registers are held for the duration of the course by the coaches or tutors.

What are my rights in relation to the information held about me?

You have the following rights:

  • To see any information held about you by making a subject access request.
  • To withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

Do I have a right to complain about the way information has been used?

If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire

or if you prefer to use a national rate number:

Do I have to provide my personal data to you?

If you want to make a booking for our events, classes and courses or be issued with a pass or membership then we need to know the information set out above.

Do you use any automated processes to make decisions about me?

We do not use an automated decision making processes.

This notice was last updated in March 2022.