Privacy Policy

Privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain

Contact details

Post

Open Fitness, Playsport, Stewartfield Way, East Kilbride, South Lanarkshire, G74 4GT

Telephone

01355377500

Email

ek@openfitness.uk

What information we collect, use, and why

We collect or use the following information to provide gym related membership services and goods:

Names and contact details
Addresses
Date of birth
Payment details (including card or bank information for transfers and direct debits)
Health information (including dietary requirements, allergies and health conditions)
Account information
Photographs and video recordings
Call recordings
Records of meetings and decisions
Identification documents

We also collect or use the following special category information to provide the services and goods. This information is subject to additional protection due to its sensitive nature:

Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure– You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing– You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide the membership services and goods are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- As a full service gym, we support you as a member, or prospective member, in your health and fitness journey. We aim to coach you physically and assist you with positive mental health.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you

How long we keep information

We keep your personal information only as long as we need it for the purposes for which it was originally collected (or to which you have subsequently consented) or for other legitimate purposes (such as regulatory compliance), or as permitted by applicable law. For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with:

Data processors

Harlands Services Limited and Debit Finance Collections PLC trading as Xplor Gym, together known as Xplor.

This data processor does the following activities for us: they provide us with a customer relations management software system to store and maintain membership records, and further process membership payments including direct debit instructions.

Others we share personal information with

Organisations we need to share information with for safeguarding reasons
Relevant regulatory authorities
Organisations we’re legally obliged to share personal information with
Debt collection agencies

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint