Data Protection
We are Edinburgh Leisure, a charity dedicated to improving the health and wellbeing of people in and around Edinburgh. Established in 1998, we manage and develop around 75 top-class sport and leisure facilities. We also run many programmes to support people affected by health conditions or inequalities to lead healthier lives.
Edinburgh Leisure is a company limited by guarantee (company number SC179259) and does not have share capital or shareholders. We are a charity registered in Scotland (no SC027450) and every penny our customers spend with us is invested back into our facilities and services to help local people lead more active, and healthier lives. Our registered office address is Meadowbank Sports Centre, London Road, Edinburgh EH7 6AE.
We are registered as a data controller with the Information Commissioner’s Office, with registration number Z469586X.
How your personal information is used and kept secure by Edinburgh Leisure
At Edinburgh Leisure we respect and protect your privacy. This privacy notice explains how we process your personal data.
The security of your personal information is of paramount importance to us, and we use appropriate technical and organisational measures to safeguard your personal information.
However, whilst we will use reasonable efforts to safeguard your personal information, the use of the internet is not entirely secure and, for this reason, we cannot guarantee the security of any personal information that is transferred by or to you via the internet. If you have any concerns about the security of your personal information, please contact us for more information.
When you register on the Service, the information you give us will be used:
in your application for one or more jobs
so we can administer your account,
and, if you are an employer,
for general UK employment trend, vacancy research and analysis purposes.
The privacy policy should be read alongside the Employer Terms and Conditions and the Cookie Policy.
What personal information do we collect and why is it processed?
We collect and process a range of information containing personal data about you. The table below details the personal data collected, the purpose for this and the legal basis for processing:
Personal Information | Purpose | Our legal basis |
Basic personal information and contact details, including - Name - Address - Date of birth - Telephone number - Email address | To allow contract, HR and business administration | Necessary for compliance with a legal obligation. Necessary for our legitimate interests Necessary for the performance of a contract with you |
Recruitment records include: - CVs, data regarding responses to application questions - Interview notes and assessments - Previous employment information - Data pertaining to work preferences and abilities - Evidence of education and qualifications - References - Proof of right to work in the UK (such as passports and visas) - Employment Contract - Induction records | To make a decision about your suitability for the role you applied for.
To comply with legislative and regulatory requirements
To allow contract, HR and business administration and defence against potential legal claims | Necessary for the performance of a contract with you
Necessary for compliance with a legal obligation. |
Collecting and using your data enables us to administer the recruitment process, manage your application, conduct assessments, organise interviews, process interview feedback, and conduct background checks prior to onboarding. We will process your personal data to meet recordkeeping and internal and external reporting responsibilities. Edinburgh Leisure will only collect the minimum personal data required for the purpose. Any personal data discovered as excessive or no longer required for the purposes collected will be securely deleted. Any personal information that is optional for individuals to provide will be clearly marked as optional on any form. Edinburgh Leisure will hold data for the minimum time necessary to fulfil its purpose. Data will be disposed of in a responsible way to ensure confidentiality and security. Edinburgh Leisure will implement appropriate security measures to protect personal data. Personal data will only be accessible to those authorised to access personal data on a ‘need to know’ basis. Employees will keep all data secure by taking sensible precautions and following the relevant Edinburgh Leisure policies and procedures.
How long do we keep your personal data?
We set retention periods for the retention of personal data based on legal requirements and best practice.
Who do we share your personal data with?
We may disclose your personal data to any of our employees, officers, contractors, insurers, professional advisors, agents, suppliers, subcontractors and external bodies insofar as reasonably necessary, and in accordance with data protection legislation.
We may also disclose your personal data, as allowed by law, including:
with your consent;
to the extent that we are required to do so by law;
to protect the rights, property and safety of us, our customers, users of our websites and other persons;
in connection with any ongoing or prospective legal proceedings;
if we are investigating a complaint, information may be disclosed to solicitors, independent investigators such as auditors, regulatory body involved in any complaint, whether investigating the complaint or otherwise;
to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling;
to another organisation if we enter into a joint venture or merge with another organisations.
How can you update your information?
· The accuracy of your information is important to us. If you change email address or if any of the other information we hold is out of date, please contact us via jobs@edinburghleisure.co.uk.
Individual Rights
Edinburgh Leisure will uphold the rights of data subjects to access and retain control over their personal data held by us. Edinburgh Leisure HR Policy Page 7 of 7 Edinburgh Leisure will comply with individuals’ Right to be Informed, Right to Access, Right to Rectification, Right to Erasure, Right to Restrict Processing, Right to Data, and Right to Object.
