Legal InformationPublisher / Imprint
1. Introduction
We, Vision Redbridge Culture and Leisure are ‘controllers’ and ‘processors’ of the information that we collect about you (‘personal data’). This means that we may collect and process personal information about you in order to provide you with a range of local leisure and
Data Processing means the things we can do with personal data, including collection, storage, analysis and destruction of the data. In some circumstances Vision may be the processor of data directly, or this may be contracted to a third party. When this happens, we will be clear about who is processing your data.
We are committed to protecting and respecting your privacy; we will be transparent about how we use the data you give to us and ensure that it is securely held.
You may recognise Vision RCL in several ways, whilst we always trade under the name Vision RCL, we break our services down into different divisions which include: From time to time, you may see a shortened version of our Privacy Notice which relate directly to the services that you are accessing. However, all of our privacy notices will provide a link to the main privacy notice on our website.
Address:Registered Head Office:
Redbridge Central Library, Clements Road, Ilford, IG1 1EA
Email:data.information@visionrcl.org.uk
Gareth Morley is our Data Protection Officer (DPO). You may contact our Data Protection team using the address above, or by emailing data.information@visionrcl.org.uk
You have certain rights in relation to your personal data including the right to object to processing of your data in certain circumstances. All of these rights are set out in Section 12 of this privacy notice.
2. Who are we and what do we do?
Vision is a charity providing sport, leisure, health & wellbeing, parks, heritage, libraries, arts and culture related services.
You may be more familiar with our services and brands, which are outlined below. We have put together shortened versions of the privacy policy for each of these services. Occasionally, we promote and market these services under the ‘Do More’ brand.
Below is a list of Vision websites which collect data from you:
Web AddressServicePurpose
visionrcl.org.ukCorporateTo provide an overview of our services
bookings.visionrcl.org.ukVision Venues, Vision Leisure, Vision ParksTo enable the bookings of Vision Venues, Sports Pitches, Owls Play Centre. To hold the Swimming Lesson Waiting List.
tickets.visionrcl.org.ukVision TheatreTo enable the bookings of shows at Vision Theatres.
forms.visionrcl.org.ukCorporateFor customer response to surveys
libraries.visionrcl.org.ukVision LibrariesCustomer management of library account
valentinesmansion.comVision VenuesTo showcase Valentines Mansion and Gardens and take booking queries
coloursofredbridge.comVision CultureMain website for Colours of Redbridge, a consortium where Vision RCL acts as lead partner.
visionredbridge.gladstonego.cloudVision LeisureLeisure Centre membership and booking platform
visionrcl.courseprogress.co.uk/Vision LeisureSwimming Lesson home portal platform
Hainaultforest.orgVision ParksThis site is managed by the Woodland Trust in partnership with Vision RCL.
3. Your personal data
‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other information we gather as part of our relationship with you.
It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collection and use of these types of data is subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.
We are committed to protecting your personal data, whether it falls into ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below.
We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances, we may receive data about you from other people/organisations. We will explain when this might happen in this Notice.
4. Data, why it will be processed and our legal basis for processing
Personal Data DescriptionProcessing ReasonLegal Condition or Basis for processing
Personal details you provide about yourself or a person you care for. This may include: Name, address, email, telephone number, date of birth, ageInformation you provide into our websites, apps or directly to our team via email, telephone or in person allow us to keep an up-to-date record of you and fulfil our contract/provide a service to you. For example: Membership and bookings administration, service updates, correspondence connected with the services being provided or dealing with complaints and queries. We may also use this information to verify that you qualify for a concession or discountProcessing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract Art 6 (1) b).Processing is necessary for compliance with a legal obligation to which the controller is subject (for example, contractual obligations, or financial and auditing regulations) Art 6 (1) c).
Processing is necessary for the purposes of our legitimate interests — in providing services including customer service, protecting the business and maintaining and providing a secure environment Art 6 (1) f).
Processing is necessary for the purposes of our legitimate interests — training development and quality purposes Art 6 (1) f).
Information which allows us to recognise youWhen registering for one of our services, you may be provided with a membership ID, a library card number, a theatre account number. We may also take a photo of you when you join our leisure membership. This helps us to ensure that your card is not misused if lost or stolen.Processing is necessary for the purposes of our legitimate interests — training development and quality purposes Art 6 (1) f).Processing is necessary for the purposes of our legitimate interests — in providing services including customer service, protecting the business and maintaining and providing a secure environment Art 6 (1) f).
