Killay Health and fitness club Ltd is committing to protect your personal information. We would like to inform you that how we respect your privacy rights and how we protect your personal data. Please read the below information to get to know your legal rights and find out who we are and how we protect your sensitive data.
1) Contact Detail
Full name of Club: Killay health and fitness club ltd
Name of contact: Sara safari
Email address: firstname.lastname@example.org
Postal address: 5 Swan court, Killay, Gower road, SA2 7BA
Telephone number: 01792 208877
2) Data Collection
Personal information contains any information about an individual from which that person can be identified. It does not include anonymous data where the identity has been removed.
We may collect, use, store and transfer different types of personal data about you including identity, contact, financial transaction or technical information and more that are explained below:
Identity Data may contain your first name, maiden name, last name, date of birth and gender, username or similar identifier such as title, family and lifestyle information.
Contact Data is including your billing address, emergency contact details, email address and your telephone numbers.
Profile Data includes your username and password, your interests, preferences, purchases or orders made by you, feedback and survey responses.
Financial Data such as bank payment card details and bank account information.
Transaction Data includes the details of products and services you have purchased from us and also payments to and from you.
Technical Data includes IP address (internet protocol), your login data, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
Usage Data includes information about how you use our products and services.
Marketing and Communications Data includes your communication preferences and your preferences in receiving marketing from us and our third parties.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We will consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
4) Why We Need Your Personal Information
We may need to collect your personal data under the terms of a contract or by law to provide you with goods and services. If you fail to provide that data when requested, we may not be able to enter into a contract with you or perform the contract we have. As such, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
5) How We Collect Your Information
we collect your information through different methods as follow:
Direct interactions: You may give us your Identity, Contact and Financial Data by filling in forms in person or in our website, phone, email or otherwise. This includes personal data you provide when you subscribe to our services or create an account on our website, apply for our products and services, enter a survey, promotions or competitions. Also, it may be through giving us a feedback or when you requesting marketing to be sent to you.
Automated technologies or interactions; As you interact with our website, we may automatically collect Technical information about your browsing patterns and actions and your equipment. We collect this information by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookies policy.
Third parties or publicly available sources; We may receive personal data about you from various third parties and public sources as set out below:
Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
Technical Data from the following parties: advertising networks; analytics providers; search information providers.
Identity and Contact Data from data brokers or aggregators.
Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.
6) How we use your Information
We will only use your personal data where the law allows us to. Most commonly, we will use your personal data in the following circumstances:
When we need to perform a contract; we are about to enter into or have entered into with you.
Where we need to comply with a legal or regulatory obligation.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Basically, we do not rely on consent as a legal basis for processing your personal information other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
7) The purpose of using your personal information
A description of all the ways we plan to use your personal data has been set up below. It also explains on which of the legal bases we rely to do so. We have highlighted what our legitimate interests are where appropriate.
However, we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
A) To register you as a new customer and Performing a contract with you. We need to process your identity and contact data.
B) To process and deliver your order including: Manage payments, fees and charges, Collect and recover money owed to us and perform a contract with you. We may process your identity, contact, financial, transactional, marketing and communication information. Necessary for our legitimate interests to recover debts due to us.
D) To enable you to take part in a competition or complete a survey, it is necessary for our legitimate interests to study how customers use our products and services, to develop them and grow our business. In this case we may process your process identity, contact, marketing and communication information about you.
E) To administer and protect our business and our website: this includes system maintenance, troubleshooting, data analysis, testing, support, reporting and hosting of data. Necessary for our legitimate interests to run our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise and to comply with a legal obligation.
F) To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to. It helps us to study how customers use our products/services and to grow our business and to adjust our marketing strategy.
G) To use data analytics to improve our website, products/services, marketing, customer relationships and experiences. We may use technical and usage data. It helps us to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy
To make suggestions and recommendations to you about goods or services that may be of interest to you. In this case we may process your Identity, Contact, Technical, Usage and Profile information. Necessary for our legitimate interests to develop our products and services and grow our business.
8) Marketing and promotional offers
Our aim is to give you choices regarding specific personal data uses such as marketing and advertisement activities.
We may use your Identity, Contact, Technical, Usage and Profile information to understand what you may want or need, or what may be of interest to you. This helps us to decide which products or services and offers may be relevant for you.
