Gym Privacy Policy

I. Introduction

A. Overview of the Privacy Policy

Welcome to California Health & Fitness' Privacy Policy, where we prioritize the protection and transparency of your personal information. This policy explains how we collect, use, disclose, and protect your information across our gym facilities, services, and online platforms. We are committed to complying with data protection laws and ensuring your privacy rights are respected throughout your interactions with us. By using our services or providing your personal information to us, you consent to the practices described in this Privacy Policy.

B. Scope and Application

This Privacy Policy applies to all individuals who interact with California Health & Fitness, including members, guests, visitors, and users of our website and mobile applications. It covers the collection, use, and sharing of personal information in connection with gym memberships, fitness services, events, promotions, and customer support activities. Please read this policy carefully to understand our practices regarding your personal information and how we safeguard your privacy. This policy does not apply to third-party websites or services that may be accessed through links on our platforms; we encourage you to review the privacy policies of those third parties.

II. Information We Collect

A. Personal Information

Types of Personal Information Collected

In order to provide and manage gym memberships and services effectively, we gather a variety of personal information from our members. This information includes your full name, various contact details such as your physical address, email address, and phone number, as well as your date of birth and emergency contact information. Furthermore, to ensure your safety during fitness assessments and training sessions, we may also collect specific health-related information.

Methods of Collection

We primarily collect personal information directly from you when you sign up for membership, participate in classes, make purchases, or communicate with us through our website or customer service channels. We may also collect information from third-party sources, such as payment processors and background check providers, to verify your identity and eligibility for membership.

B. Non-Personal Information

Types of Non-Personal Information Collected

The non-personal information that we gather encompasses various types of data. This includes demographic information such as age and gender, as well as preferences related to fitness goals and class choices. Additionally, we collect usage data, which can encompass website analytics and the duration of sessions. We ensure that this information is aggregated and anonymized so that we can analyze trends, refine and improve our services, and ultimately enhance the overall user experience.

Methods of Collection

When you visit our website or engage with our online advertisements, we automatically gather non-personal information through the use of cookies, web beacons, and other similar technologies. These technologies assist us in comprehending how users move through and interact with our platforms. Additionally, they enable us to customize and adapt the content to better align with your interests and preferences.

III. How We Use Your Information

A. Purposes of Processing Personal Information

We use your personal information to manage and administer your gym membership, provide personalized fitness programs and classes, process payments, communicate with you about your membership status, and respond to your inquiries and requests. Additionally, we may use your information to send you promotional offers, newsletters, and information about upcoming events related to our services.

B. Purposes of Processing Non-Personal Information

Non-personal information is utilized to analyze user behavior on our website, improve our marketing strategies, and enhance the functionality and performance of our online platforms. By understanding usage patterns and preferences, we aim to tailor our services and offerings to better meet the needs of our members and visitors.

IV. Legal Basis for Processing Personal Information

A. Consent

When you provide us with your personal information, you are giving your explicit consent for us to collect, utilize, and share this information in accordance with the stipulations outlined in this Privacy Policy. However, you also retain the right to revoke this consent whenever you choose. To withdraw your consent, you need to get in touch with us using the contact information and procedures specified in Section XI of this policy.

B. Contractual Necessity

When you elect to sign up for membership or partake in our services, it becomes essential for us to process your personal information to meet our contractual commitments. This requirement encompasses a range of activities which include, but are not limited to, the handling of payment transactions, the scheduling and coordination of classes, and the facilitation of your access to our facilities in alignment with the terms specified in your membership agreement.

C. Legitimate Interests

We may handle or use your personal information for purposes that align with our legitimate business interests. These interests include, but are not limited to, enhancing the quality and functionality of our services, promoting and marketing our various products and offerings, and safeguarding the security of our technological systems as well as our physical premises. To ensure that our business interests are justifiable and do not unfairly infringe on your fundamental rights and freedoms, we perform a thorough balancing test. This test helps us to weigh our interests against the potential impact on your privacy and other basic rights, thereby ensuring that our actions remain fair and justifiable.

D. Legal Obligations

Under specific situations, there might be instances where it becomes necessary for us to handle and manage your personal information in order to satisfy and adhere to various legal obligations. These obligations could include, but are not limited to, meeting tax and accounting requirements or responding appropriately to legitimate requests from governmental or regulatory authorities.

