PRIVACY NOTICE
In accordance with new General Data Protection Regulations May 2018 Whole Life Fitness Ltd is required to inform you that we keep personal information about you in accordance with Article 6 of the General Data protection Regulation (GDPR May 2018) and of why, where and how we gather and store any personal information about you.
What personal information we collect
The special category of data that is held is health data. Whole Life Fitness Ltd require your medical information for the purposes of preventative or occupational medicine so that the class organized can provide a safe environment for you and ensure that the exercises that you do are appropriate.
We require emergency contact details so that in the event of an medical emergency we are able to contact someone on your behalf.
We ask for email and phone details so that we may contact you about class cancellations or changes.
The following information is collected;
- Name
- DoB
- Email address
- Phone number
- Address
- Emergency contact details
- Drs name and contact details
- Health details
What Whole Life Fitness Ltd does with your data
Whole Life Fitness Ltd processes personal information to provide a professional service on health and fitness programmes, both classes and one-to-one, and to maintain accounts and records.
The information collected will be used to;
- Identify medical conditions that may place a client at risk when participating in certain activities.
- Identify possible contraindicated activities.
- Assist in designing an exercise programme that includes safe activities and/or appropriate modifications.
If the information is collected electronically using Google Forms it is stored online in a password protected account.
If the information is collected on paper format it will be stored in a locked cabinet and scanned onto a password protected account.
These details will not be accessed or viewed by anyone other than Whole Life Fitness Ltd.
Sharing with third parties
Whole Life Fitness Ltd will never commercially sell your personal data to anyone else.
The information collected about you is treated confidentially and not shared with any third parties apart from in event of emergency in which case medical details will be shared with any medical professionals attending the scene to ensure your health and safety.
Ensuring your data is accurate:
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
Annually Whole Life Fitness Ltd will request that each client completes a PAR-Q form.
Despite our best efforts, errors sometimes do occur. Should you identify any incorrect or out-of-date information in your file, we will remedy any such errors immediately.
How long Whole Life Fitness Ltd keep your data:
Except as otherwise permitted or required by law, your personal information will be retained for so long as is reasonably necessary to fulfil the purposes for which it was collected.
Due to the nature of the medical information held this will be kept for 7 years incase of claim of negligence or breach of contract.
Online deletion:
Files held in relation to you are deleted when no longer required.
Paper deletion:
Files held in paper format are shredded in a cross cut paper shredder.
Online data processing:
Computer, laptop and tablet security includes regularly updated antivirus software and secure password protection (regularly changed)
Electronic equipment: Whole Life Fitness Ltd have a computer and tablet, information is stored on these and accessed only by Helen Rothwell via a secure password/code.
Whole Life Fitness Ltd use Stackmail and Mailchimp to send/receive all emails. Whole Life Fitness Ltd keep a copy of your email on our system to allow us to process emails quickly. Whole Life Fitness Ltd do not gather statistics or monitor activity.
Text messages:
Whole Life Fitness Ltd use GiffGaff as the mobile network providers to send and receive text messages. A copy of mobile phone numbers is kept in the phone contact list to allow texts to be sent.
Facebook:
No personal information is stored or shared on here.
How you can make a complaint:
We are required to inform you how to make a complaint relating to a data breach or if you think Whole Life Fitness Ltd is not processing you data appropriately.
Complaining to:
ICO: If you are concerned about a data breach, you can contact the Information Commissionaires Office: https://ico.org.uk/for-organaisations/report-a-abreach
Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email contact@gftest-co-uk.stackstaging.com
Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.
Other websites
Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 08/02/2024.
Our contact details
Data Protection Officer – Helen Rothwell
helenrothwell@wholelifefitness.co.uk
If you are unhappy with how we have processed your personal information, please contact the Data Protection Officer, details above. If you are still unhappy you may contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF
Helpline: (local rate) or 01625 545 745