If you provide us with your details when you entered a competition or registered for a promotion or request information from us or purchased goods or services from us, you will receive marketing communications from us in each case, you have not opted out of receiving that marketing.
Third party Marketing
We will get your express opt-in consent before we share your personal data with any company outside of killay Health and fitness club Ltd for marketing purposes.
8) Opting out
It is your right to ask us to stop sending you marketing messages at any time by contacting us at any time. However, when you opt out of receiving these marketing messages, this will not apply to your personal information provided to us as a result of our product and service purchase or other transactions.
10) Change in data usage purpose
Our aim is to use your personal data only for the purposes for which we collected it, unless we recognise that we need to use it for another reason and that reason is compatible with the original purpose. Please contact us if you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose.
In case, if we need to use your personal data for an unrelated purpose then we will notify you and we will explain the legal basis that allows us to do so.
We may also process your personal detail without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
11) Personal Data Discloser
We may have to share your personal data with our third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. The parties set out below;
External Third Parties as set out in the Glossary; Specific third parties such as Clubright (Who manage our membership programm), Harland Group (who collect payments on our behalf), Stripe (online payment processing platform), First Data (who process our cash card payment), Mailchimp (marketing platform).
Alternatively, we may seek to merge with other businesses or acquire other businesses. In case of a change in our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
All third parties are required to respect the security of your personal data and to treat it in accordance with the law. Our third-party service providers are prohibited to use your personal data for their own purposes and are only allowed to process your personal data for specified purposes and in accordance with our instructions.
If we have to transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries. Or if they based in the US, we will ensure they have privacy protection in place. For further details, see European Commission: EU-US Privacy Shield.
If you would like more information on the specific mechanism used by us Please contact us .
12) Data Security:
There is appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties. They are subject to a duty of confidentiality and will only process your personal data on our instructions.
We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
13) Data Retention
We will only keep your personal data for a time period necessary to fulfil the purposes we collected it for. This includes for the purposes of satisfying any legal, accounting, or reporting requirements.
We consider the nature and sensitivity of data in order to determine the appropriate retention period. We also consider the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law and for tax purposes, we have to keep basic information about our customers including Contact, Identity, Financial and Transaction Data for a period of six years after they cease being customers.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances such as research or statistical purposes, we may anonymise your personal data (so that it can no longer be associated with you) for in which case we may use this data without further notice to you.
14) your legal Rights
Under certain conditions, you have rights under data protection laws in relation to your personal data. Please read below to find out more about these rights:
Request access to your personal data;Request erasure of your personal data; Object to processing of your personal data; Request correction of your personal data; Request transfer of your personal data; Right to withdraw consent; Request restriction of processing your personal data.
If you wish to exercise any of the rights set out above, please contact us.
There is no charge to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
To comply with your request, we may require specific information to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). Our security measurement is in place to make sure that personal data is not disclosed to any person who has no right to receive it. To speed up our response, we may also contact you and ask you for further detail related to your request.
Data Access: You can request access to your personal information. You will receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Data Correction:You can request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Data erasure:You can request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data: you have the right to object where we are processing your personal data for direct marketing purposes. where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Personal data processing restriction:This enables you to ask us to suspend the processing of your personal data in the following scenarios: (1) where our use of the data is unlawful but you don’t want us to erase it; (2) if you want us to establish the data’s accuracy; (3) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (4) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Transfer personal data:You can request the transfer of your personal data to you or to a third party. We will provide your personal data in a structured, commonly used, machine-readable format to you, or a third party you have chosen. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
15) Respond Time
Our aim is to respond to all legitimate requests within one month. Occasionally, it may take longer than a month if you have made a number of requests or your request is particularly complex. In this case, we will inform you and keep you updated.
16) External third Parties
Service providers acting as processors who provide IT and system administration services and information security.
Professional advisers acting as processors or joint controllers including insurers who provide consultancy, lawyers, bankers, auditors, legal and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Clubright (Who provide us with membership programs) Harland group (who collect payments on our behalf), Stripe (online payment processing platform), First data(card payment processing platform), Mailchimp (marketing platform)
Killay Health and fitness club’s website may include links to other websites, plug-ins and applications. Clicking on those links or enabling those connections may let the third parties to collect or share your information. It is strongly recommended that when you leave our website, read the privacy conditions of every website you visit. We do not control those websites and are not responsible for their privacy statements.
Finally, Our customers have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.