Privacy notice for our members
We at Complete Life Fitness are committed to respecting your privacy. Our Privacy Policy explains how we and any affiliated or subsidiary companies may use the personal information that we collect before, during, and after your membership with us. Our privacy policy further sets out how we comply with the law on GDPR. Our Privacy Policy only applies to those who have registered to become members or are members of our facility.
1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
In accordance with the type of membership that you have registered with us, you may initially provide us with or we may obtain personal information about you. We might collect the following information from you in regard to:
- Personal contact details (as a direct contact) such as name, title, email, addresses, and telephone numbers
- Date of birth
- Gender
- Membership period (from start to end)
- Any credit/debit card and other payment details that you provide within the entire financial transactions with us
- Records of your attendance at any events or sessions hosted by us
- CCTV footage and other information obtained through electronic means, such as payment platform records
- Images in video and/or photographic form
- Records of your interactions with us, such as telephone conversations, emails, and other correspondence, and your instructions to us
- References and other information included in a referral form or letter from your GP as part of the correspondence and your instructions to us
- Your marketing preferences
- Other details such as the next of kin, family members, coaches, and emergency contacts
2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store, and use the following “special categories” of more sensitive personal information regarding:
- Your race or ethnicity, religious beliefs, and sexual orientation
- Your health including any medical condition, medical history records (provided by your GP or you), and health professional information
- Your biometric information including weight, height, blood pressure, resting heart rate, and the like
- Any exercise programme completed and other related information
We may not collect all types of special category personal information stated above. In relation to the special category personal data that we do process, we do so on the following basis:
- The information processing is necessary for substantial public interest or on a lawful basis
- It is necessary for the establishment to exercise or defence of legal claims when conflicts arise
- Based on your explicit consent
In the table below, we refer to these as the “special category reasons for the processing of your personal data.” All personal data is either stored electronically on a portal that implements password protection. Paper-based data is stored in a locked filing cabinet at the correspondence address below:
3. HOW WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you apply to start your sessions with us in the form of a PAR-Q, client profile, payment form, and referral form. The possibility of a referral form will depend on which service you are using.
We also may collect personal information about you from any third-party references you provide as part of the application process for membership.
If you provide us with details of referees, next of kin, beneficiaries, family members, and emergency contacts, they have the right to know. They should be aware of how/what personal information we hold about them, how we collect it, and how we use and may share that information. Please share this privacy notice with those who you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
4.HOW WE HANDLE YOUR INFORMATION
The table below describes the main purposes for which we process your personal information, the categories of your information involved, and our lawful basis for being able to do this.
| Purpose | Personal information used | Lawful basis |
| To administer any membership you have with us and manage our relationship with you, including dealing with payments and any support, service, or product enquiries made by you | · Contact and membership details · Transaction and payment information · Records of your interactions with us · Marketing preferences | This is necessary to allow us to properly manage and administer your membership contract with us. |
| To arrange and manage any contracts for the provision of any services or products | · Contact details · Transaction and payment information · Records of your interactions with us | This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us. |
| To send you information regarding on which is included within your membership benefits package, and details about advanced ticket information, classes, and events held at our venue | · Contact and membership details | This is necessary to enable us to properly manage and administer your membership contract with us. |
| To send you other marketing information that we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products, and information about our commercial partners | · Contact details · Marketing preferences | Information is given to us from your explicit consent to do so. |
| To answer your queries or complaints | · Contact details · Records of your interactions with us | We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership. |
| Retention of records | All the personal information we collect | We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our facility and services. In some cases, we may have legal or regulatory obligations to retain such records. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| The security of our IT systems | Your usage of our IT systems and online portals. | We have a legitimate interest to ensure that our IT systems are secure. |
| To promote the club, events, and membership packages. | Images in video and/or photographic form | Information is given to us from your explicit consent to do so. |
| To comply with health and safety requirements | · Records of attendance · Medical information about your health (biometric information) | We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment to participate in sport. We keep sensitive data, such as payment forms and exercise referral information, locked in a filing cabinet. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| To administer your attendance at any courses or programmes you sign up to | · All contact and membership details · Transaction and payment data · Details of any membership data | This is necessary to enable us to officially register you, and properly manage and administer your attendance on the course and/or programme. |
| To process any membership or package purchased from CLF | · Personal information set out above, including details of next of kin and emergency contacts · Transaction and payment information · Health and medical information | This is necessary to enable us to provide our services to you. Such information is kept password-protected on our scheduling system, PTminder. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety, to assess your fitness to participate in any exercise or activities we host, and to provide appropriate adjustments to our sports facilities when needed | Health and medical information | We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| For the purpose of equal opportunities monitoring | · Personal information: Name, title, date of birth, gender · Other information, such as your race or ethnicity · Health and medical information | We have a legitimate interest to promote a sports environment that is inclusive, fair, and accessible. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
For some information, you will have a legal, contractual, or other requirement or obligation to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations; thus, we may have to terminate your membership. For other personal information, you may not be under an obligation to provide it to us. However, if you do not provide it, then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time. You may complete such an action by contacting us as described in the “Contacting us” section below.
