Reward Club

Privacy policy

Here at Loughborough University we take the protection of your data and your privacy seriously and this part of our website provides information on what personal data we collect; how and why we collect it; how we store it and for how long we keep it.  This Notice will also explain how we look after your data and protect your rights in accordance with the relevant data protection legislation.

Further information and guidance on the University’s approach to personal information can be found at the University’s Information Governance webpages at

What personal information do we hold about you?

We collect your title, first name, last name, date of birth, email address and password in order for the reward club app to be validated and used.

Why do we collect your information?

The reason we collect the information is to be able to make the reward club app service available. This allows us to manage and improve the service. The email address gives us a point of contact to send app users special offers and promotions. 

Who has access to your data at the University?

Your data is only accessed by those staff who need the information to maintain your account and troubleshoot any problems you encounter.

Who do we share your data with outside the University?

The reward club system has been developed by MCR Systems, the main university EPOS supplier.  Personal information is being stored on MCR servers within the UK. MCR have confirmed that the data would not leave the UK and will not be shared with any third parties.

How long do we keep your information?

We will hold your information for up to two years. If an account is not used within this time your record will be deleted. The time frame is to allow those who take a gap year, work placement or leave from studies to return to their account.


Loughborough University does not sell your data to third parties or other organisations. From time to time, Loughborough University will use your personal data to conduct analysis that will provide useful information.

Who can I contact?

If you have a general question about how Loughborough University Reward Club related data is used, please do contact us. 
You can contact
Please also contact this email if you have a concern or complaint about how your data is being handled.

If you have any questions more generally regarding Data Protection at the University, then please do contact the Data Protection Officer on or write to The Data Protection Officer at Academic Registry, Loughborough University, Loughborough, Leics, UK LE11 3TU.

You may find additional useful information and the answer to your query on our Information Governance webpages at

Complaints about Data Protection

If you have taken steps to have a concern or complaint about Loughborough University’s handling of data resolved but are still not satisfied you have a right to lodge a complaint with the Information Commissioner’s Office (ico), who are the relevant regulator for data privacy and protection matters.  The ico can be contacted at Wycliffe House, Water Lane, Wilmslow, SK9 5AF and your will find more information at

Updates to this policy

This section was last updated in Sept 2019.  It is reviewed as necessary.  If there are significant changes in the processing of your personal data which will impact you, we will act to inform your directly.