Terms, Conditions and Privacy Notice

1.1 Member: A User who pays a fee entitling them to access the benefits of this Agreement in particular the use of some or all the Facilities. 

1.2 Website: www.royalholloway.ac.uk/sports 

1.3 Facilities: The premises, equipment and other facilities of the Centre. 

1.4 User Conditions: The User Terms & Conditions applicable to all Users of the Centre available on the Website. 

1.5 The Centre: Active Lifestyle & Sports Activity operating from the Centre’s locations on University premises being the Fitness Suite, Sports Centre, Nobles Field, Margret Young pitches/courts, East Field, Founders Tennis courts, Treatment Rooms, Kingswood Squash. Meeting Rooms, Changing Rooms, Founders Field, Jane Holloway Studio

1.6: Student: a current and valid student of Royal Holloway, University of London.

1.7 Staff: Royal Holloway Staff on a permanent or fixed term contract including PGR students

1.8 Concession: A User who has access to a concessional rate based on an agreement with their employer, their relation to a current Staff member or an Alumnus of Royal Holloway.

1.9 Group Exercise: includes classes and active sessions

1.10 Membership Email: sportscentre@royalholloway.ac.uk 

1.11 The University: Royal Holloway and Bedford New University, known as Royal Holloway, University of London.

1.12 User: any person or organisation using the Facilities of the Centre (including spectators, supporters and visitors).

2.1 Student, staff or concession members may be required to provide proof of status. 

2.2 If a Member during this Agreement no longer qualifies for the Membership (For example is no longer a student, Member of University staff, or is no longer eligible to Concession rates through their employer) they must immediately notify the Centre using the Membership Email. 

3.1 Members may also cancel their 12-month Paid-in-Full Membership within 14 days from the start date of their Membership. To cancel, Members must send an email to the Membership Email within the 14 days.

4.1 The University may vary Membership rights and vary any services delivered to Members. In particular, closing and opening times, Facilities and Group Exercise all remain subject to change, including both withdrawal and re-timetabling.

4.2 Members will be required to cease using Facilities or not start use of Facilities at times specified. As a minimum, all Members must not start use of the Facilities 30 minutes before closing time.

4.3 The University will not be held liable where its services cannot be delivered through circumstances beyond its reasonable control e.g., through staff absence and severe weather conditions. 

4.4 Membership categories and products:

Active Lifestyle ‘Student’ Memberships 

• Paid-in-Full Memberships - each option provides unlimited access to the gym, group exercise classes and Active sessions at any time whilst facilities are open.
  12 month - upfront 12 month payment. This membership will automatically end after the 12 month period.
  3 month - upfront 3 month payment. This membership will automatically end after the 3 month period.
  1 month – upfront 1 month payment. This membership will automatically end after the 1 month period.
• Recurring Card Payment (RCP) Monthly Membership – pay monthly by debit card or credit card. The start date of membership dictates when payment is due each month. This membership includes unlimited access to the gym, group exercise classes and Active sessions.
• BUCS Universal Gym membership is included in the Annual Student membership. Full details of this programme are available on the BUCS website.
• Pay as you go membership – a one-off payment to allow you to purchase day passes to the gym and book other facilities.
• Social leagues are a separate programme from the gym, group exercise and active programme and are excluded from all membership types with their own Terms and Conditions.

Active Lifestyle ‘Concession’ Memberships

• Paid-in-Full Annual Membership - Upfront 12 month payment. This membership provides unlimited access to the gym, group exercise classes and staff sports, plus discounted use of Facilities as advertised. This membership will automatically end after the 12 month period.
• Recurring Card Payment (RCP) Monthly Membership - pay monthly by debit card or credit card. The start date of membership dictates when payment is due each month. Access to the gym, group exercise classes and staff sports, plus discounted use of facilities as advertised.
• Pay as you go membership – a one-off payment to allow you to purchase day passes to the gym and book other facilities.

Active Lifestyle ‘Community’ Memberships

• Paid-in-Full Annual Membership - Upfront 12 month payment. This membership provides unlimited access to the gym and group exercise classes. This membership will automatically end after the 12 month period.
• Recurring Card Payment (RCP) Monthly Membership - pay monthly by debit card or credit card. The start date of membership dictates when payment is due each month. This membership includes unlimited access to the gym and group exercise classes.
• Pay as you go membership – a one off payment to allow you to purchase day passes to the gym and book other facilities.

