This notice (together with any other documents we refer to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may collect the following information.
“West Lothian Leisure (WLL) (also known as Xcite) was established on 1st February 1998. WLL is a company limited by guarantee registered in Scotland with registered number SC 543017 and a Scottish Charity registered number SC027470. Our Registered Office is at Xcite Bathgate, Balbardie Park, Torphichen Road, Bathgate, West Lothian, EH48 4LA. If you wish to contact us, please click here info@westlothianleisure.com
By contacting us, using our services, or visiting our website (our “site”), you are accepting and consenting to the practices described in this notice unless you inform us otherwise and we agree in writing to a variation of the Notice.
This policy applies to both Customers and Users except as otherwise stated for interpretation, the following words have the following meanings:
Terms: |
“Customers” any recipient of our services, whether it be directly provided by us or indirectly through a third party associate. |
“Services” any assistance we provide to you, including but not limited to; membership support; advice; access to and use of facilities and activities information etc. |
“Web Visitors” anyone visiting our site. |
We may collect and process the following data about you:
You may give us information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide if you register to use our site, subscribe to our service, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey, and when you contact us. The information you give us may include your name, address, e-mail address and phone number, employer, financial information, physical ability, medical history and current health conditions, and personal description.
We collect the following information for Web Visitors and Customers:
Technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
For Customers only, we may also collect some or all of the following:
Name, salutation, gender;
Employer, employment status;
Contact details (including, but not limited to, telephone number; email address; social media handle; etc.);
Your physical ability, medical history and current health conditions.
For Web Visitors and Customers - We also work with third parties (including, for example, business partners, sub-contractors, advertising networks, analytics providers, and search information providers) and may receive information about you from them. The information we receive from these third parties will be information that they have collected from you.
For Customers only - We may receive information about you from third parties such as your employer or medical professional. Certain equipment we offer for use can collect your personal data. When that data is collected from you, you should be informed by those third parties at that stage that it may be shared internally by us and combined with data collected from multiple sources.
We use information held about you in the following ways:
We will use this information to:
To notify you about changes to our service;
To ensure that content from our site is presented in the most effective manner for you and for your device;
To tailor our services and membership offerings to your requirements.
Where you have indicated to us that you are happy for us to do so, we may also use this information:
To provide you with information about other services we offer that are similar to those that you have already enquired about or receive from us; and
To provide you, with the opportunity to provide feedback on the service you have recently visited so we can improve the level of service we provide you for future visits. You have the right at any time to unsubscribe from removing these random feedback surveys.
To administer our services and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
To improve our site to ensure that content is presented in the most effective manner for you and for your device;
To allow you to participate in interactive features of our services, when you choose to do so;
As part of our efforts to keep our services, site and premises safe and secure;
To measure or understand the effectiveness of our service.
We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
Lawful basis to collect and use your personal information
We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:
You have given consent to the processing activity taking place.
The processing is necessary for the performance of a contract.
The processing is necessary for compliance with a legal obligation to which West Lothian Leisure is subject.
The processing in necessary for the purpose of the legitimate interest pursed by us or our partners.
Where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment which is a three-part test covering:
The purpose test – to identify the legitimate interest
Necessity test – to consider if the processing is necessary for the purpose identified
Balancing test – considering the individual’s interests, rights or freedoms and whether these override the legitimate interests identified.
Where we rely on recognised legitimate interest as a lawful basis, we do not need to carry out a legitimate interest assessment. We still make sure that we only use your personal information in a way that is balanced and no more than is necessary for the purpose.
Customers
We may share your personal information with our suppliers and sub-contractors for the performance of any contract we enter into with them to allow us to provide services to you, and only where they are under a duty to deal with your personal data in accordance with applicable Data Protection laws.
Web Visitors
We may share your data with analytics and search engine providers that assist us in the improvement and optimisation of our site.
We use third-party service providers (data processors), to perform functions on our behalf and as such may share your information with them. These processors act strictly under our instructions and are contractually bound to protect the personal data we provide to them. The third-party processors we use are as follows:
We may disclose your personal data to some third parties to help us deliver our services/products. All third parties are contractually bound to protect the personal data we provide to them. We may use several or all of the following categories of recipients.
