We value the trust you place in us and the protection of your privacy rights in respect of any personal data we process about you. Please carefully read this policy to understand how and why we use your personal information and CCTV at Ultimate Health and Fitness, and how your images and personal data may be processed when you become a member of Ultimate Health and Fitness.
WHAT PERSONAL DATA WE COLLECT AND WHY WE COLLECT IT
When you submit a form on our website eg to find out more information about our services, we collect your name, email address and telephone number so that we can correspond with you.
When you subscribe to our mailing list, we collect your name and your email address so that we can correspond with you. You can unsubscribe to our mailing list at any time by clicking the unsubscribe link at the bottom of our emails or unsubscribe to any other emails by writing to firstname.lastname@example.org
As a member of Ultimate Health and Fitness, we collect certain personal information about you, including your personal information, contact details, emergency contact details, financial details and information about your health*. We use this information for purposes including managing your payment and communicating with you.
You can view and edit your personal data, health data and notifications within your account settings.
You have the duty to keep your personal information up to date and to inform us of any significant changes.
*Whilst we do not generally collect sensitive information unless it is volunteered by you, we do specifically collect health data to the extent that it is required to assess your readiness for physical exercise (PAR-Q form).
HOW LONG WE RETAIN YOUR DATA
If you created an account and/or purchased a membership with us, your information will remain on the system as long as you are an active member. If you cancel your membership, you can request your personal data be deleted. If your account/membership is inactive, your personal data will be deleted 12 months after it was created, unless you request that your personal data be kept on our system.
WHAT RIGHTS YOU HAVE OVER YOUR DATA
If you have an account on with us, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we amend, erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Email your request to email@example.com
Only those who need to see your information to fulfil the business requirements will see your information.
This will be the owner, administrators and instructors.
To protect your personal information, we take reasonable precautions to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.
We will never sell, rent or otherwise provide your personally identifiable information to any third parties (excluding those trusted organisations that carry out functions or services on our behalf) unless you give us permission to do so, or we are obliged or permitted by law to disclose it or where it is necessary for the purpose of or in connection with legal proceedings or in order to exercise or defend legal rights.
This privacy notice tells you about the information we collect about you via CCTV when you use our gym. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.
Our gym is monitored by CCTV 24 hours a day. Ultimate Health and Fitness reserves the right for authorised staff to review footage as required and by entering our gym you consent to your image being recorded and reviewed and waive any and all claims in relation to the same.
What is Recorded
Images and video footage of you may be recorded by the CCTV systems used in our gym. It is likely, but not always guaranteed, that you will be identifiable from those images or video recordings. Where you can be identified from the image or video recording, the image or video will contain your personal data.
All cameras are located in prominent positions within public and staff view and do not infringe on sensitive areas.
Images and video recordings (including personal data) may relate to members of the public, members, our staff, our contractors and suppliers, and other visitors who attend at our clubs.
We rely on our legitimate interests to record and process your personal data through our CCTV systems. These legitimate interests are explained below
Why we use CCTV
Our use of CCTV is based on our legitimate interests. These legitimate interests include:
- Ensuring our gym rules are respected;
- Complying with health and safety requirements and policies at Ultimate Health and Fitness;
- Ensuring the security of our property;
- Enforcing our legal rights and manage any dispute and legal claims and take legal or other professional advice; and
- Preventing fraudulent use of our gym.
We will also process CCTV footage to comply with any legal obligations on us e.g. where we are required to provide CCTV footage to law enforcement.
The purposes for our use of CCTV include:
- to protect the health and safety of members, visitors and staff;
- to help us investigate the actions of individuals in connection with specific events such as an accident, theft, vandalism or assault;
- to help us to ensure that our gym rules are respected;
- to assist us and law enforcement authorities in deterring and detecting crime;
- to protect our buildings, equipment and other resources by deterring those who might damage, vandalise or steal them;
- to monitor the behaviour of our staff while they are at work; and
- to investigate whether there is any fraudulent use of our gym eg using the gym without a membership or permission.
What do we do with your information
Recorded CCTV footage will be stored on a secure server on the cloud for 180 days after which it is usually deleted. However, if we receive an enquiry about a particular recording on our CCTV, we will generally retain that part of the recording until it is no longer required.
This period can vary as it will depend upon the circumstances of the particular case, but for criminal or civil legal proceedings this could mean that the personal information is retained until after the legal case and any appeals have been concluded.
Who has access to your information
Access to, and disclosure of, the images recorded by our CCTV System is restricted and carefully controlled. This ensures that the rights of individuals are preserved and the continuity of evidence remains intact should the images be required for evidential purposes e.g. a police enquiry or an investigation being undertaken as part of an internal procedure. Access to the medium on which the images are displayed and recorded is restricted to the Data Protection Officer, staff authorised by them and third parties as authorised from time to time for specific purposes. Access to and disclosure of images is permitted only if it supports the purpose for which such images were collected.
Your rights over your CCTV data
You have the right to request access to CCTV images which contain your personal data. This access request must be submitted formally in writing, with sufficient details to identify the section of footage with which you are concerned and to enable Ultimate Health and Fitness to satisfy itself that the person making the request is the data subject of that specific recording. Upon receipt of the request, the Data Protection Officer, or another member of staff authorised by them, will determine whether disclosure is appropriate and whether there is a duty of care to protect the images of any third parties. If the duty of care cannot be discharged then the request can be refused. A written response will be made to the individual, giving the decision (and if the request has been refused, giving reasons) within 31 days of receipt of the request.
To assist with marketing the business on social media, we may take photographs of the gym with our clients present, we will endeavour to make sure everyone is happy with this, but please be aware we may use your image for this purpose.
This information is only processed in a way which does not identify anyone.
CHANGES TO THIS PRIVACY NOTICE