Data we collect from you and how we use and store the data collected
IP Address and Cookies
Disclosure of your information
Access to Information
How to Contact Us
1. When you supply your personal details to WK Fitness Ltd (T/A The Fitness Room Sheffield) they are stored and processed for the following reasons:
We have a legal obligation to maintain medical and personal notes in order to provide you with physical exercise and nutritional services and maintain health and safety
We also think that it is important that we can contact you in order to confirm appointments with us, updates to the timetable, opening times and to update you on matters related to your physical activity, health and nutrition. Under the GDPR, this is known as Legitimate Interest.
Provided we have your consent, we may occasionally send you general health and fitness information in the form of articles, advice or newsletters. You may withdraw this consent at any time – just let us know.
Provided we have your consent, we may occasionally send you marketing and promotional information for the Fitness Room via email. You may withdraw this consent at any time – just let us know.
We have a legal obligation to retain your records for the duration of your membership and for 7 years (or age 25, if this is longer) after the cancelation of your membership, but after this period your details will be deleted.
We collect personal data in order to process payments and fulfil our contract with you. Your data will only be stored for the purpose of payments and billing for the duration of your membership.
We collect and Store Personal Data in Digital and none digital formats. We collect and store Medical and Personal Data on paper documents called PARQ (participation activity readiness questionnaires). We collect and store Personal Data in Digital format via our website www.thefitnessroomsheffield.co.uk.
Your records are stored on paper in a locked filling cabinet, and the Fitness Room is always locked and secured with a Roller shutter out of working hours. Only management have access to your details.
Your personal data may be collected and stored Electronically (“in the cloud”), using Third party websites and companies. All providers have given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly.
We also use the following third party web sites to collect and process your Personal Data. You can click on the links to see their privacy polices
Third Party Websites used to collect personal data for marketing:
Google Analytics - https://policies.google.com/privacy?hl=en
Third Party Websites used to collect personal data for processing payments:
Third Party Websites used to collect personal data to fulfil contracts and provide services to Fitness Room Members and Customers:
Personal information maybe stored on the following “The Cloud” based servers:
Microsoft - https://www.microsoft.com/en-us/trustcenter/privacy/default.aspx
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”) specifically the 3rd party companies mentioned in section 1. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers specifically the 3rd party companies mentioned in section 1.
All information you provide to us is stored in the cloud with 3rd party cloud-based computing companies using encrypted SSL technology.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential.
We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure.
Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
2. IP Address and Cookies
What is an IP Address?
An IP or Internet Protocol Address is a unique numerical address assigned to a computer as it logs on to the internet. WK Fitness Ltd do not have access to any personal identifiable information and we would never seek this information. Your IP address is logged when visiting our site or sending an email by the contact form, but our analytic software only uses this information to track how many visitors we have from particular regions.
What's a cookie?
A "cookie" is a piece of information that is stored on your computer's hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.
Cookies are used by nearly all websites and do not harm your system.
If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Cookies are either:
Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or
Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. [We use persistent cookies for Google Analytics.]
Cookies can also be categorised as follows:
Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.
Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.
Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised. We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
3. Disclosure of Your Information
We may disclose your personal information to any employee of WK Fitness Ltd or Self Employed Contractor we employ to run exercise services at the Fitness Room.
We don’t share your information with Third parties other than mentioned in section 1 and 2. We may disclose your personal information to third parties:
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If WK Fitness ltd or substantially all of its assets are acquired by a third party, in which case personal data held about its customers will be one of the transferred assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms and conditions and other agreements; or to protect the rights, property, or safety of WK Fitness Ltd, our customers, or others.
This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
4. Your Rights
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting our data privacy manager at the address set out at the top of this policy
5. Access to Information
You have the right to access information WK Fitness Ltd hold about you. Please contact The Data Manager at the above address. Access to information must be made in writing.
7. How to Contact us
For further information or enquiries regarding your personal information (including to request access to or correction of your personal information or to make a privacy complaint), please contact our Data Manager at: The Fitness Room, Unit B1 Centenary Works, 150 Little London Rd, Sheffield S8 0UJ.
William & Katie Salt
Directors of WK Fitness Limited (T/A The Fitness Room Sheffield)
Copyright 2018 - WK FITNESS LTD - All Rights Reserved