PRIVACY POLICY

INTRODUCTION

This Privacy Notice explains how we collect and process personal data about you to provide the services you use; operate our business; meet our contractual and legal obligations; protect the security of our systems and our customers; or fulfil our other legitimate interest.

At Unique Fit we are committed to protecting your privacy.

IDENTITY OF DATA CONTROLLER

Unique Fit is the data controller for the personal data we process about you.

Our contact information is:

Unique Fit

First Floor

Montague House

Upper Rosemary Hill

Kenilworth, Warwickshire

CV82PA

If you have any queries about this Privacy Notice, please contact us at theteam@uniquefit.co.uk

WHEN DO WE COLLECT PERSONAL DATA?

When you sign-up to become a member of Unique Fit we will know who you are, and the activities you perform or undertake at the gym / club that we operate.

We collect your personal data when you:

  • Contact us through telephone, email or in person
  • Complete our Membership Agreement and consultation forms
  • When you book inductions or one to ones
  • When you check in at the Gym
  • Ask us for more information about a product or service, or contact us via email, phone or in person.
  • Ask a question or file a complaint
  • Take part in a competition, prize draw or survey
  • Swipe your fob into our gym / club
  • You have an accident in our gym or there was an incident where you were a witness or personally affected
  • When our teams take photos of your attendance at the gym, part of an event or in a class (Your permission will be asked beforehand)

We may also collect, match or acquire information about you from other organisations such as Google and Facebook.

WHAT PERSONAL DATA DO WE COLLECT?

The information we collect about you is required for the purpose of creating your Member Account and for you to enrol in our gym. Such data allows you to be identified as a member of Unique Fit and includes:

  • Name, date of birth, gender, e-mail address, postal address, telephone number, health declaration and whether you require disabled access
  • Information about your bank account number and sort code or other banking information. Note that we do not store your bank or credit card details
  • Your usage records and duration and number of visits, in the form of date, time, gym, and membership number.
  • Your preferences for products or services or interests when you tell us what they are — or when we assume what they are, depending on how you use our products and services
  • Your contact with us, such as a note or recording of a call you make to our gym/club, 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
  • Marketing preferences

HOW DO WE USE THE PERSONAL DATA?

We will use your personal data to provide you with the services, products or information that you have requested, for health and safety, security and administration purposes and marketing. Keep you informed about our services including operational matters relating to your Membership

  • Confirm your attendance to pre booked one to ones or events
  • To share gym event photos on our social media platform (Your permission will be asked first before a picture is taken)
  • 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 services
  • Understand how you use our services, to help us develop relevant and updated services for your membership
  • To use your attendance log to support your membership with relevant information and services, e.g. loyalty rewards
  • Carry out research and analysis to understand how customers use our services
  • Prevent and detect fraud or other crimes
  • Operate our facilities in a safe and secure way

BASIS OF LAWFUL PROCESSING

Unique Fit relies on the following lawful bases for processing, storing and retaining your personal data:

  1. In relation to your membership of Unique Fit:
    1. your explicit and freely given consent for the specified purpose of membership and the use of Unique Fit’s facilities.
    2. the processing is necessary for the performance of your membership agreement with Unique Fit
    3. the processing is necessary for a legal obligation that Unique Fit is subject to
    4. the processing is necessary for the legitimate interest in communicating with members and conducting customer satisfaction.
  2. In relation to your personal data relating to your health
    1. your explicit and freely given consent for the specified purpose of membership and the use of Unique Fit’s facilities.
    2. processing is necessary for reasons of public interest around public health.
    3. processing is necessary to protect your vital interests
  3. In relation to website visitors and marketing information
    1. the processing is necessary for the legitimate interest for Unique Fit to be able to provide, optimize and target the website
    2. the processing relies on a soft-opt in approach for marketing information
    3. the processing is necessary for the legitimate purposes of Unique Fit to carry out relevant to you marketing
    4. the processing is necessary for the legitimate interest to process a limited amount of data for statistical purposes
  4. In relation to your retained data and debt following termination or cancellation of your membership
    1. the processing is necessary for a legal obligation that Unique Fit is subject to
    2. the processing is necessary for the legitimate interest in safeguarding the interest of employees and other members, and commercial interest in being able to decide when an excluded member can regain membership

RETENTION

We will store your personal data for as long as it is necessary for the purpose of processing.

This mean that we will keep your data for as long as you are a Member of Unique Fit. Following cancellation or termination of your membership we will keep your data if we have a legitimate interest and to meet our legal requirements including health and safety, financial audit, anti-fraud and money laundering regulations.

We will store your data for no more than 6 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 Unique Fit.

We may contact you about Unique Fit services during these 6 years if you haven’t opted out of receiving marketing communications from us.

YOUR PRIVACY RIGHTS

Below we have prepared an overview of your rights. Please note that there may be conditions or restrictions attached to exercise the rights below. It is therefore not certain that you, for example, have the right to deletion in specific cases. If you wish to exercise one or more of the below rights, please contact us by writing an email to theteam@uniquefit.co.uk with information on your name and membership number to verify your identification.

Access.  You have the right to ask for a copy of the data we hold about you.There is not normally a fee for this service.

Rectification.  If you believe we are holding inaccurate information about you, or your personal details change, please update your profile on the by emailing us at theteam@uniquefit.co.uk or speaking directly with reception

Erasure. You have the right to 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).

Restriction. You have the right to ask us to place restrictions on processing your data in certain circumstances.

Notification. You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.

Portability. 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.

Object.  You have the right to object to data processing of your personal data for direct marketing or profiling purposes.

Withdraw. If Unique Fit rely on consent, you have the right to withdraw your consent for the specific processing.

Profiling.  You have the right not to be subject to any decision based on automatic processing of your personal data.

If you want to complain, alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.

CHANGES TO THIS PRIVACY NOTICE

We will update this Privacy Notice over time, especially if we change our data processing activities or if new legal requirements become applicable.

I have read and understood the Privacy Policy – Member signature & Date

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