This document is a guide to how Healthlands Fitness Clubs safeguards and uses information that we hold on customers when they join our membership scheme. Healthlands is committed to the protection of our valued members and local community user’s privacy through compliance of the Data Protection Act and current best practice.
Legal basis for processing your information
When you sign up or enquire for any membership, the information we take from you and subsequently process will be done on the basis of the Health Clubs legitimate interest in processing that data because of the relationship established (General Data Protection Regulation Art. 6(1)(f)). We will ask your consent to process any sensitive information, such as medical conditions (see above), and process this information on the basis of that consent (General Data Protection Regulation Art. 6(1)(a)). Remember, you can email us on email@example.com to change your information or request for removal of certain information from our systems or to ask questions about the way in which we process your information
How we collect information
In order to join our membership scheme, use the gym or take part in any organised activity we request that you provide us with basic information that will help us identify you and allow us to help you get the best service from the club.
We collect this information either
In person from you, when you come to complete your application form or PAR-Q before your gym induction.
By phone call if you request information about membership. Via the web, when you register for Membership information. We record calls for training and monitoring purposes.
The information we collect
We need to be able to identify our members and anyone who signs up for a membership or wishes to use the gym on a visitors pass.
This is basic information such as your full name, address and contact details
It might also include more sensitive data such as any medical issues that might affect your workout or your bank details/ credit card details if you are setting up a direct debit with us.
Sometimes we need information about your next of kin as well as yourself – usually name and
emergency contact number.
We have a general “PAR-Q” information sheet which stands for “Physical Activity Readiness Questionnaire” which gives us an indication of your current fitness levels and any medical or physical attributes that might require us to modify your exercise when you are here at the health club.
How we use the information
We use your personal information to create a member profile that is unique to you.
We use your name and date of birth to generate, or obtain your Personal Number on Club manager for membership or on the club manager system to record if you have done a gym induction,
Having a Unique ID allows our systems to operate efficiently and ensures that you are charged at the correct amount.
We use your email to circulate information regarding classes and membership changes here at the health club
You are able to request how we contact you, and ask to be removed from mailing lists
By law, you are now able to ask for all personal data regarding you to be removed from our membership and gym systems. However, please be aware that this will invalidate your membership and you may have to complete a Gym Induction the next time you wish to use the club.
You are able to amend your membership end date by
Informing us in person or by email or by post – it is your individual responsibility to cancel your DD at the bank.
Request for removal
Your membership information is updated at the end of your term unless you request to
terminate early or set up another 12 month membership.
We can remove all your records from the gym system, but you will then need to complete an induction if you wish to use the gym at a later date.
How we protect your personal information
Our membership information is held centrally on tour member management System “Club Manager”. This allow us to have a protected and robust database to ensure that your information is not shared externally
We use credible payment methods for your credit card transactions at the till
We have a resilient Direct Debit system that utilises healthlands financial systems and we ensure that all data in relation to your bank details follows correct protocols.
We do not share your information to external parties
We only use your information for membership purposes or when you sign up for a membership or a gym induction.
We do not sell or distribute our mailing lists
When you sign up for membership or a short term pass , we ask you to provide information to enable us to process your application
Full terms and conditions of these can be had in hard copy or requested by email
You can email us on firstname.lastname@example.org to change your information or request for removal from our systems
Right of access
You have the right to request permission to see what data we hold on your account and how we use this information to process your application
Our website only holds information regarding activities and facilities at healthlands and does not have any direct external links.
Social Media Platforms
We frequently use Social Media Platforms to promote what is going on at Healthlands. We use photographs of our members in classes and other venues only with permission of that person.
We occasionally have a professional photographer to come and take shots – permission will be asked for before the photo shoot .
Sometimes our instructors will ask to take a shot during or after the class. No photographs or videos are taken without informing the members first Any photographed used on our sites can be removed if the person wishes
We have clear signage in the club to prohibit photographs being taken by other users
We have a general FB page which provides information. External users are not able to post onto the main page, but can ask questions via messenger
We have a specific T6 FB page, which is a closed group for our members and class tutors to share information and ask questions
We have an Instagram page which is used to promote classes offers and events.