5.1 Members must also comply with the Terms and Conditions, which are available online

5.2 Particular attention is drawn to Point 6.1 of the User conditions: The University reserves the right to require any User to leave the Centre and any other part of its premises, to refuse access, impose further conditions on access, and suspend or terminate Membership, if the User behaves in an aggressive or harassing manner towards its staff or other users, or behaves in any other way deemed unacceptable.

6.1 The fees for Membership are detailed on the Website.

6.2 If a member does not make full payment at the time of acceptance of this Agreement the University may suspend or terminate Membership. 

6.3 The University may automatically increase the Annual Fee by up to 5%. 

6.4 If there is to be an increase in the Annual Fee, the University will give Members notice of that increase through email. If the increase is to be more than 5%, Members may within 14 days of the University’s notice terminate their Membership. Notice must be sent using the online membership cancellation form

7.1 Paid-in-Full Memberships shall continue for the period specified from the start date of the Membership. Active Lifestyle Memberships are term-time only for students and there will be a reduced programme outside of term time for Staff members.

7.2 RCP Monthly Membership will last 1 month. 

8.1 The University may terminate or suspend Membership if the Member breaches any terms of this Agreement or breaches any of User Conditions. 

8.2 Where (i) a university student finishes or permanently withdraws from their programme of study or (ii) a Member of University staff ceases employment with the University within 6 months from the date student/staff Member accepts the terms of this Agreement, a percentage of fee will be refunded. If it is within 3 months of acceptance 50% of the fee paid will be refunded. If between 4 and 6 months, 25% of the fee paid will be refunded. There will be no refund if the individual leaves more than 6 months after acceptance. 

8.3 To obtain a refund under 8.2 Members must complete the Membership cancellation form at least 2 weeks before their leaving. Confirmation of leaving may be required. 

8.4 Where a Member is given student or staff Membership that Membership shall immediately terminate if they cease to hold that same status as student or member of staff. 

8.5 Membership may not be frozen or temporarily suspended by the Member. 

9.1 Membership is personal to the Member. Members are not permitted to allow any other persons to use their Membership. In particular, others may not use Members’ cards to book Facilities or gain entry to the Centre. Members may have membership terminated if found to be contravening such rules.

10.1 Students will have their Membership recorded on their student card. Non students will be issued with a separate Membership card. 

10.2 A replacement student card can be obtained from the Student Services Desk. 

10.3 A replacement Membership card for non-students is available from Reception desk at the cost of £5 administration fee. 

10.4 Members shall be bound by the additional Membership conditions (including any variations to those conditions) detailed on the Website. 

10.5 Students or staff will be required to provide proof of status. 

10.6 Members must use and carry about them at all times whilst using the Centre their Membership card.

10.7 Entry and use of the Facilities as a Member may be denied where a member cannot produce their Membership card. 

10.8 Membership cards are individual to the Member concerned and must not be given or lent to any third parties. 

10.9 Users are responsible for the safe keeping of their Membership card.  

10.10 Pending any investigation regarding the suspected wrongful use of a Membership card, the right to use the Facilities may be temporarily suspended with immediate effect. 

11.1 In order for the Centre to provide Members with access to the Facilities, Members must provide the Centre with the personal data requested on the membership form. The Centre processes personal data in accordance with the University’s Data Protection Policy and UK General Data Protection Regulations

11.2 Your personal data will be used by the Centre to provide you with Membership of the Centre and to contact you by telephone and email.

11.3 The Centre will only share your personal data with third parties where there is a legitimate need or obligation.

11.4 The Centre may use third party companies as data processors to carry out certain administrative functions on behalf of the Centre. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with the General Data Protection Regulations and have appropriate security measures in place.

1.1. We will respect your personal decisions and allow you to make your own choices about what exercise you can carry out. However, we ask you to not exercise beyond what you consider to be your own abilities.

1.2. We will make every reasonable effort to make sure that our equipment and facilities are in a safe condition for you to use and enjoy.

1.3. We will take all reasonable steps to make sure that our staff are qualified to the fitness industry standards as set out by the Register of Exercise Professionals.

1.4. If you tell us that you have a disability which puts you at a substantial disadvantage in accessing our equipment and facilities, we will consider what adjustments, if any, can be reasonably made.

2.1. You should not exercise beyond your own abilities. If you know or are concerned that you have a medical condition which might interfere with you exercising safely, before you use our equipment and facilities you should get advice from a relevant medical professional and follow that advice.

2.2. You should make yourself aware of any rules and instructions, including warning notices. Exercise carries its own risks. You should not carry out any activities which you have been told are not suitable for you.

2.3. You should let us know immediately if you feel ill when using our equipment or facilities. Our staff members are not qualified doctors, but there will be a person available who has had first-aid training.

2.4. If you have a disability, you must follow any reasonable instructions to allow you to exercise safely. 

1.1 The Centre: Active Lifestyle & Sports Activity operating from the Centre’s locations on University premises being the Fitness Suite, Sports Centre, Nobles Field, Margret Young pitches/courts, East Field, Founders Tennis courts, Treatment Rooms, Kingswood Squash courts, Founders Field, Jane Holloway Studio

1.2 Centre Management: The Sports Facilities Managers of the Centre or their nominee.

1.3 Duty Officer: the centre officer on duty at the relevant location.

1.4 Facilities: the premises, equipment, and other facilities of the Centre.

1.5 Group: where Users are to use the Centre’s Facilities under a shared activity.

1.6 Group Leader: where a Group is to use the Centre’s Facilities the person making the Booking.

1.7 Member: A User who has membership of the Centre by currently paying a Paid-in-Full, RCP monthly or Pay as You Go fee for use of some or all the Facilities.

1.8 Single Booking: A Booking for use of Facilities at one time only.

1.9 Block Booking: a booking for a series of uses of Facilities at different times.

1.10 Booking: either a Single Booking or a Block Booking.

1.11 Group Exercise: includes classes and active sessions

1.11 Special Users: children, vulnerable adults or Users with disabilities (see section 7).

1.12 University: Royal Holloway University, known as Royal Holloway, University of London (of which the Centre is a part).

1.13 User: any person or organisation using the Facilities of the Centre (including spectators, supporters and visitors).

1.14 Student Group – ratified Students’ Union group either a sports club or society

1.15 Website: www.royalholloway.ac.uk/sports 

1.16 The Centre’s email address: sportscentre@royalholloway.ac.uk

1.17 Gladstone Go – website where memberships can be purchased, and personal details amended

1.18 Mobile Pro App – app used to access all membership and facility details

2.1 All Bookings are made on these Conditions. Conditions may only be varied where agreed in writing by Centre Management.

2.2 All Users use the Centre subject to these Conditions. Non-compliance with any part of these Conditions may lead to immediate suspension or termination of membership/right to use the Facilities.

2.3 Users in a Group shall have joint and several liabilities. This means that any one User in the Group can be held liable for the total liability of the Group (even where the User may not themselves have been at fault).

2.4 Where required to give personal contact details, Users must ensure that any changes are immediately made known to the Centre’s staff or changes made via GladstoneGo

3.1 These are the entire terms and conditions that relate to Users’ use of the Centre.

3.2 A waiver of any of these Conditions allowed by Centre Management regarding an individual User or instance shall not be valid beyond the duration of the visit for which the waiver was granted.

3.3 These Conditions shall give no contractual rights to any third parties.

3.4 These Conditions are subject to English law and the exclusive jurisdiction of the English courts.

4.1 Use of the Centre’s Facilities is available to Members, individuals, and other organisations/people agreed by the Centre’s staff. 

4.2 Members shall be bound by the additional membership conditions known as the ‘Membership Agreement’ (including any variations to those conditions) detailed on the website. 

4.3 Students or staff will be required to provide proof of status. 

4.4 Members must use and carry about them at all times their membership card. Entry and use of the Facilities as a Member may be denied where a member cannot produce their membership card. Centre staff may at their absolute discretion allow entry and use of the Facilities where alternative ID can be produced. 

4.5 Membership cards are individual to the Member concerned and must not be given or leant to any third parties

4.6 Members are responsible for the safe keeping of their membership card. Pending any investigation regarding the suspected wrongful use of a card membership, the right to use the Facilities may be suspended with immediate effect. 

4.7 Any found, lost or stolen membership cards must be immediately reported using the Centre’s email address: sportscentre@royalholloway.ac.uk 

5.1 The University is not liable for any losses which are not caused by either a breach of these Terms and Conditions by the College, non-compliance with duties under applicable legislation or negligence.

5.2 The University will not be liable for any losses which were not reasonably foreseeable to both parties when the contract was formed. 

5.3 The University does not accept responsibility for the security of, damage to or loss of the property of any User.

5.4 Nothing in these terms will exclude or limit our liability for fraud, death or personal injury caused by our negligence or any other matter which it would be illegal for the University to (or attempt to) exclude or limit. 

