CHILDREN

– Each adult member can apply, at Arnoulds gym for a maximum of three junior memberships, for children aged 11 years up to & including 15 years of age.

– Children must be supervised at all times as follows:

(i) All children aged 11 to 15 must be supervised directly by a parent or guardian, aged 18 or over. Children remain the responsibility of their parent or guardian at all times while on Arnoulds gym premises and their parent or guardian agrees to ensure that each child adheres to the applicable terms, conditions, rules and regulations. Children

GUESTS

–  Subject to availability you may introduce up to two guests on any day to the gym. Guests must register, complete a club waiver form, pay the current guest fee (details of which shall be provided on request) and must be accompanied by you. We are not able to take advanced booking for guests.

–  You must ensure that your guests are fully aware of and adhere to the applicable, terms, conditions, rules and regulations.

. LOCKERS

– For security reasons and the benefit of other members you must ensure that all lockers are emptied at the end of each visit.

– All lockers will be checked and emptied at the end of each day. If any contents remain we will retain any belongings for four weeks after removal after which we reserve the right to dispose of the contents in a responsible manner. We will not be responsible for any loss in this regard.

General Data Protection Regulation 

 Policy Statement   

Arnoulds gym will use and store personal information about our customers, employees and suppliers. It is important that this information is handled lawfully and appropriately in line with the requirements of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).  Arnoulds gym is registered with the ICO.

About This Policy   

This policy will explain the process we use for any personal data we collect.

The Directors at Arnoulds gym are responsible for ensuring compliance with the Data Protection Requirements and with this policy. Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Directors of Arnoulds gym.

 

What is Personal Data?

Personal data means data (whether stored electronically or paper based) relating to a living person who can be identified directly or indirectly from that data (or from that data and other information in our possession).

Processing is any activity that involves use of personal data. It includes obtaining, recording or holding the data, organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties.

Sensitive personal data includes personal data about a person’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic, biometric, physical or mental health condition, sexual orientation or sexual life. It can also include data about criminal offences or convictions. Sensitive personal data can only be processed under strict conditions, including with the consent of the individual.

We collect your personal information when you:

  • Complete an Online Membership Agreement
  • 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. See our cookie policy.
  • Contact Arnoulds gym through telephone, email or online chat
  • Send an email to hello@arnouldsgym.com email account
  • Enter your PIN number or swipe your fob into one of our gyms.
  • You have an accident in our gyms or there was an incident where you were a witness or personally affected
  • When you book classes, courses and inductions
  • CCTV – when you are using Arnoulds gyms.See CCTV Policy.
  • When you use the Arnoulds gym app
  • When our teams take photos of you at the gym, part of an event or in a class (Your permission will be asked beforehand)

When using our gyms CCTV is being recorded 24 hours a day. CCTV is permanently erased after 31 days.

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

WHAT INFORMATION DO WE COLLECT?

The information we collect is required for the purpose of creating your Member Account and for you to enrol in our gym. This information allows you to be identified as a member of Arnoulds Gym and includes:

  • Name, date of birth, gender, e-mail address, postal address, telephone number, health declaration.
  • Credit or debit card information, 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 on our web servers
  • Your usage records and duration of visits
  • Your preferences for particular 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 us, 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

HOW DO WE USE THIS INFORMATION?

We will use your personal information to provide you with the services, products or information that you have requested, for administration purposes, to improve your website experience, and marketing. We may need to share your information with our service providers, associated organisations and agents for these purposes.  We may use your information to:

  • Process your membership application through Clubright, our membership software
  • Bill you for using our services as part of your membership.
  • Keep you informed about our services including operational matters relating to your Membership
  • Provide relevant services to you
  • Confirm your attendance to exercise classes or lessons
  • To share gym event photos on our internal social media platform called workplace (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
  • Carry out research and statistical analysis to monitor how customers use our services
  • Prevent and detect fraud or other crimes

We’ll store your information for as long as you are a Member of Arnoulds Gym, 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 6 years from the last activity on the account.

  Data Protection Principles

Anyone processing personal data, must ensure that data is:

  1. Processed fairly, lawfully and in a transparent manner.
  2. Collected for specified, explicit and legitimate purposes and any further processing is completed for a compatible purpose.
  3. Adequate, relevant and limited to what is necessary for the intended purposes.
  4. Accurate, and where necessary, kept up to date.
  5. Kept in a form which permits identification for no longer than necessary for the intended purposes.
  6. Processed in line with the individual’s rights and in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
  7. Not transferred to people or organisations situated in countries without adequate protection and without firstly having advised the individual.

Fair and Lawful Processing

The Data Protection Requirements are not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the individual.

