Move Imperial Privacy Policy

Your privacy and data security, is of great importance to us. Move Imperial works in accordance with the College’s Privacy Policies, both staff and student, which are available to view on our Data Protection pages. Further to the full privacy notice set out below is some specific information about the data we process for Sport Imperial services.

All personal data is held in accordance with the Data Protection Act 1998 (before 25May 2018), the General Data Protection Regulations (GDPR) (from 25 May 2018) and the College’s Data Protection Policy

Privacy policy items

What information do we collect?

As part of using any services, hiring facilities and/ or premises or taking part in /or providing any events and programmes, including sport scholarships, run by or provided via Sport Imperial we may collect, use and share the following personal data.

 Personal data held and processed by Move Imperial may include:

 Contact information such as:

  • Your contact details, including name, email address, phone numbers
  • CID number

 Sensitive personal data such as:

  • Medical history
  • Health data (height, weight etc.) 

Biographical information such as:

  • Participation in events or programmes
  • Visiting and workout history
  • Personal targets and fitness objectives
  • Wellbeing information

 For scholarship athletes only

  • Previous sporting records
  • Academic achievement

 Financial information

  • Your payment history
  • Bank details (scholarship athletes only)

Your information is held in the College’s secure servers, with access restricted to authorised personnel only. Please note that we do not collect or store any credit/debit card details in our database, if you have used these in transactions with the College.

How we use your information

We use the information we collect in a variety of ways in order to run our services, including the following:


We use your information to operate, maintain, enhance and provide Sport Imperial’s services or services provided via Sport Imperial. This includes the running of events and programmes.


We use your information to monitor, analyse and understand the effectiveness of members’ interactions with our services; to improve our services; and to develop new products, services, features and functionality.  


We will only communicate with you by telephone, email or instant messaging:

  • about changes to our memberships or services that may affect you
  • if you have signed up to participate in specific event or programme, to send relevant notifications
  • or if we are asking for survey feedback on our services

 You will not receive any promotional communications by email or SMS unless you specifically opt in.

Storage and processing

As part of the relationship between you and the Sport Imperial for accessing and partaking in our services, events and facilites there will be occassions when we will process your personal data.

We will do this either in ways which you have consented to, or because it is otherwise necessary for a lawful purpose. 

Any personal data stored in our database is held on the College’s secure servers, with access restricted to authorised personnel only. Most information that we hold will have been obtained directly from you.

We also use secure, third-party applications to carry out some of our operations including:

  • Qualtrics for surveys and feedback
  • XN, Advantage and Dimensions – 3rd party CRM systems and applications
  • Athlete Monitoring app (scholarship athletes only)
  • app (scholarship athletes only)

Accessing your data

We respect your right to privacy, and you can request to access, correct or delete any personal data we have obtained. In order to do this, please log a request with Sport through the service-now ASK system. We shall endeavour to action your request within the legally defined timeframe of one month.

You may decline to share certain personal data with us, however, please note that we may not be able to provide to you some of the features and functionality of our services in this case.

Changes to our privacy policy

We will keep this privacy policy under review and will make changes to it from time to time. Any significant changes we make will be posted on this page and where appropriate, contacting you directly via email. 

Please note that this Privacy Policy should be read in conjunction with the Ethos privacy policy, College’s general Data Protection Policy and any other relevant information the College provides you with from time to time about how your data is used.

Last updated 24.05.2018