6.1 The University reserves the right to require any User to leave the Centre and any other part of its premises, to refuse access, impose further conditions on access, or suspend or terminate membership of the Centre

6.2 Users will refrain from any conduct which is offensive, unseemly or unsporting, or which might cause annoyance or danger to others.

6.3 Users will comply with all instructions and requests made by the Duty Officer or other Centre staff.

6.4 Users will treat equipment/keys loaned or hired with respect.

6.5 Users will be liable for any cleaning costs and damages due to inappropriate behaviour

6.6 Users will not use or possess alcoholic drinks or illegal drugs whilst on Centre premises. Alcohol may be consumed at large scale one off events if written permission is granted from Centre Management.

6.7 Smoking or Vaping is not permitted within the boundaries of courts and pitches, within 5m of a building entrance or in any indoor facility.

7.1 Children are those under the age of 18. Vulnerable Adults are those as defined under section 60(1) of the Safeguarding Vulnerable Group Act 2006. A disabled person is someone with a disability as defined under the Equality Act 2010. If any Booking is to involve a Special User, notice should be given to the Centre Management at the time of booking to ensure proper arrangements exist or appropriate arrangements can be made.

7.2 The University is a committed equal opportunities organisation. It will not unlawfully discriminate against Special Users. It will look to accommodate the needs of Special Users. However, the University reserves the right to cancel a Booking where to do so would be lawful and the University feels it cannot reasonably accommodate all the identified needs of the Special User.

8.1 Pets and other animals are not permitted on the Sports Centre premises. The only exceptions to this are guide dogs for the blind, hearing dogs for the deaf and other working dogs that assist people with disabilities.

9.1 Lists of applicable charges and terms of payment are available at all receptions and on the Mobile Pro App

9.2 The Centre reserves the right to charge the user for the cost to replace hire equipment/keys if not returned or if returned in an unsatisfactory condition.

9.3 In all cases, should the User default on payment for a Booking, the Centre reserves the right to cancel the Booking and retain any deposit or part payment received.

9.4 The University will review prices annually which may automatically increase prices and introduce charges where none previously existed.

9.5 All Single Bookings must be paid for in full at the time of booking. We can't refund these bookings, but we can move to another day or time for the same activity. 

9.6 Block Bookings of 10 or more consecutive occasions can exclude VAT where HMRC regulations are met. If block bookings are cancelled in the event of an emergency a credit note may be given for another session.

9.7 All Block Bookings will be invoiced prior to the booking commencing and must be paid as per the terms of the College finance regulations.

10.1 Users will always use the Facilities in a responsible manner.  Users use the facilities at their own risk. Users must check Facilities before use and report any concerns immediately to Centre staff.

10.2 Bookings will be subject to completion of satisfactory risk assessments where required by the law or otherwise indicated by Centre staff. Users must always complete a satisfactory risk assessment and provide a copy of that assessment to the Duty Officer before commencement of the activity where the following equipment is to be used:

• inflatable equipment (such as bouncy castles)
• gas bottles
• heavy equipment

10.3 All injuries/accidents must be reported immediately to the Duty Officer (if necessary, through any Centre staff on duty). Duty Officers are qualified first aiders.

10.4 Users are responsible to let us know of any special request, and we will provide supporting information on health and safety issues where required.

10.5 Users should not hesitate to call emergency services where needed but must then inform the Centre staff who then will inform Security

10.6 The Centre reserves the right to refuse access to any Facility if it is deemed to be unsafe. This includes where the recommended maximum number of Users for a Facility has been reached.

10.7 The Centre reserves the right to refuse access to any Facility whilst refurbishments take place. This will be no longer than 2 weeks for the fitness suite in any given year and indefinitely for all other Facilities. If this does happen, then centre management will be in contact to arrange compensation based on the length of time of the closure. 

10.8 Events and/or high-risk activities must have an external first aid provision, the first aid provision must be approved by the centre as part of the Booking.

10.9 In the event of a fire or emergency of any kind resulting in the need to evacuate the building, an alarm will sound, and Users are required to leave the premises at the nearest signed exit, and to follow instructions of the Duty Officers/Fire Marshals. Please familiarise yourself with the location of exit signs.

10.10 The University reserves the right to cancel Bookings indefinitely where the Centre is to be used as an emergency evacuation point or refugee centre. If this does happen, then centre management will be in contact to arrange compensation based on the length of time of the closure.

12.1 For use of the Facilities, appropriate dress (including upper torso clothing) and footwear must be always worn. Users must check the footwear and clothing requirements for the location in which they are playing and ensure that they comply with the requirements.

13.1 No electrical equipment may be brought into the Centre locations without prior approval of Centre Management

13.2 All electrical equipment must conform to relevant legal standards and may only be used after confirmation of acceptability by the Centre Management.

13.3 Users are not permitted to move any large equipment (e.g., goals, nets and posts) around or off the area booked unless properly trained to do so. 13.4 Users are entirely responsible for the operation and safety of their own and other equipment not belonging to the Centre. 13.5 Fitness equipment must not be taken outside of the facilities unless under the instruction of a Fitness Professional or member of staff.

15.1 The only food or drink which may be brought into the Centre must be contained and must be for personal use only.

15.2 Where permission for the use of outside caterers or the provision of own food is granted, the detailed requirements of the Head of Active Lifestyle and Sport must be followed. The Facilities must be left in a clean, tidy, hygienic state with all waste food and materials being removed by the Users. The cost of any additional cleaning which is necessary will be recharged to the Users in full. Any external catering company must provide sufficient public liability insurance cover and meet all University requirements on external catering.

15.3 Glass is prohibited within the Centre, any food or beverage in glass must be repackaged and the glass disposed of before the food or beverage is brought into the Centre. 

15.4 Chewing gum is not permitted within the Centre

15.5 The Centre is an alcohol-free facility except for where express permission has been granted by the Centre Management for events as outlined in 6.6.

16.1 Parking at the University Sports Centre is free for up to 2hrs, but capacity is limited. All parking Facilities are offered on a first come basis. Parking cannot be guaranteed. Users are advised to check with the Centre Management when enquiring about hosting an event. 

16.2 The University operates an automatic number plate recognition scheme and any User who intends to be at the centre for longer must complete the self-service process at the main centre reception. Parking information can be found on the University website

16.3 The Group Leader is responsible for communicating the parking procedure to all Group attendees

16.4 The Centre does not accept any liability for parking penalties and all disputes must be logged with the issuer. The parking is managed by an external provider.

16.5 Bikes to be stored in designated area only.

17.1 The opening and closing times of Facilities are detailed on the Website and Mobile Pro App. Times vary between term time and out of term time.

17.2 A User will be required to use the Facilities within certain time periods. As a minimum, a User must not start use of the Facilities 30 minutes before closing time. Where further restrictions on times of usage apply (e.g., for peak and off-peak members), usage of the Facilities must not start later than 15 minutes before the end of the permitted use time.

17.3 The University may vary any services delivered to a User. Opening and closing times, Facilities and activities are subject to change. The provision of certain Facilities and activities may be withdrawn or re-timetabled without notice.

17.4 The University will not be held liable where its services cannot be delivered through circumstances beyond its reasonable control e.g., through staff absence, severe weather conditions and Government/Local authority restrictions (Covid).

17.5 The Centre reserves the right to close or offer restricted hours during public holidays and University closure dates.

18.1 All Users of the fitness Facilities must watch the gym induction video and agree to the Health Commitment Statement before using the fitness Facilities.

18.2 If a user’s circumstances change at any time, the User must consult a member of staff immediately and, if required, be prepared to seek medical advice.

18.3 Users must seek advice from the Centre’s staff before using any equipment that was not covered in their induction.

18.4 In the interest of hygiene, it is recommended that Users bring a small towel when training and use the antibacterial spray and towel to wipe down the equipment before and after use.

18.5 Users are required to replace weights, dumbbells and lifting accessories and to wipe down the equipment after use.

18.6 No phone use whilst in operation of any fitness equipment apart from using to listen to music via headphones not via the phone.

18.7 It is not permitted to bring any size of bag (or other items not directly required in connection with the use of the equipment within the Facilities) into the fitness suite. Please use lockers provided.

18.8 There may be occasions where Members are asked to wait to gain access to the fitness suite during busy periods. If the capacity in the fitness suite reaches its maximum user limit (60) a ‘one in, one out’ policy will be enforced.  

18.9 Access to Group exercise may be refused if the Member arrives late for the session. Members should arrive at least 5 minutes before the start of the session.

18.10 Access to pre-booking group exercise may be restricted for a period of at a time should the member fail to notify the Centre of their cancellation of a class booking. One written warning will be given to the email address held by the Centre.

