Body By Sherin
Privacy Policy



PRIVACY NOTICE

At Body by Sherin we are committed to protecting your privacy.

We collect and process personal data about you in order to provide the services you use; operate our business; meet our contractual and legal obligations; protect the security of our systems and our customers; or fulfil our other legitimate interests.

This Privacy Notice explains how we collect, use, share and protect your personal information. 

If you have any queries about this Privacy Notice please send an email to bodybysherin@gmail.com  

WHEN DO WE COLLECT INFORMATION?

We collect your personal information when you:

  • Complete a Membership Agreement
  • Use your FOB to enter the gym
  • You have an accident in the gym or there was an incident where you were a witness or personally affected
  • CCTV – when you are using our gyms. See our CCTV policy.
  • When we take photos/videos of your attendance at the gym/classes for advertising purposes.

When using the gym CCTV is being recorded 24 hours a day and actively monitored. CCTV is permanently erased after 31 days.

WHAT INFORMATION DO WE COLLECT?

The information we collect about you is required for the purpose of creating your Member Account and for you to enrol in our gyms. Such information allows you to be identified as a member of Body by Sherin and includes:

  • Name, date of birth, gender, e-mail address, postal address, telephone number, health declaration and whether you require disabled access
  • Log of your visit
  • Your membership information – such as dates of payment owed and received, the services you use and any other information related to your account

HOW DO WE USE THIS INFORMATION?

We will use your personal information to provide you with the services, products or information that you have requested, for health and safety, security and administration purposes, to improve your experience, and marketing.

  • Process your membership application through Bookwhen, and class bookimgs via actuity our chosen software
  • Keep you informed about our services including operational matters relating to your Membership
  • Provide relevant services to you
  • Confirm your attendance to exercise classes
  • To share gym event photos on our internal social media platform 
  • Respond to any questions or concerns you might have about our services
  • Understand how you use our services, to help us develop relevant and updated services
  • Carry out research and statistical analysis to monitor how customers use our services
  • Prevent and detect fraud or other crimes
  • Operate our facilities in a safe and secure way
  • Covid-19 Track & Trace - To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of our gym, we will supply your name, mobile and time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. 

We will store your information for as long as you are a Member of Body by Sherin, or following cancellation of your membership and to meet our legal requirements including health and safety, financial audit, anti-fraud and money laundering regulations. We will store your information for no more than 6 years from the last activity on the account. An ‘activity’ can be classified as access into a gym, a payment made on the membership account or a comment added to the membership following contact with Body by Sherin. 

BASIS OF LAWFUL PROCESSING

Body by Sherin relies on the following lawful bases for processing, storing and retaining your personal data:

  1. In relation to your membership of Body by Sherin:
    1. your explicit and freely given consent for the specified purpose of membership and the use of Body by Sherin’s facilities;
    2. the processing is necessary for the performance of your membership contract with Body by Sherin
    3. the processing is necessary for a legal obligation that Body by Sherin is subject to
    4. the processing is necessary for the legitimate purposes of Body by Sherin
  2. In relation to your personal data relating to your health
    1. your explicit and freely given consent for the specified purpose of membership and the use of Body by Sherin’s facilities;
    2. processing is necessary for reasons of public interest in the area of public health including the cross border threats posed by Covid 19
    3. processing is necessary to protect your vital interests
  3. In relation to your retained data following termination of your membership
    1. the processing is necessary for a legal obligation that Body by Sherin is subject to
  4. In relation to marketing information
    1. the processing is necessary for the legitimate purposes of Body by Sherin or by a third party

KEEPING YOUR PERSONAL INFORMATION SECURE

We secure our clients’ information and also take appropriate measures to ensure that the information we collect and maintain is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

We ensure the organisations that provide us with services related to your membership have appropriate security measures and only process your information in the way we have authorised them to. These organisations will not be entitled to use your personal information for their own purposes.

Communications over the internet (such as emails) are not secure unless they have been encrypted. Your communications may go through a number of countries before being delivered to us – as this is the nature of the internet. We cannot accept liability or responsibility for any unauthorised access to or loss of your personal information that is beyond our control.

 

WILL WE DISCLOSE THE INFORMATION WE COLLECT TO OUTSIDE PARTIES?

We may share information about you with:

  • Law enforcement agencies, regulatory organisations, courts or other public authorities where we have a legal obligation to do so
  • Covid-19 Track & Trace - To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our gyms, we will supply your name, mobile and time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded

We will release information if it is reasonable for the purpose of protecting us against fraud, defending our rights or property, or to protect the interests of our customers.

USE OF PERSONAL DATA FOR AUTOMATIC DECISION MAKING

We do not intend to use your personal data for automatic decision making.

GOVERNMENT TRACK AND TRACE

To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our gyms, we will supply your name, mobile and time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded.