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