19.1 If Users wish to make a complaint, raise a concern, or pass on a compliment, customer comments forms are available online and on our Royal Holloway sport App. 

21.1 In order for the Centre to provide access to the Facilities, Users must provide the Centre with the personal data requested on the online membership form at point of sign up. The Centre processes personal data in accordance with the University’s Data Protection Policy and General Data Protection Regulations.

21.2 Your personal data will be used by the Centre to provide you access to the facilities and create bookings for the Centre and to contact you by telephone and email.

21.3 The Centre will only share your personal data with third parties where there is a legitimate need or obligation.

21.4 The Centre may use third party companies as data processors to carry out certain administrative functions on behalf of the Centre. If so, a written contract will be put in place to ensure that any personal data disclosed will be held in accordance with the General Data Protection Regulations and have appropriate security measures in place.

23.1 A Booking can be made no more than 7 days in advance for non-members and 14 days in advance for members (unless stated otherwise by Sports Centre Operations Manager).

23.2 Full payment must be taken at the time of Booking.

23.3 The Centre reserves the right to cancel any Booking in the event of inclement weather (outdoor facilities only), on or before circumstances beyond the reasonable control of the Centre or if the Facility is deemed unsafe. Under these circumstances, the Centre endeavours to give as much notice of cancellation as possible.

23.4 Should the Facility not be available due to unforeseen circumstances, e.g., poor weather, the Centre will provide a credit on the User’s account for that session.

23.5 The Centre requires 24hrs notice for any Single Booking cancellation from the User who made the Booking. A full refund will be given. No refund will be given where the user fails to provide 24hrs notice.

23.6 A Single Booking is only to be moved to a different date a maximum of 2 times and must stay as the same activity.

24.1 To meet HM Revenue & Customs VAT regulations and receive a 20% reduction (nil VAT), your Student Group must fulfil the following criteria (otherwise the standard rate will be charged):

24.2 The series of Bookings must consist of at least 10 sessions & cannot exceed 1 year.

24.3 The interval between sessions must be more than one day, but not more than 14 days. No exceptions can be made for bank holidays and notified centre closure dates.

24.4 Each of those sessions is for the same sport/activity.

24.5 Payment must be made in advance of the first booking in the series to meet VAT exemption. New invoices will be raised inclusive of VAT if payment is not made in time.

24.6 Dates when facility hire is not required must be stated at the time of Booking. These include Centre closures, Bank Holidays, Easter Holidays, Christmas & New Year.

24.7 Should the Facility not be available due to unforeseen circumstances, e.g., poor weather, the Centre will provide a credit onto the Users account.

24.8 Any additional casual bookings made by the User for any reason other than the rearrangement of a previously postponed game would not qualify for VAT exemption.

24.9 Cancelling a session would affect HM Revenue & Customs regulations. Cancellation will incur the full charge made (otherwise the completed Block Booking dates will be subject to VAT).

25.1 All Block Bookings for RHSU Student Groups are agreed on an annual basis by the Sports Operations Manager and the RHSU Sports Clubs Co-ordinator.

25.2 Any additional Bookings required by a RHSU Student Group must be made in writing to the Sports Operations Manager via the Sports Club Co-ordinator. Additional Bookings will be charged at the agreed RHSU rate

25.3 If the Student Group fails to attend a session, the Student Group will be reported to the student union via the Sports Opportunites Manager. If multiple sessions are missed, sessions will result in them being removed from the student group/club. 

25.4 Where possible, sports facilities will be prioritised for BUCS and LUSL fixtures. These will be booked on a weekly basis via the Sports Club Co-ordinator

25.5 All Users in a club must be either a current Royal Holloway University student or a member of Royal Holloway University staff, other than where the club constitution allows for Associate members.

25.6 The Session Leader (Captain/President or their nominee) must report to reception on arrival for the activity.

25.7 All Bookings have a duration of 55 minutes, commencing on the hour and finishing at 5 minutes to the hour. The exception is where a Facility is booked for a match.

26.1 Cancellation of Bookings may only be sought by the User who made the initial agreement unless agreed to the contrary by the Centre Management.

26.2 Cancellations will not be accepted unless agreed by a member of Centre’s staff in writing.

26.3 Generally a single booking within a Block Booking will not be considered for cancellation unless at least one week’s notice has been given before the date of use.

