Urban Fitness PRIVACY POLICY
WHO
WE ARE
Our website address
is: www.urbanfitnessalnwick.co.uk
Urban Fitness is committed to
protecting your privacy. This Privacy Notice explains our data processing
practices and your options regarding the ways in which your data is used. If
you have any requests concerning your personal information or any queries with
regard to our processing please contact us
at info@urbanfitnessalnwick.co.uk
1.0
USE OF YOUR INFORMATION AND YOUR PREFERENCES
Urban Fitness will only process
(collect, store and use) the information you provide to us in a manner
compatible with the EU’s General Data Protection Regulation (GDPR). We are
committed to ensuring that the information we collect and use is appropriate
for the purposes listed below and does not constitute an invasion of your
privacy. We are also committed to applying rigorous security measures when
managing your data to minimise the risk of unauthorised access or disclosure
2.0
CONSENT
By taking out a membership,
filling in a contact form on our website, or using a mobile app we provide to
you, you agree and accept that we may gather, process, store and/or use the
personal data submitted in accordance with the terms
set below. If you are under the age of 16, Urban Fitness will not collect or
process your details unless we have also received the consent of an adult who
has parental responsibility for you.
3.0
PERSONAL DATA COLLECTED
3.1
IDENTITY AND CONTACT DETAILS OF THE DATA PROCESSOR
Personal data collected by us
and stored via our website or mobile app is processed on our behalf by
Clubright for the purposes of software support. The data processor and group
companies belonging to it are required by us to process your data in strict compliance
with the GDPR.
3.2
PURPOSES OF PROCESSING AND LEGAL BASIS
The principal purpose of
collecting your personal data is to provide you with the services defined in
your membership agreement. To this end, you agree and accept that we may use
your personal data to:
• Contact you in respect of your membership
• Manage your club access
• Facilitate member rewards (if applicable)
• Resolve any problems you may have and improve our service to you
• Comply with our legal and regulatory obligations
We use the personal data submitted to us only in accordance with the applicable
data protection legislation. Our employees and third-party providers are under
an obligation to respect your data privacy.
3.3
MARKETING
If you consent, we may send you
marketing information by e-mail or sms about products and services which we
believe may be of interest to you. We will always provide the ability to review
or change your preferences or unsubscribe from marketing information with
immediate effect. You can also make your request via email
to info@urbanfitnessalnwick.co.uk
3.4
DATA WE COLLECT
When you take out a membership
with us, the following personal data may be collected and processed in
accordance with the purpose and legal basis described above and may include:
name, address, contact details (including e-mail and mobile phone number), gender,
date of birth, attendance history, marketing preferences and bank details for
billing. Some data is collected automatically through using our web site (see
section 3.7 below).
Certain features of our mobile app may connect to your social networking sites
to enable you to follow or be followed by other members of Urban Fitness. As a
result, Urban Fitness may process information from your social networking
profile, but only if you consent to allow your social networking site to make
information available to the app. You understand that, by creating an account
for the mobile app, Urban Fitness will be able to identify you by your profile.
3.5
OBTAINING OR CHANGING YOUR DETAILS
Urban Fitness can confirm to you
the details of any personal data we hold about you and how it is processed on
your request. You may also ask us to correct or delete personal information we
hold about you at any time, so long as this information is not required in
order to fulfil our service to you.
For more information, request your details or advise us of any changes, please
either:
• Send an email to info@urbanfitness.co.uk or;
• Write to us at: Urban Fitness, Unit 3 Sawmill Industrial Estate, Alnwick,
NE66 2QW
We may require that your request be accompanied by a photocopy of proof of
identity or authority, such as a driving license or passport.
3.6
THIRD PARTY DISCLOSURES
Your information may be passed
to and used by all Urban Fitness companies. Your personal data is also passed
to our data processor for the purpose of providing our services to you (see
3.1). Your data will not be shared with any other third-party service providers
without obtaining your prior consent. Any third parties that we may share your
data with are obliged to keep your details securely, and to use them only to
fulfil the service they provide you on our behalf. When they no longer need
your data to fulfil this service, they will dispose of your details in line
with Urban Fitness procedures.