We use third party processors and as such may share your information with them. The processing of this information will be in line with the third parties privacy policy. The third party processors we use are as follows:
IT and software service providers who support the delivery of our gym, leisure, and membership services (e.g. facility management and booking systems), for the purpose of provision of service
Website hosting and development providers, for the purpose of maintaining and operating our website
Identity and account verification providers, for the purpose of validating account and payment details
Local authority partners, for the purpose of communication relating to service delivery
Market research and customer insight providers, for the purpose of customer satisfaction surveys, net promoter score (NPS) surveys, and market research
Customer service and communications platform providers, for the purpose of managing customer enquiries and communications
Marketing and social media platform providers, for the purpose of website analytics and targeted marketing"
We may also disclose your personal information to other third parties not listed in this policy:
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions of supply of services and other agreements; or to protect the rights, property, or safety of West Lothian Leisure, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
For Customers only - to provide our Services.
For certain legitimate business purposes, including undertaking market research to enable us to improve the quality of our services or to allow our customers to provide feedback on the service provided.
The data that we collect from you will be stored within the UK. By providing us with your personal data, you agree to this storing and/or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.
All information you provide to us is stored on our secure servers or on secure servers operated by a third party. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of data and information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Your principal rights under data protection law are:
the right to access - you can ask for copies of your personal data; you or any third party acting on your behalf with your authority may request a copy of the personal data we hold about you without charge. We will ask to verify your identity or request evidence from the third party that they are acting on your behalf before releasing any personal data we hold about you.
the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data.
the right to erasure - you can ask us to erase your personal data.
the right to restrict processing - you can ask us to restrict the processing of your personal data.
the right to object to processing - you can object to the processing of your personal data if;
processing relies on legitimate interests;
processing is for scientific or historical research;
processing includes automated decision making and profiling;
processing is for direct marketing purposes.
Where we collect your personal data for marketing purposes, we will ask for your permission before collecting your data or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data or reaching out to us directly. If you have given us permission to disclose information about you to a third party, you may revoke that permission at any time by contacting us.
the right to data portability - you can ask that we transfer your personal data to another organisation or to you.
the right to withdraw consent - to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.
the right to complain – you can, in the first instance, lodge a complaint with us, if you are dissatisfied with how we have handled your personal information. You ask any questions about these rights or exercise any of your rights in relation to your personal data by contacting dpo@westlothianleisure.com
We will not store your data for any longer than is necessary. For Customers only - If you are a user of our services, then your information will be held for as long as you continue to use our services.
If you cease to use our services, your personal data will be anonymised for statistical purposes and then archived within 12 months of the date you stop using our services.
We will review your personal information regularly to establish whether we are still entitled to process it. If we decided that we are not entitled to do so, we will stop processing your personal information to the extent that it is appropriate to do so and securely delete or anonymise it.
West Lothian Leisure takes the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed.
We may share personal information to third parties outside of the United Kingdom. Likewise, the hosting facilities for our website and/or data centres may be located outside the United Kingdom. Any personal information transferred will only be processed on our instruction and we ensure that information security at the highest standard would be used to protect any personal information as required by the Data Protection laws.
If personal data is transferred outside of the UK to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include:
International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses
UK – US Data Bridge
An exception as defined in Article 49 of the GDPR
For more information about transfers and safeguarding measures, please contact dpo@westlothianleisure.com
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Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
We take complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading, or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance via email on dpo@westlothianleisure.com and we will respond without undue delay.
Where you are dissatisfied with how we have handled your complaint, you can make a complaint to the Information Commissioner’s Office:
By Post: Information Commissioners Office, 4th Floor, No.3 Circle Square 5 Hawkshaw Street, Manchester, M1 7BL.
Website: Click Here
By Email: Click Here
By Phone: 0303 123 1113 (Local rate) or 01625 545 745 (National rate)
Additional Information
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
If you have any questions that could not be answered by this privacy notice or if you wish to receive more in -depth information about how we process your personal data, please contact our DPO via email dpo@westlothianleisure.com
Any changes we may make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.
Last updated: August 2026
