Active Health Limited takes data protection very seriously. It’s important to us that you know that your personal information and privacy are well protected. Personal Information is information that identifies you as an individual, such as your name, surname, date of birth, email address and residential address.
how and why we collect, store, use and share your Personal Information,
your rights in relation to your Personal Information and
how to contact us and supervisory authorities in the event you have a complaint relating to your Personal Information.
When we collect, store, use and share your Personal Information we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Active Health Personal Training and Life Coaching trading as Activhealth Fitness located at Building 41 Langstone Technology Park Havant PO9 1SA.
What this Privacy Notice covers:
This Privacy Notice covers the activities of Activhealth Fitness. The Data controller in respect of this privacy notice is Active Health Ltd.
We are committed to doing the right thing when it comes to how we collect, use and protect your personal data. That's why we've developed this Privacy Notice which:
sets out the types of personal data that we collect
explains how and why we collect and use your personal data
explains when and why we will share personal data with other organisations
explains the rights and choices you have when it comes to your personal data
Activhealth Fitness serve a variety of members in different ways and this Notice applies to you if you are a member of Activhealth Fitness or use our services
What Personal Data Do We Collect?
This section tells you what personal data we may collect from you when you use our Services.
When you register as a prospect or become a member we will collect:
Your personal details, including the name of the prospective member, your home and work address including post code, email addresses, data of birth, Gender, Occupation and in some cases photo ID.
If you become a member you will be required to have your photo taken and will be given a membership card which identifies you as a member of Activhealth Fitness.
If you become a member we will collect your bank details (sort code and account number)
Your usage records of our gym
Your contact with us, such as a note or recording of a call you make to our contact centre, an email or other records of any contact you have with us
Your membership information – such as dates of payment owed and received, the services you use and any other information related to your account
CCTV images of you may be captured on our premises
When do we collect Personal Data?
When you complete an Online Membership Agreement
Register interest in our facility
Book or attend an exercise class or lesson
Ask us for more information about a product or service, or contact us with a question or complaint
Take part in a competition, prize draw or survey
Visit or browse our website.
Contact our Member Services support team through telephone, email or online chat
Send an email to an @activhealth.co.uk email account
When you enter and swipe your card.
You have an accident in our gym or there was an incident where you were a witness or personally affected
When you use services in the gym such as Personal Training
CCTV – when you are using our gym.
When you use the Activhealth app
When using our gym CCTV is being recorded 24 hours a day. CCTV is permanently erased after 90 days.
We may also collect, match or acquire information about you from other organisations such as Google and Facebook.
In addition to the above, if you enquire with us online via our Websites we may collect:
Information about your purchases (for example, what you have bought, when and where you bought it and how you paid for it)
Google analytics information regarding URL, Java and flash enabling, and other browser information;
Information about your online browsing behaviour on our Websites and information about when you click on one of our links.
Information about any devices you have used to access our Services (including the make, model and operating system, IP address, browser type and mobile device identifiers); and
Location information based on IP address and language.
When you contact us or we contact you or you take part in promotions, competitions, surveys or questionnaires about our Services, we may collect:-
Personal data you provide about yourself anytime you contact us about our Services including by phone, email or post or when you speak with us through social media
Details of the emails and other digital communications we send to you that you open, including any links in them that you click on
Your feedback and contributions to customer surveys and questionnaires
Other sources of personal data
We may also use personal data from other sources, such as specialist companies that supply information.
How and why we use personal data
This section explains in detail how and why we use personal data.
We use your personal data to ensure we can deliver our Services to you as follows:
Manage the membership that you hold with us;
To provide you with access to our fitness facility;
Provide the additional Services we offer such as massage, osteopathy, personal training and physiotherapy.
Communicate with you about your membership or the services you may require.
CCTV images are obtained to ensure security and safety;
Issue membership cards
Keep you informed about our services including operational matters relating to your Membership.
Provide relevant services to you
Contact you with offers or promotions based on our analysis of how you use our services and what we think will be of interest to you (unless you choose not to receive our marketing messages)
Respond to any questions or concerns you might have about our service
Understand how you use our services, to help us develop relevant and updated services
Carry out research and statistical analysis to monitor how customers use our services
Prevent and detect fraud or other crimes
We need to process your personal data so that we can manage your membership and provide you with the goods and services you want to purchase or access.
We’ll store your information for as long as you are a member of Activhealth, or following cancellation and to meet legal requirements including financial audit, anti-fraud and money laundering regulations we will store your information for no more than 5 years from the last activity on the account. An ‘activity’ can be classified as access into a gym, a payment made on the membership account or a comment added to the membership following contact with Activhealth. We may contact you about Activhealth services during this 5 year period if you haven’t opted out of receiving marketing communications from us.
We will also use your data to:
Manage and improve our websites
Data is used to help develop and improve our product range, services and the way we communicate with you. We rely on the use of personal data to carry out internal and external market research which enables us to serve you better as a customer.
Personalise your customer experience
On Activhealth websites we may use your online browsing behaviour as well as your in-club and online purchases to help us better understand you as a customer and provide you with personalised offers and services.
We want to ensure that we provide you with marketing communications that are relevant to your personal needs.
Changing your preferences
Where we process your personal data based on your consent you have the right to withdraw consent at any time, for example your consent to receive direct marketing. If you no longer want to receive marketing messages from us, please contact us email@example.com
You can state your marketing preferences when you register with us as a member and can change these at any time after that by notifying us either by telephone or by unsubscribing to an email or opting out of the text service.
Contact and interaction with you
We may contact you about our Services, for example by phone, email, text or post or by responding to social media posts that you have directed at us.
We want to serve you better as a member, so we use personal data to provide clarification or assistance in response to your communications and to respond to your queries.