We will never pass your personal information to anyone else, except where we
are required or permitted to do so by law, for any successors in title to our
business and suppliers that process information on our behalf both in the UK
and abroad. We may also use and disclose information in aggregate (so that no
individual customers are identified) for marketing and strategic development
purposes.
3.7
COOKIES
A cookie is a small amount of
data, which often includes a unique identifier that is sent to your computer
browser from a website’s computer and is stored on your device’s hard drive in
the form of a text file.
3.7.1
HOW DO Urban Fitness USE COOKIES?
Cookies are used to control an
online session and provide security such as a time-out function. Urban Fitness
only issues session specific cookies which store no personal or transactional
data.
3.7.2
THIRD PARTY COOKIES: GOOGLE ANALYTICS
Urban Fitness may use Google
Analytics for SEO purposes and to improve their online marketing efforts. For a
detailed explanation of how Google Analytics cookies work please visit:
https://developers.google.com/analytics/resources/concepts/gaConceptsCookies
3.8
OTHER WEBSITES
Our web site may contain links
to other web sites which are outside our control and are not covered by this
Privacy Notice. If you access other sites using the links provided, the
operators of these sites may collect information from you which will be used by
them in accordance with their privacy notice, which may differ from ours.
4.0
DATA RETENTION PERIOD
As a prospective member that has
consented for us to contact you, Urban Fitness will retain your data for up to
12 months, unless you notify us that you no longer wish to be contacted. If you
join us, Urban Fitness will retain your data for as long as you are a member.
On termination of your membership, your personal data will be stored for a
maximum period of 6 years for the purposes of responding to you in the event of
any future indemnity claim that may arise. After this period, your personal
data will be anonymized so you can no longer be identified from the information
we hold.
4.1
YOUR RIGHTS AS A DATA SUBJECT
At any point while we are in
possession of or processing your personal data, you, the data subject, have the
following rights:
a) Right to be informed – you have the right to know how your personal data is
being used
b) Right of access – you have the right to request a copy of the information
that we hold about you.
c) Right of rectification – you have a right to correct data that we hold about
you that is inaccurate or incomplete.
d) Right to be forgotten – in certain circumstances you can ask for the data we
hold about you to be erased from our records.
e) Right to restriction of processing – if you believe the basis for processing
your data as described in section 3 of this notice no longer applies or if you
contest the accuracy of the information we hold about you, you have a right to
request restrictions to the processing of your data.
f) Right of portability – you have the right to have the data we hold about you
transferred to another organisation.
g) Right to object – you have the right to object to certain types of
processing such as direct marketing.
h) Right to object to automated processing, including profiling – you also have
the right to not be subject to the legal effects of any automated processing or
profiling.
Note that if Urban Fitness refuses a request from you under rights of access,
we will provide you with a reason as to why.
Finally,if a data breach occurs which compromises your personal data, you have
a right to be informed within 72 hours of us first becoming aware of the
breach.
5.0
THE RIGHT TO COMPLAIN
If you believe that your data is
being processed unfairly or you have any other concerns about the way that
Urban Fitness or it’s designated processor is handling your data, you have the
right to complain to the Information Commissioners Office (ICO). Please
visit www.ico.org.uk for more information.
6.0
PRIVACY NOTICE CHANGES
Urban Fitness reserves the right
to update this Privacy Notice at any time, in particular pursuant to any
changes made to the laws and regulations in force. We would recommend that you
check these rules from time to time to stay informed of our procedures and
rules relating to your personal information.
7.0
CONTACT US
If you have questions relating
to this privacy notice, you can:
• Send an email to info@urbanfitnessalnwick.co.uk or;
• Write to us at: Urban Fitness, Unit 3 Sawmill Industrial Estate, Alnwick,
NE66 2FE