V. Sharing of Information

A. Third Parties with Whom We Share Personal Information

We may share your personal information with third-party service providers to facilitate services such as payment processing, IT support, and customer service. These providers are contractually obligated to handle your information securely and only for the purposes outlined in this Privacy Policy. Additionally, we may share information with legal or regulatory authorities if required by law, such as in response to a court order or government request.

B. Disclosure of Information for Legal Purposes

We may disclose your information when necessary to comply with applicable laws or respond to lawful requests and legal processes, including to protect our rights, property, and safety, or that of our members and others. This may include sharing information during investigations into fraud, security incidents, or other illegal activities affecting our gym or its members.

VI. Data Security and Retention

A. Security Measures Implemented

We employ robust security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include encryption of sensitive data, regular security audits, access controls, and staff training on data protection practices. Despite our efforts, it's important to note that no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security of your information.

B. Retention Periods

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. The retention period may vary depending on the type of information and the purposes for which it was collected. When your information is no longer needed, we securely delete or anonymize it to prevent unauthorized access or use.

VII. Your Rights

A. Access and Correction of Personal Information

You have the right to access and update the personal information we hold about you. If you believe that any information we hold is inaccurate or incomplete, you may request corrections or updates. You can exercise this right by logging into your account on our website or contacting our customer service team. We may ask you to verify your identity before processing your request to ensure security and privacy.

B. Right to Data Portability

You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format. This allows you to transfer your information to another organization or service provider, where technically feasible. You can request a data portability transfer by contacting us through the methods outlined in Section XI.

C. Right to Erasure ("Right to be Forgotten")

Under certain circumstances, you have the right to request the deletion of your personal information held by us. This right applies when the information is no longer necessary for the purposes for which it was collected, if you withdraw your consent and there is no other legal basis for processing, or if you object to the processing and there are no overriding legitimate grounds for us to continue processing. We will assess each request in accordance with applicable legal requirements.

D. Right to Restrict Processing

You have the right to restrict the processing of your personal information in certain situations, such as when you contest the accuracy of the data or when the processing is unlawful but you oppose erasure. While processing is restricted, we will store your information but not use it for any other purpose until the restriction is lifted or it is no longer necessary for the purpose for which it was collected.

E. Right to Object to Processing

You have the right to object to the processing of your personal information, including profiling for direct marketing purposes. If you object to such processing, we will cease processing your personal information for those purposes unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms.

F. Right to Withdraw Consent

If we rely on your consent to process your personal information, you have the right to withdraw that consent at any time. You can withdraw consent by contacting us using the details provided in Section XI. Please note that withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

VIII. Cookies and Similar Technologies

A. Use of Cookies

Cookies are small text files stored on your device when you visit our website, enabling us to recognize your browser and capture certain information. We use cookies for purposes such as improving website functionality, understanding user preferences, and analyzing site traffic patterns to enhance user experience. By using our website, you consent to the use of cookies as described in our Cookie Policy.

B. Managing Cookies

You can manage cookies through your browser settings or by using third-party tools. Most web browsers allow you to control cookies through settings preferences. You can choose to block cookies, delete existing cookies, or receive notifications when cookies are being sent. However, please note that blocking or deleting cookies may impact your ability to use certain features and functionalities of our website.

IX. Children's Privacy

A. Age Restrictions

Our services are not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13 years of age without parental consent. If we become aware that we have collected personal information from a child without parental consent, we will promptly delete it from our records.

B. Parental Consent

If you are a parent or guardian and believe that your child has provided personal information to us without your consent, please contact us immediately using the contact details provided in Section XI. We will take steps to verify your identity and promptly delete the information if required by applicable law.

X. Changes to This Privacy Policy

A. Notification of Changes

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or enhancements to our services. When we make material changes, we will notify you by posting a prominent notice on our website or sending you a notification through other appropriate communication channels.

B. Effective Date of Changes

The date on which the updated Privacy Policy comes into effect will be specified at the beginning of this webpage. We strongly advise that you examine this Privacy Policy on a regular basis so that you remain informed about the measures we are taking to safeguard your information, as well as your rights under the provisions of this policy.

XI. Contact Us

A. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our club manager at info@california-fitness.co.uk or 01297 630698. You may also reach out to us through the contact form on our website or by visiting our physical location during business hours.