Banking InformationWe will store your bank account number and sort code data where you have a Direct Debit mandate in place. We comply with BACS regulations for the processing of this data and you have specific rights under the Direct Debit guarantee. We process bank card information at the time we take payment in order to administer our services. This data is not stored on our systems and is processed on Payment Card Industry Data Security Standard compliant banking systems. For some services, you may opt to save your bank details for future use. We will store a bank issued code that can only be used by our systems, but we won’t store your card details.Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract Art 6 (1) b).Processing is necessary for compliance with a legal obligation to which the controller is subject (for example, contractual obligations, or financial and auditing regulations) Art 6 (1) c).
Processing is necessary for the purposes of our legitimate interests — in providing services including customer service, protecting the business and maintaining and providing a secure environment Art 6 (1) f).
Processing is necessary for the purposes of our legitimate interests — training development and quality purposes Art 6 (1) f).
Details of your transactionsWe collect data for any transactions you carry out through our websites or our services. This allows us to administer the services you have with us.Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract Art 6 (1) b).Processing is necessary for compliance with a legal obligation to which the controller is subject (for example, contractual obligations, or financial and auditing regulations) Art 6 (1) c).
Processing is necessary for the purposes of our legitimate interests — in providing services including customer service, protecting the business and maintaining and providing a secure environment Art 6 (1) f).
Attainment/Progression/Goals – in relation to children and adults attending lessons (e.g. swimming lessons or theatre classes) and gym members with personalised training programmesTo track progression and achievement of those taking lessons in various courses, to ensure their progression, making lessons relevant productive and value for money for the customer; to ensure appropriate levels of skills in each classProcessing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract Art 6 (1) b).
Attainment/Progression/Goals – in relation to children attending school swimming lessonsTo track progression and achievement of those taking lessons in swimming lessons and to provide attainment information to the relevant SchoolConsent — the school has given its consent to the processing of the students’ personal data for one or more specific purpose Art 6 (1) a).
Customer FeedbackWe will record customer comments and surveys about how we are performing to inform future service improvements.Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract Art 6 (1) b).
Next of kin/emergency contacts (in relation to customers, and workers including volunteers)To contact NOK or parent in an emergency or in the case of injury illness or deathProcessing is necessary for the purposes of our legitimate interests — we need to be able to get in touch with someone who may be able to help in the event of you becoming ill or injured, or in any other kind of emergency Art 6 (1) f).
Personal details, contact information, occupation and job location of individuals who have suffered injury or illness or been involved in an incident at one of our venues (all affected customers or visitors); witness contact detailsTo keep report on and submit required records of incidents accidents and near misses.Processing is necessary for compliance with a legal obligation to which Vision RCL is subject (e.g. HSE legal obligations of reporting) Art 6 (1) c).Processing is necessary for the purposes of our legitimate interests — to investigate facts around incidents and accidents and ensure compliance and improvements. For providing relevant information to our insurers. Art 6 (1) f).
Car registration, name and company name in relation to visiting contractors and workmenTo maintain accurate records of persons present in the building in case of evacuation; to keep accurate logs of maintenance visits.Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract Art 6 (1) b).Processing is necessary for compliance with a legal obligation to which Vision RCL is subject (e.g. HSE legal obligations of reporting) Art 6 (1) c).
Sensitive Personal Data DescriptionProcessing ReasonLegal Condition or Basis for processing
Race or ethnicity, religious beliefs, or sexual orientationWe are sometimes required to collect information in order to provide aggregated reports to the London Borough of Redbridge or to funders. This information is only used for statistical purposes and is always kept secure. If you prefer not to provide us with this data, we will not hold this data.Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; Art 6 (1) e).Processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject Art 9 (2) g) as clarified in DPA 2018 Schedule 1, Part 2, Para 8 – ‘Equality of opportunity or treatment.’
Medical history and accident/injury detailsTo keep report on and submit required records of incidents accidents and near misses.Processing is necessary for compliance with a legal obligation to which Vision RCL is subject (e.g. HSE legal obligations of reporting) Art 6 (1) c).Processing is necessary for the purposes of our legitimate interests — to investigate facts around incidents and accidents and ensure compliance and improvements. For providing relevant information to our insurers and for the welfare of our customers. Art 6 (1) f).
Explicit consent will be requested Art 9 (2) a); and/or Art 9 (2) c) processing is necessary to protect the vital interests of the data subject.
Physical or mental health details for example, anthropometric data, relevant medical history and assessment notesTo safely provide, and allow participation in, health related schemes or services, including but not limited to cardiac rehab, weight management, use of some fitness facilities and Spa TreatmentsThe data subject has given consent to the processing of his or her personal data for one or more specific purposes Art 6 (1) a).Explicit consent will be requested Art 9 (2) a).
If consent is refused or withdrawn, we will be unable to provide the contracted services Art 7 (4).

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