What is personal information and how can it be used
“Personal data”, or “personal information”, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We will only process your personal data when the law allows us to and for the purposes set out in this Policy. The lawful bases upon which we will process your personal data are:
- when you give your consent;
- when necessary for the performance of a contract we have entered into or are entering into with you;
- when necessary to comply with a legal or regulatory obligation
- for our legitimate interests or those of a third party, provided that your interests and fundamental rights and freedoms do not override those interests.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). We will notify you if this is the case at the time.
We may also use your personal data to meet our legal obligations, to deal with any complaints and for the enforcement of our terms and conditions.
We may use your personal data for our legitimate business interests which include security purposes and for the prevention and detection of crime, improvements to our Website, improvements to our facilities, products and services and for general marketing purposes. We will not do so though where our interests are outweighed by your interests, rights and freedoms.
We have set out below a description of the types of personal data we may collect and how we will use it.
Members and guests
When you join as a member or visit Pulse 8 we will collect personal information from you and use it as further described below.
Your Customer Record includes personal information, visit information and financial data. This information is only used for our own operational purposes and for the purposes of providing you with the goods and/or services requested. If you provide an email address you will be asked . For further information regarding marketing emails, please see the section below headed “Marketing Communications”.
Staff with access to your Customer Record have all been DBS checked and have signed our data protection policy. If any information requires updating please inform a member of staff at Reception. Information in your Customer Record is kept for seven years from the date of your last interaction with Pulse 8.
We store personal information for identification purposes. Personal information may include your address, email address, contact number, date of birth, age, gender, log in data.
We record data relating to your visits to the gym including date and time of visit, class bookings, one to one meetings with gym team.
We record financial data relating to your customer account including bank account and payment card details.
Finally we may record notes regarding a conversation with you if this is relevant to your account.
When you have a one to one session with a member of the gym team they will complete a Physical Activity Readiness Questionnaire. This will involve collecting certain types of Special Categories of personal data (also known as sensitive personal data) which includes health and medical information. We will only collect such information where you give it to us and where it is directly relevant to your use of our facilities.
The information discussed will be recorded directly into a secure database with limited access. Information relating to the appointment may be added to your Customer Record if necessary. The Gym Team and those with access to the data have all been DBS checked and have signed our data protection policy.
Gym Plan Card
When you have a one to one session with a member of the gym team they will complete a personal information card. The meeting may involve collecting certain types of Special Categories of personal data (also known as sensitive personal data) which includes health information. We will only collect such information where you give it to us and where it is directly relevant to your use of our facilities. The card may record your name, age, membership number, height, weight, resting heart rate, body measurements and training objectives. If you use the body composition analysis machine the result may be attached to your card. The card will be stored in the gym in boxes organised by surname.
Health and Safety Record
If you are involved in a health and safety incident we will record this information on a Health and Safety Record Form and on a spreadsheet. We are required to do so in order to comply with our legal obligations. This information may include Special Categories of data (also known as sensitive personal data).
This information is accessible only by the Health and Safety Team and the Operations Managers, all of whom have been DBS checked. In the event of a serious incident the information will be shared with our insurers and may also be shared with our legal advisors and other professional advisors. The information recorded will be kept for three years after the child turns 18 years old.
We employ CCTV around the gym for monitoring and security purposes to ensure a safe environment for our staff and guests. We also use it for evidential purposes in the case of an incident or where there has been a complaint.
In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for more information about the scheme. We will only disclose CCTV images to others for the purposes stated above. For more information regarding our use of CCTV please contact our Data Protection Officer.
We will collect personal information when you communicate with us ( whether via email, telephone, post or in person) or interact with us in any other way, including but not limited to social media interactions, attending events, entering competitions, signing up for special offers and/or completing surveys.
When you visit our Website, we will collect certain personal information as further described below.
Personal information collected by our Website
Our website uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. This information does not identify you personally to us.
Contact forms and email links
Should you choose to contact us using any of our contact forms or email links on our Website, the information you submit will only be used to respond to and deal with your enquiry.
We will not use this information for any other purpose, this includes marketing communications. The information you submit will not be stored by our Website, instead the data will be collated into an email to be actioned by our team. Where relevant, information may be transferred to your Customer record.
Marketing Communications and Newsletters
We may use your personal information to form a view on what we think you may want or need, or what may be of interest to you. Where we do so it is for our legitimate interests.
You will receive marketing communications from us if you have subscribed to receive them or otherwise requested to receive them from us. We will not send marketing communications to you where you have not consented to or have opted out of receiving these.
If you choose to subscribe to our email list, the email address that you submit to us will be forwarded to Dotmailer who provide us with email marketing services. You will receive our regular newsletter and occasional emails regarding events, special offers and our facilities.
You can ask us to stop sending you marketing emails at any time by following the opt-out links on any marketing email sent to you or by contacting us at any time.
Where you opt out of receiving these marketing emails, we may still contact you for other purposes where we have a lawful basis to do so.
We will get your express opt-in consent before we share your personal information with any company outside our group of companies for marketing purposes.
Our Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy notice of every website you visit.