Exercise referral privacy notice

Who we are and what we do

Elmbridge Borough Council's Leisure and Cultural Services Team manage the Exercise Referral Scheme. This scheme has been set up to help residents in and around Elmbridge to exercise in a safe and controlled environment. The team comprises the Health Development Officer and a team of exercise instructors.

What we need

We will collect information about you including your name, address, email, phone, emergency contact details, Doctor and relevant health issues. We will record these on our own paper or electronic forms which will be kept securely.

Your health professional will give you an exercise referral form, you contact our team who will discuss with you by phone, email or in person what form of exercise would best suit you.  You will be asked for phone or email and health details. When you decide what form of exercise you would like to take part in you show your referral form to the instructor who will take notes and ask you details so that they can provide a safe and effective exercise programme for you. They will take an electronic copy of the referral form. You will keep the referral form for your own records.


You will be asked to agree to a statement saying that you will let us store this information and we will be unable to accept you on our scheme without this signed statement.

Why we need it

The information is required to ensure that we can guide you to a safe and effective exercise programme and allow us to contact either you, your emergency contact or your Doctor if the need arises. It also allows the exercise team to contact you to make further appointments, update your programme and inform you of cancellations.

What we do with your information and with whom do we share it?

The information that is provided will be held by the Council and will be accessed by authorised Council employees and exercise instructors who administer the scheme. We do not share your data with any other organisation. If your Doctor requests information we will ask you before we pass it on.

Our legal basis for processing your data

The Exercise Referral Scheme will process your personal data where you have given consent that we can do so in order for you to take part in the exercise referral scheme.

How long we keep it

Any paper records will be kept securely with the instructor or scheme coordinator whilst you are on the scheme and then kept for 3 years after you have finished on the scheme.  They will then be destroyed securely.

Any electronic records will be kept securely with the instructor or scheme coordinator whilst you are on the scheme and destroyed 3 years after you have finished on the scheme.

By nominating and supplying personal information both for yourself and your emergency contact you are giving consent for this information to be used by Elmbridge Borough Council in accordance with the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Please see the Elmbridge Borough Council Privacy Policy for more information.

What are your rights?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact the Data Protection Officer at dataprotection@elmbridge.gov.uk

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.

How to contact us

Please contact the Data Protection Officer if you have any questions about our privacy policy or information we hold about you:

We want to make sure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate.

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