Manage promotions and competitions
Manage any competitions or promotions you take part in, including those we run with our personal trainers, massage therapists, osteopaths and physiotherapists.
We need to process your personal data so that we can administer the promotions and competitions you choose to enter.
Invite you to take part in and manage customer surveys, questionnaires and other market research.
We'd like to involve you in activities carried out by Activhealth Fitness. We carry out market research to improve our Services. However, if we contact you about this, you do not have to take part in the activities. If you tell us that you do not want us to contact you for market research, we will respect this choice.
Sharing personal data with Third Parties, Service Providers and other Organisations
This section explains how and why we share personal data with third parties and Service Providers.
When we share personal data with these companies we require them to keep it safe.
We work with a limited number of Third Parties who –
sell products and services through our Services, for example Personal Trainers; or
offer products, services that may be of interest to you for example Osteopaths
We work with carefully selected Service Providers that carry out certain functions on our behalf. These include, for example, companies that help us with technology services, storing and combining data, processing payments, sending communications on our behalf or market research. We only share personal data necessary to enable our Service Providers to provide their services.
Sharing personal data with other organisations
This section explains how and why we share personal data with other organisations.
We may share personal data with other organisations in the following circumstances:
if the law or a public authority says we must share the personal data;
if we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud.
to an organisation we sell or transfer (or enter into negotiations to sell or transfer) any of our businesses or any of our rights or obligations under any agreement we may have with you to. If the transfer or sale goes ahead, the organisation receiving your personal data can use your personal data in the same way as us;
to any other successors in title to our business.
How we protect personal data
We know how important it is to protect and manage your personal data. This section sets out some of the measures we have in place.
We use computer safeguards such as firewalls, a private network and we enforce physical access controls to our buildings and files to keep this data safe. We only authorise access to employees who need it to carry out their job responsibilities.
We enforce physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personal data. We may occasionally ask for proof of identity before we share your personal data with you.
However, whilst we take appropriate technical and organisational measures to safeguard your personal data, please note that we cannot guarantee the security of any personal data that you transfer over the internet to us.
When we send any data to any third party we will take steps to ensure the safety of your data.
The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by companies operating outside the EEA who work for us or for one of our service providers. We will put in place appropriate protection to make sure your personal data remains adequately protected and is treated in line with this Notice.
Marketing and Market Research
This section explains the choices you have when it comes to receiving marketing communications and taking part in market research.
We will send you relevant offers and news about our products and services in a number of ways including by email, but only if you have previously agreed to receive these marketing communications. When you register with us we will ask if you would like to receive marketing communications, and you can change your marketing choices online, in club, over the phone or in writing at any time.
We also like to hear your views to help us to improve our Services, so we may contact you for market research purposes. You always have the choice about whether to take part in our market research.
We will also give your details to carefully selected third parties to enable them to contact you about goods and service they offer which may be of interest to you and your business.
Cookies and Similar Technologies
Cookies are small data files that allow a website to collect and store a range of data on your desktop computer, laptop or mobile device.
Improve the way our Websites work
Cookies allow us to improve the way our Websites and Mobile Apps work so that we can personalise your experience and allow you to use many of their useful features.
Improve the performance of our Websites
Cookies can help us to understand how our Websites and Mobile Apps are being used, for example, by telling us if you get an error messages as you browse.
These Cookies collect data that is mostly aggregated and anonymous.
Deliver relevant online advertising
These Cookies may collect information about your online behaviour, such as your IP address, how long you spend on each page and at what point you exit our site
Measuring the effectiveness of our marketing communications, including online advertising.
Cookies can tell us if you have seen a specific advert or message, and how long it has been since you have seen it. This information allows us to measure the effectiveness of our online advertising campaigns and control the number of times you are shown an advert.
Your choices when it comes to Cookies
You can use your browser settings to accept or reject new Cookies and to delete existing Cookies. You can also set your browser to notify you each time new Cookies are placed on your computer or other device. You can find more detailed information about how you can manage Cookies at the All About Cookies and Your Online Choices websites.
If you choose to disable some or all Cookies, you may not be able to make full use of our Websites. For example, you may not be able to add items to your shopping basket, proceed to checkout, or use any of our products and services that require you to sign in.
Under the General Data Protection Regulation, you have the right to see the personal data we hold about you. This is called a Subject Access Request.
You have the following rights in relation to your data privacy: the right of access; the right of rectification; the right of erasure (the “right to be forgotten”); the right to restriction of processing; the right to be notified; the right to data portability; the right of objection; and the right to not be subject to automated profiling.
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. Please contact us through email to firstname.lastname@example.org, the contact us section of the website or writing to the address below. There is not normally a fee for this service.
If you believe we’re holding inaccurate information about you, or your personal details change, please update your profile on the Activhealth website in the member’s area. Debit, Credit and Bank account changes can be made by contacting us at email@example.com
You have the right to the erasure of the data we hold on you, when it is no longer needed for the purposes of your Membership, or when you withdraw your consent for our processing (and we have no other lawful basis to hold your data).
You have the right to ask us to place restrictions on processing your data in certain circumstances.
You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.
You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.
You have the right to object to data processing of your personal data for direct marketing or profiling purposes.
If you would like a copy of the personal data we hold about you, please write to:
Data Privacy Officer, Active Health Ltd, Activhealth Fitness Centre, Building 41 Langstone Technology Park Havant PO9 1SA
We want to make sure that the personal data we hold about you is accurate and up to date. If any of the details are incorrect, please let us know and we will amend them.
Changes to this Privacy Notice
We reserve the right to make changes to this Privacy Notice from time to time, so please take the time to review periodically.
Last reviewed May 2018