Isle of Tiree Community Gym
Privacy Policy




We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).


Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our

Tiree Community Gym C.I.C, operating out of An Talla, Crossapol, Tiree

Personal data

Any information relating to an identified or identifiable individual

Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

Genetic data

Biometric data (where used for identification purposes)

Data concerning health, sex life or sexual orientation

 

Data subject

The individual who the personal data relates to

 


Personal data we collect about you

.We will collect and use the following personal data about you:

                  your name and contact information, including email address and telephone number

                  your date of birth

                  your gender

                  your billing information, transaction and payment card information

                  Information about how you use our website, IT, communication and other systems

                  your responses to surveys

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing access to the gym and related services.

We do not intentionally collect any personal data on individuals under the age of 13.


How your personal data is collected

We collect most of this personal data directly from you—in person, by telephone, text or email and/or via apps. However, we may also collect information:

                  via our IT systems, e.g.:

                 from door entry systems and reception logs;

                 through automated monitoring of our technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems;


How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g:

                  where you have given consent;

                  to comply with our legal and regulatory obligations;

                  for the performance of a contract with you or to take steps at your request before entering into a contract; or

                  for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests.


The table below explains what we use your personal data for and why.

What we use your personal data for

Our reasons

Providing services to you

To perform our contract with you or to take steps at your request before entering into a contract

Preventing and detecting fraud against you or us

For our legitimate interest, i.e. to minimise fraud that could be damaging for you and/or us

Conducting checks to identify our customers and verify their identity

Other activities necessary to comply with applicable legal and regulatory obligations e.g. under health and safety law

Depending on the circumstances:

—to comply with our legal and regulatory obligations

—for our legitimate interests

To enforce legal rights or defend or undertake legal proceedings

Depending on the circumstances:

—to comply with our legal and regulatory obligations;

—in other cases, for our legitimate interests, i.e. to protect our business, interests and rights

Ensuring business policies are adhered to, e.g. policies covering security and internet use

For our legitimate interests, i.e. to make sure we are following our own internal procedures

Operational reasons, such as improving efficiency, training and quality control

For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price

Ensuring the confidentiality of commercially sensitive information

To comply with our legal and regulatory obligations

Statistical analysis to help us manage our business,

For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price

Preventing unauthorised access and modifications to systems

Depending on the circumstances:

—for our legitimate interests, i.e. to prevent and detect criminal activity that could be damaging for you and/or us;

—to comply with our legal and regulatory obligations

Protecting the security of systems and data used to provide the services

-to comply with our legal and regulatory obligations

- for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us

Updating customer records

Depending on the circumstances:

—to perform our contract with you or to take steps at your request before entering into a contract;

—to comply with our legal and regulatory obligations;

—for our legitimate interests, e.g. making sure that we can keep in touch with our customers

Ensuring safe working practices, staff administration and assessments

Depending on the circumstances:

—to comply with our legal and regulatory obligations;

—for our legitimate interests, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you

Marketing to:

—existing and former customers;

—third parties who have previously expressed an interest in our services;

For our legitimate interests, i.e. to promote our business to existing and former customers




How and why we use your personal data—Special category personal data

Certain personal data we collect is treated as a special category to which additional protections apply under data protection law. We collect the following Special category personal data:

                  biometric data to identify you and to allow access to the gym;

                  data concerning your health and wellbeing. .

We will obtain your explicit consent in relation to the processing of special category personal data


Marketing

We will use your personal data to send you updates (by email, text message or telephone or post) about our services. We have a legitimate interest in using your personal data for marketing purposes. This means we do not usually need your consent to send you marketing information.

You do, however, have the right to opt out of receiving marketing communications at any time by contacting us at tireegym@gmail.com

We will always treat your personal data with the utmost respect and never share it with other organisations for marketing purposes.


Who we share your personal data with

We routinely share personal data with third parties we use to help run our business and deliver our services to you, (e.g. payment service providers, fitness instructors, website hosts).

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).


Where your personal data is held

Personal data may be held at our offices and those of the third party, service providers, as described above (see above: ‘Who we share your personal data with’).

Your personal data will be held in the UK or the EEA.


How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used.

By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers for tax purposes.


Your rights

You have the following rights, which you can exercise free of charge:

Access

The right to be provided with a copy of your personal data

Rectification

The right to require us to correct any mistakes in your personal data

Erasure (also known as the right to be forgotten)

The right to require us to delete your personal data—in certain situations

Restriction of processing

The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data

Data portability

The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To object

The right to object:

—at any time to your personal data being processed for direct marketing (including profiling);

—in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

Not to be subject to automated individual decision making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

 

The right to withdraw consent

If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time

You may withdraw consent by contacting us ( see beow “How to contact us’) Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

 


For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO).

If you would like to exercise any of those rights, please email or write to us (see below ‘How to contact us’). providing enough information to identify yourself (e.g. your full name and address an)]and any additional identity information we may reasonably request from you and letting us know what right you want to exercise and the information to which your request relates.


Keeping your personal data secure

We have appropriate security measures to prevent personal data from being lost accidentally or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.


How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You may also have the right to lodge a complaint with the Information Commissioner . Please contact us if you would like further information.


Changes to this privacy policy

This privacy notice was published on 16th December 2024.

We may change this privacy notice from time to time and will notify you when we do so.


Updating your personal data

We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, e.g. your surname or address—see below ‘How to contact us


How to contact us

You can contact us  by post or  email if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:

Tiree Community Gym C.I.C

Kanoa

Vault

Isle of Tiree, PA77 6TP

Email - tireegym@gmail.com