Please note, however, that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent. Thus, we may still be entitled to hold and process relevant personal information to the extent that we are entitled to do so in bases other than your consent. Withdrawing consent may also have the same effects as not providing such information in the first place. For instance, we may no longer be able to provide our services to you the same as before.
5. DIRECT MARKETING
Email, post, and SMS marketing:
From time to time, we may contact you by email, post, or SMS with information about products and services that we believe you might be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by completing this form. You can also unsubscribe from our marketing by sending an email, “OPT OUT,” to info@complete-life-fitness.com.
6. DISCLOSURE OF YOUR PERSONAL INFORMATION
We will never share any personal information with any third parties. If we are required to share personal information with the following parties, we will request permission to do so.
- To any party approved by you.
- To other service providers, such as email marketing specialists, payment processors, data analysis CCTV contractors, promotional advisors, contractors or suppliers, and IT services.
- To our commercial partners for the purpose of providing you with information on any tickets, special offers, opportunities, products and services, and other commercial benefits provided by our commercial partners.
- To the government or our regulators when we are required to do so by law or to assist with their investigations or initiatives.
- To the police, law enforcement, and security services to assist with the investigation and prevention of crime and the protection of national security.
7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.
8. HOW LONG WE KEEP PERSONAL INFORMATION FOR
The duration wherein we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases, personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with the usual commercial practice and regulatory requirements. Generally, where there is no legal requirement, we retain all physical and electronic records for a period of six years after your last contact with us or at the end of your membership. Exceptions to this rule are:
- Details regarding unsuccessful membership applicants where we hold records for a period of not more than twelve months;
- Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims, it can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up to date. In connection, you should let us know if there are any changes on important details, such as your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.
USE OF COOKIES
A cookie is a small text file that is placed onto your computer (or other electronic devices) when you use our website. We use cookies on our website.
Where applicable, this website uses a cookie control system allowing you on your first visit to the website to allow or disallow the use of cookies on your computer/device. This complies with recent legislation requirements for websites to obtain explicit consent from users.
For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider, to improve the user’s experience whilst visiting the website, and better understand how you use it. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.
You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.
For further information on our use of cookies, including a detailed list of your information which we and others – including Vimeo and YouTube – may collect through cookies please see our Cookie Policy below.
For further information on cookies generally, visit www.aboutcookies.org or www.allaboutcookies.org.
9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- The right to be informed about how your personal information is being used.
- The right to access the personal information we hold about you.
- The right to request the correction of inaccurate personal information we hold about you.
- The right to request the removal of your personal information in certain limited circumstances.
- The right to restrict the processing of your personal information where certain requirements are met.
- The right to object to the processing of your personal information.
- The right to request that we provide your data either to you or another service provider.
Whilst this privacy notice sets out a general summary of your legal rights in respect to personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.
If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or to your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
10. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice, we will try to give you reasonable notice unless we are prevented from doing so. As required by law, we will seek your consent to changes in the way that we use your personal information.
11. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email info@complete-life-fitness.com.
Sharing Information
We share your Personal Information with third parties to help us use your Personal Information, as described above. We also use Google Analytics to help us understand how our customers use the Site–you can read more about how Google uses your Personal Information here: https://policies.google.com/privacy?hl=en. You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
Finally, we may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.
Behavioural Advertising
As described above, we use your Personal Information to provide you with targeted advertisements or marketing communications we believe may be of interest to you. For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page at http://www.networkadvertising.org/understanding-online-advertising/how-does-it-work.
You can opt out of targeted advertising by:
- FACEBOOK – https://www.facebook.com/settings/?tab=ads
- GOOGLE – https://www.google.com/settings/ads/anonymous
- YOUTUBE – https://support.google.com/ads/answer/2662922?hl=en-GB
Social Plugins
We also use social plugins in order for users to connect with our social networking platforms through the Site. You can prevent social plugin add-ons by:
- FACEBOOK (https://developers.facebook.com/docs/plugins) Prevent Facebook Plugins with Add-Ons for your browser
- for Mozilla Firefox: https://addons.mozilla.org/de/firefox/addon/facebook-blocker/
- for Opera: https://addons.opera.com/de/extensions/details/facebook-blocker/?display=en
- for Chrome: https://chrome.google.com/webstore/detail/facebookblocker/chlhacbfddknadmnmjmkdobipdpjakmc?hl=de
- TWITTER (https://about.twitter.com/en_us/company/brand-resources.html). Prevent add on with: „NoScript“ (http://noscript.net/).
