Live Active Referral Scheme

Glasgow Life is the operating name of Culture & Sport Glasgow, a Scottish Charity (Scottish Charity Number SC037844) and having its registered address at Commonwealth House, 38 Albion Street, Glasgow G1 1LH, is the controller of personal information collected for our processing purposes. See below for our contact details and our Data Protection Officer.

You are giving us your personal information to allow us to:

• 1(a) contact you (by phone, email or post) about an initial and follow-up 1 to 1 consultations during your 12 month Live Active Referral programme or to contact you about any changes to your prescribed programme, activities or classes during this period;
• 1(b) prescribe and provide tailored information or guidance about physical exercise and activities or classes suitable for your individual needs;
• 1(c) provide you with initial free Glasgow Club access (limited period only). Any Live Active activity or class you participate in is provided to you under a separate ‘performance of a contract’ legal basis for the purposes of the Data Protection Act 2018;
• 1(d) we will attempt to contact you a minimum of three times within one month of your referral being received. If we do not hear from you to take up the referral we will remove you from the waiting list;
• 1(e) post attendance at your baseline Live Active appointment we will hold the database entry and your completed and signed declaration form;
• 1(f) If you choose to engage in the scheme all paperwork such as declaration form, goals sheets, etc, will be destroyed 2 years post referral date.
• (2) to receive personalised marketing communications from Glasgow Life where you have given your prior consent until such time as you withdraw consent.

We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

The information we have received from you consists of the following:

• We receive medical information from you or your NHS healthcare professional about any relevant health conditions via the NHSGGC Live Active Referral Scheme. This information is shared by NHSGGC with your explicit consent. This information allows our specialist trained advisors to recommend a suitable physical activity exercise programme tailored to your individual needs. Access to your sensitive information we collect from you, or your healthcare professional is strictly limited to the NHSGGC Live Active team and the qualified instructors undertaking activities or classes that are provided to you under the scheme and is safeguarded under a duty of confidence. The Live Active team receive your referral information via the NHS based TrakCare system, including relevant health details. To provide our services to you (other than Live Active consultations), such as classes or activities, we need to use other organisations or individuals as processors to provide the systems we use and services we provide. Only personal information is stored on these systems and not your sensitive health data.

We rely on the following legal bases for processing your personal information:

• Processing your personal information for the NHSGGC Live Active Referral Scheme is necessary for the performance of a task carried out in the public interest by Glasgow Life in terms of the Local Government in Scotland Act 2003, specifically Section 20, the power to advance well-being and also with your explicit consent.
• On the basis of your consent to receive marketing

For processing more sensitive personal information, the following condition applies:

• We also need to process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as outlined by law.
• We are also processing more sensitive personal information about you on the basis that you have given us your explicit consent for this.

If you (or your NHS healthcare professional) do not provide us with the information we have asked for then we will not be able to provide this service to you.

We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose. We are legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate. Information is also analysed internally in order to provide management information, inform service delivery reform and similar purposes. This is in accordance with our Information Use and Privacy Policy and the Privacy Statement set out in full on our website.

Specifically, we share your personal information with:

• NHSGGC
• Glasgow Club
• Other Glasgow Life services
• Third party providers

In order to provide services to you, we may need to appoint other organisations to carry out some activities on our behalf. These may include, for example, payment processing organisations, delivery organisations, mailing houses and contractors or consultants providing services to Glasgow Life (or directly to service users) where we need to provide them with personal information to allow them to provide these services on our behalf. We select these organisations carefully and put measures in place to make sure that they only follow our instructions when processing your personal information.

We will not sell or rent your information to any third-party organisations. 

We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need. Glasgow Life maintains a records retention and disposal schedule which sets out how long we hold different types of information for. This is available on our website at www.glasgowlife.org.uk/rrs.

Access to your information – you have the right to request a copy of the personal information that we hold about you.

Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – you have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained
• we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information
• you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – you have the right at any time to tell us to stop using your personal information for direct marketing purposes.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information, but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to using your information – where we use your personal information with your consent you may withdraw that consent at any time and Glasgow Life will stop using your personal information for the purpose(s) for which consent was given.

Please contact us if you wish to exercise any of these rights.

For general enquiries, queries or exercising your data protection rights, you can contact Glasgow Life by:

• Post: 38 Albion Street, Glasgow, G1 1LH
• Telephone: 0141 287 4350
• Email: info@glasgowlife.org.uk

We aim to resolve all complaints about the way Glasgow Life processes your personal information. You can contact our data protection officer about any data protection matter but you also have the right to complain to the Information Commissioner’s Office (ICO). Contact details for our data protection officer and the ICO are available on our website at www.glasgowlife.org.uk/privacy/data-protection-concerns.

Please note if your complaint is not about a data protection matter or concerns the handling of your personal information, please contact us using the complaints procedures in place at www.glasgowlife.org.uk/commentsandcomplaints.

• You can find information about Live Active at: glasgowlife.org.uk/sport/good-move
• To learn more about how we handle your personal information, please visit: www.glasgowlife.org.uk/privacy
• If you need help in another format, such as large print, braille or audio, please ask a staff member, contact us or visit: www.glasgowlife.org.uk/accessibility

Glasgow Life (and its sub-brands) are operating names of Culture and Sport Glasgow (“CSG”) a Scottish charity (No SCO37844) incorporated under the Companies Acts and limited by guarantee, registered in Scotland with Company No SC313851. Culture and Sport Glasgow (Trading) CIC (“CSG CIC”) is a trading subsidiary of CSG, a community interest company, registered in Scotland with Company No SC313850. CSG and CSG CIC (registered office at 38 Albion Street, Glasgow, G1 1LH) are collectively referred to by CSG’s operating name “Glasgow Life” for the purposes of our Privacy Statement and privacy notices (available at www.glasgowlife.org.uk/privacy). Glasgow Life delivers cultural, sporting and learning activities on behalf of Glasgow City Council, inspiring Glasgow’s citizens and visitors to lead richer and more active lives.