In accordance with the Data Protection Requirements, we will only process personal data where it is required for a lawful purpose. The lawful purposes include (amongst others): whether the individual has given their consent, the processing is necessary for performing a contract with the individual, for compliance with a legal obligation, or for the legitimate interest of the business. When sensitive personal data is being processed, additional conditions must be met.

Processing for Limited Purposes  

In the course of our Organisation, we may collect and process the personal data set out in the Schedule 1. This may include data we receive directly from a data subject (for example, by completing forms or by corresponding with us by mail, phone, email or otherwise) and data we receive from other sources (including, for example, location data, business partners, sub-contractors in technical, payment and delivery services, credit reference agencies and others).

We will only process personal data for the specific purposes set out in the Schedule 1 or for any other purposes specifically permitted by the Data Protection Requirements. We will notify those purposes to the data subject when we first collect the data or as soon as possible thereafter.

Notifying Individuals

If we collect personal data directly from an individual, we will inform them about:

  1. The purpose or purposes for which we intend to process that personal data, as well as  the legal basis for the processing.
  2. Where we rely upon the legitimate interests of the business to process personal data, the legitimate interests pursued.
  3. The types of third parties, if any, with which we will share or disclose that personal data.
  4. The fact that the business intends to transfer personal data to a non-EEA country or international organisation and the appropriate and suitable safeguards in place.
  5. How individuals can limit our use and disclosure of their personal data.
  6. Information about the period that their information will be stored or the criteria used to determine that period.
  7. Their right to request from us as the controller access to and rectification or erasure of personal data or restriction of processing.
  8. Their right to object to processing and their right to data portability.
  9. Their right to withdraw their consent at any time (if consent was given) without affecting the lawfulness of the processing before the consent was withdrawn.
  10. The right to lodge a complaint with the Information Commissioners Office.
  11. Other sources where personal data regarding the individual originated from and whether it came from publicly accessible sources.
  12. Whether the provision of the personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether the individual is obliged to provide the personal data and any consequences of failure to provide the data.
  13. The existence of automated decision-making, including profiling and meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the individual.

If we receive personal data about an individual from other sources, we will provide them with this information as soon as possible (in addition to telling them about the categories of personal data concerned) but at the latest within 1 month.  An example of where this may happen is where the ESFA may transfer learners to us.

We will also inform data subjects whose personal data we process that we are the data controller with regard to that data and our contact details are 01516525575 and who oversees data control compliance.

Adequate, Relevant and Non-excessive Processing

We will only collect personal data to the extent that it is required for the specific purpose notified to the data subject.

Accurate Data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterwards. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.

Timely Processing

We will not keep personal data longer than is necessary for the purpose or purposes for which it was collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.

Processing in line with Data Subject’s Rights

We will process all personal data in line with data subjects’ rights, in particular their right to:

  1. Confirmation as to whether or not personal data concerning the individual is being processed.
  2. Request access to any data held about them by a data controller
  3. Request rectification, erasure or restriction on processing of their personal data.
  4. Lodge a complaint with a supervisory authority.
  5. Data portability.
  6. Object to processing including for direct marketing.
  7. Not be subject to automated decision making including profiling in certain circumstances.

Data Security

We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental or unlawful destruction, damage, loss, alteration, unauthorised disclosure of or access to personal data transmitted, stored or otherwise processed.

We will put in place procedures and technologies to maintain the security of all personal data from the point of the determination of the means for processing and point of data collection to the point of destruction. Personal data will only be transferred to a data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.

We will maintain data security by protecting the confidentiality, integrity and availability of the personal data, defined as follows:

  1. Confidentiality means that only people who are authorised to use the data can access it.
  2. Integrity means that personal data should be accurate and suitable for the purpose for which it is processed.
  3. Availability means that authorised users should be able to access the data if they need it for authorised purposes. Personal data should therefore be stored on the Company’s central computer system instead of individual PCs.

Security procedures include

  1. Secure lockable cupboards. Cupboards should be kept locked if they hold confidential information of any kind. (Personal information is always considered confidential.)
  2. Data minimisation
  3. Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed when they are no longer required.

When receiving telephone enquiries, we will only disclose personal data we hold on our systems if the following conditions are met:

  1. We will check the caller’s identity to make sure that information is only given to a person who is entitled to it.
  2. We will suggest that the caller put their request in writing if we are not sure about the caller’s identity and where their identity cannot be checked.
  3. Where a request is made electronically, data will be provided electronically where possible.
  1. Changes to this Policy

We reserve the right to change this policy at any time. Where appropriate, we will notify changes by email.