- GOOGLE+ (https://developers.google.com/+/plugins). Prevent add on with: „NoScript“ (http://noscript.net/).
- INSTAGRAM (http://blog.instagram.com/post/36222022872/introducing-instagram-badges). Prevent add on with: „NoScript“ (http://noscript.net/).
- PINTEREST (https://about.pinterest.com/de/privacy-policy). Prevent add on with script blocker.
- YOUTUBE Privacy setting can be found here: http://www.google.com/intl/de/+/policy/+1button.html.
Do not track
Please note that we do not alter our Site’s data collection and use practices when we see a Do Not Track signal from your browser.
Your rights
If you are a European resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.
Additionally, if you are a European resident we note that we are processing your information in order to fulfil contracts we might have with you (for example if you make an order through the Site), or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred outside of Europe, including to Canada and the United States.
Data Retention
When you contact us through the Site, we will maintain your contact Information for our records unless and until you ask us to delete this information.
COOKIE POLICY
Our website – complete-life-fitness.com – uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites
Our cookies help us:
- Make our website work as you’d expect
- Remember your settings during and between visits
- Improve the speed/security of the site
- Allow you to share pages with social networks, such as Facebook
- Continuously improve our website for you
- Make our marketing more efficient
We do not use cookies to:
- Collect any personally identifiable information (without your express permission)
- Collect any sensitive information (without your express permission)
- Pass data to advertising networks
- Pass personally identifiable data to third parties
- Pay sales commissions
Granting us permission to use cookies
If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however, doing so will likely mean that our site will not work as you would expect.
More about the Cookies we use on our website
Website Function Cookies
We use cookies to make our website work including:
- Allowing you to add comments to our site
WordPress, the software that runs this website, may also use cookies when you comment on a blog post to identify you on return visits. We do not use this information for any other reason.
There is no way to prevent these cookies from being set other than to not use our site.
Analytical/performance cookies
They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
We use Google Analytics software to collect information about how you use complete-life-fitness.com. We do this to help make sure the site is meeting the needs of its users and to help us make improvements, for example improving site search.
Google Analytics stores information about:
- the pages you visit on complete-life-fitness.com
- how long you spend on each complete-life-fitness.com page
- how you got to the site
- what you click on while you’re visiting the site
We do not collect or store your personal information so this information cannot be used to identify who you are.
We do not allow Google to use or share our analytics data, but Google Analytics set their own cookies
Targeting cookies
These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.
This website uses a widget from ShareThis which facilitates the sharing of pages/ links from this website across various social networks such as Facebook and Twitter. ShareThis cookies track your use of social media buttons on complete-life-fitness.com.
Doubleclick.net cookie collects data to measure any viewed or clicked adverts (if any published) and is tracked by Google Analytics.
Vimeo and YouTube
We use external video services to host videos on this website. Whilst we have done what we can to limit data collection, this type of service might still collect web traffic data for the pages where videos are embedded, even when you do not watch it.
We embed videos from either our official YouTube channel or Vimeo channel using YouTube or Vimeo’s privacy-enhanced mode and this cookie recognises playbacks. It does not store personally-identifiable cookie information.
This cookie is used to deliver YouTube inline adverts or related Vimeo videos more relevant to you and your interests.
YouTube is a video service provided by Google that allows this website to embed video content. You can read YouTube’s Privacy Policy here.
Vimeo is a video service provided by Vimeo, LLC that allows this website to incorporate video content on its pages.
Vimeo sets a number of cookies on any page that embeds a Vimeo video. While we have no control over these cookies, they appear to include a mixture of pieces of information to measure the number and behaviour of Vimeo viewers, to hold information about current viewing video settings as well as a personal identification token, if you are logged into Vimeo.
If you want to prevent this transmission and storage of data by Vimeo about you and your behaviour on our website, you must log out of Vimeo before you visit our site. Vimeo’s Privacy Policy provides more detailed information concerning this, in particular regarding the collection and use of data by Vimeo.
Turning Cookies Off
You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so however will likely limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites
All cookies will expire after 8 months
For further information on cookies generally, visit www.aboutcookies.org or www.allaboutcookies.org.