26.4 Generally a Single Booking will not be considered for cancellation unless at least 24 hours’ notice has been given before the date of use.

26.5 The Centre reserves the right to cancel any Booking in the event of inclement weather circumstances beyond the reasonable control of the Centre which make the Booking no longer feasible, or the facility is deemed unsafe for the kind of Booking proposed. Under these circumstances, the Centre endeavours to give as much notice of cancellation as possible. Notice will be given by telephone or email. Notice can only be given if contact details have been provided. The Centre will not be responsible for any incurred costs by the User.

26.6 The Centre may immediately cancel any Booking where a User covered by that Booking has breached any of these Conditions.

26.7 Failure to turn up for three Bookings in the period of a Block Booking may, without notice, result in the cancellation of the Booking, regardless of whether the User has notified the Centre in advance of the anticipated non-attendance.

26.8 To cancel any Bookings as per the terms above an online form must be submitted.

In the event of a secondary or local lockdown resulting in the closure of the facilities or the suspension of services, memberships will not refund as an immediate course of action. Instead, the expiration date of your membership will be extended the same number of days that the facilities are closed and/or services are suspended.

Cancellations

Should you wish to cancel your RCP membership please complete a cancellation form. In order for us to ensure no further payments are taken we will require your cancellation at least 14 days prior to your next payment being due. If a cancellation is received with less that 14 days notice we can not guarantee your next payment wont be requested.

If you are looking to take a short break from your membership, please note that you may be able to freeze your account. In a calendar year you have the option to freeze once for up to 3 months, to request a freeze 14 days notice is required prior to your next payment being due in order to guarantee no further payment is requested during this period. To request a freeze please complete a request form. 

Royal Holloway, University of London, will act in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 when controlling and processing your personal data.

This notice explains how we collect, use and share your personal data and your rights in relation to the processing of your data.

In this notice:

• ‘Personal data’ means any data which can identify you directly or indirectly (whether by itself or when combined with other data), regardless of the format or media on which the data are stored. This includes data that can identify you when combined with other data that is held separately (pseudonymous data) but does not include data that has been manipulated so that you can no longer be identified from it (anonymous data).
• ‘special category data’ is personal data that needs more protection because it is sensitive. UK GDPR defines special category data as personal data related to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic, biometric, health, sex life and sexual orientation.
• ‘processing’ means any activity relating to your personal data including collection, use, alteration, storage, disclosure and destruction.

The data the University collects includes:

• Personal contact details
• Emergency contact details
• References for employment or scholarships?
• Date of birth
• Sex

Special category data processed may include:

• Health Information 

You may provide us with personal data about other individuals, for example, staff & community member’s next of kin/emergency contact details. You should notify the relevant person that you are providing their contact details to the University and in what capacity (i.e. as your listed next of kin/emergency contact). 

Provide details here for example:

• When we receive your enquiry through our online forms
• When you purchase a membership
• When you complete an attendance form
• When you contact us by any means with queries etc
• When you book to attend an event 

We collect your data in order to process your membership, and/or book facilities, provide you with information on volunteering opportunities, to provide information and access to events.

For reference, the legal bases are as follows.

• to perform a contract the University has entered into with you or take steps before entering into a contract with you at your request (for example, your membership contract or booking agreement)
• to comply with the Universities legal obligations (for example, complying with employment and tax, immigration, health and safety and safeguarding laws, preventing and detecting crime, assisting the police and other authorities with their investigations)
• where necessary for our legitimate interests or those of a third party provided your interests and rights do not override those interests (for example, providing data of users to National Governing Bodies or measuring the impact of our own services or wider participation reporting.)
• to protect your vital interests or those of another person (for example, where we know or have reason to believe that you or another person may suffer harm)
• to perform a public task in the public interest or in the University’s official functions, and the task or function has a clear basis in law. 

In circumstances where you have a genuine choice as to whether we should process your personal data, we will ask you for your consent. The method used to obtain your consent will depend on the scope and context of the processing that we propose.

The University must only retain your personal data for as long as necessary to fulfil the purposes for which it was collected and to satisfy any legal, regulatory, accounting or reporting requirements.

Specified retention periods are applied to each category of personal data that we may process about you. In setting these retention periods, the University has taken into account:

• the nature, sensitivity and volume of the personal data
• the potential risk of harm to you arising from the Universities continued retention of the personal data
• the purposes for which the University may process your personal data
• whether the University is required to retain any personal data by law or in accordance with its legitimate interests

Your data will be kept in accordance with the Universities Records Retention Policy and Schedule.

The University has a comprehensive, image-only CCTV surveillance system across its campus. Cameras located on and within buildings are monitored by Security and Active lifestyle & sport, additional cameras located at the sports centre on the outdoor facilities are monitored by intelligent play. On occasions, Security staff will wear Body Worn Cameras in the course of their duties. These cameras record both images and sound, and data captured in this manner is processed in compliance with GDPR.

The University uses ANPR (Automatic Number Plate Recognition) camera technology to manage, control and enforce parking on its sites. They are governed under guidelines from the Information Commissioner’s Office on the use of CCTV and ANPR Cameras and are operated by Universities Security team. In exceptional circumstances this information may be used as evidence in disciplinary cases.

Where the University uses third parties to process personal data on its behalf (acting as data processors), a written contract will be put in place to ensure that any personal data shared will be held in accordance with the requirements of data protection law and that such data processors have appropriate security measures in place in relation to your personal data.

This includes companies which provide such services as Ellucian (Student Administration system ‘Banner’), Gladstone (Leisure Management System), WPM payment gateway, MailChimp and Royal Holloway’s Students’ Union

Parents, family members and guardians are considered to be third parties and your personal data will not be disclosed to such persons unless you have given your consent, or the disclosure is otherwise made in accordance with data protection law.

Please note that in certain circumstances we may need to share your personal information with a regulator or to otherwise comply with the law.

Most personal data about you, including your personnel membership file, will be stored on servers within the UK or elsewhere within the European Economic Area (EEA).

On occasion it may be necessary for the University to transfer your personal data outside of the European Economic Area (EEA). This will only take place in circumstances where there are appropriate and adequate safeguards in place which incorporate appropriate assurances to ensure the security of the information and compliance with legislative and regulatory requirements.

The University has put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in any unauthorised way or altered or disclosed. In addition, the University limits access to your personal data to the persons and organisations, including those described above, who have a lawful and/or legitimate need to access it.

The University has also put in place procedures to deal with any suspected personal data security breach and will notify you and any applicable regulator of a suspected breach where legally required to do so.

You have a number of rights in relation to the processing of your personal data by the University:

• Access: You have the right to request access to and be provided with a copy of the personal data held about you together with certain information about the processing of such personal data to check that the University is processing it lawfully and fairly.
• Correction: You have the right to request correction of any inaccurate or incomplete personal data held about you.
• Deletion: You have the right to request erasure of any personal data held about you where there is no good reason for the University to continue processing it or where you have exercised your right to object to the processing of your personal data.
• Restriction: You have the right to request restriction of how the University processes your personal data; for example, to confirm its accuracy or the Universities reasons for holding it or as an alternative to its erasure.
• Objection: You have the right to object to the Universities processing of any personal data which is based on the legitimate interests of the University or those of a third party based on your particular circumstances. You also have the right to object to the University processing your personal data for direct marketing purposes.
• Portability: You have the right to receive or request that the College transfers a copy of your personal data in an electronic format where the basis of the University processing such personal data is your consent or the performance of a contract, and the information is processed by automated means.
• Complaints: You have the right to complain to the Information Commissioner’s Office (ICO) in relation to how the University processes your personal data. Our registration number with the Information Commissioner’s Office is Z7056965.

The University may be entitled to refuse any request in certain circumstances and where this is the case, you will be notified accordingly.

Where the lawful ground relied upon by the University to process any of your personal data is your consent, you have the right to withdraw such consent at any time without having to give any reason. However, if you do so, the University may not be able to provide some or all of its services to you or the provision of those services may be affected.

You will not have to pay any fee to exercise any of the above rights, though the University may charge a reasonable fee or refuse to comply with your request if any request is clearly unfounded or excessive. Where this is the case, you will be notified accordingly.

To protect the confidentiality of your personal data the University may ask you to verify your identity before fulfilling any request in relation to your personal data.

The University may update this notice at any time and may provide you with further notices on specific occasions where we collect and process personal data about you. You should check this notice regularly to take notice of any changes.  Where any change affects your rights and interests, we will make sure we bring this to your attention and clearly explain what this means for you.

If you have any questions or comments regarding this notice or wish to exercise any of your rights, you should contact our Data Protection Officer by email at dataprotection@royalholloway.ac.uk.

You also have the right to complain to the Information Commissioner’s Office and you can find more information on their website – www.ico.org.uk