Privacy Policy
1. Introduction
At LEVELS-FITNESS, we respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, enquire about our services, become a member, participate in personal training sessions or interact with our business.
We handle your information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By providing your personal information to us, you acknowledge that you have been made aware of this Privacy Policy. Where consent is required for a particular activity, we will obtain it separately.
2. Who We Are
LEVELS-FITNESS is a small-group personal training gym serving the Cranbrook, Goudhurst and surrounding areas of Kent.
For the purposes of data protection legislation, LEVELS-FITNESS is the data controller responsible for deciding how and why your personal information is used.
Business name: LEVELS-FITNESS
Business address: Unit 1 Lynx Park Business Centre, Cranbrook, Kent, TN17 2LR
Email: glen@levels-fitness.co.uk
Website: https://www.levels-fitness.co.uk/
If you have any questions about this Privacy Policy or how your personal data is handled, please contact us using the details above.
3. What Information We Collect
Depending on how you interact with LEVELS-FITNESS, we may collect the following categories of personal information.
Personal and contact information
Name, date of birth and contact details, including email address, telephone number and postal address where required.
Emergency contact details.
Information you provide when making an enquiry or requesting a consultation.
Membership and service information
Membership details, training schedules and attendance records.
Information about your fitness goals, exercise preferences and coaching progress.
Membership agreements, waiver forms and relevant communications.
Feedback, reviews, testimonials, photographs or videos you choose to provide or participate in.
Health and fitness information
Relevant medical conditions, injuries, allergies, physical limitations and exercise-related health information.
Pre-exercise screening questionnaires and information needed to adapt training appropriately.
Relevant records of injuries, incidents or adjustments required to support your safe participation in exercise.
Health information is treated as particularly sensitive personal data and is only collected and used where appropriate and lawful.
Payment and financial information
Membership payment records, transaction history and outstanding balances.
Information necessary to administer direct debits or other payment arrangements.
Card details and bank account information may be processed by our payment providers. We do not intentionally retain full payment card details unless this is necessary and lawfully arranged.
Website and technical information
Information submitted through website enquiry forms.
Technical information such as IP address, browser type, device information and website usage data, where collected.
Cookie and analytics information, subject to applicable cookie and privacy requirements.
CCTV footage
Where CCTV operates at our premises, we may collect images of members, visitors and other individuals for legitimate safety and security purposes.
4. How We Use Your Information
We use personal information only where we have an appropriate lawful basis and a legitimate business purpose.
This may include:
Responding to enquiries and arranging consultations or introductory sessions.
Setting up and managing memberships.
Delivering personal training, exercise coaching and nutrition-related support.
Understanding your goals and adapting exercise sessions to your needs.
Supporting health, safety and appropriate exercise participation.
Processing membership fees and managing payments.
Communicating important membership updates, schedule changes and service information.
Improving our services and customer experience.
Sending marketing communications where legally permitted.
Collecting feedback and managing reviews or testimonials.
Maintaining the security of our premises, equipment and members.
Investigating accidents, complaints, suspected fraud or security incidents.
Meeting applicable legal, regulatory, accounting and insurance requirements.
We will not use your personal information for purposes that are incompatible with the reasons it was originally collected without an appropriate lawful basis and, where required, informing you.
5. Our Lawful Bases for Processing
Under UK data protection legislation, we must have a lawful basis for processing personal information.
Depending on the circumstances, LEVELS-FITNESS may rely on the following:
Contractual necessity
To provide our services, manage your membership, arrange training sessions and administer payments.
Legitimate interests
To respond to relevant business enquiries, improve our services, maintain appropriate business records and protect the safety and security of our premises, provided these interests do not override your rights and freedoms.
Legal obligation
To comply with applicable legal requirements, including relevant accounting, tax and regulatory obligations.
Consent
Where you have freely agreed to a specific use of your information, such as certain marketing communications, non-essential cookies or the use of your image for promotional purposes.
You may withdraw consent at any time where consent is the relevant lawful basis. Withdrawal does not affect processing that took place lawfully before withdrawal.
Health information and other special category data
Health information requires an additional legal condition under data protection law, as well as an appropriate lawful basis. Depending on the circumstances, this may involve your explicit consent or another applicable legal condition.
We will identify and document the appropriate conditions for the health information we process and will only collect what is reasonably necessary.
6. Marketing and Communications
We may contact you about our services, introductory offers, challenges, events and other relevant opportunities.
We will ensure that marketing communications are sent in accordance with applicable data protection and electronic marketing rules.
Where consent is required, we will obtain it before sending marketing communications. Where another lawful route is available, we will ensure that the relevant conditions are met.
You can opt out of marketing emails by using the unsubscribe link provided or by contacting us directly.
You may continue to receive essential service communications relating to your membership, payments, safety or changes to our services after opting out of marketing.
We do not sell your personal information to third parties for their own marketing purposes.
7. Sharing Your Information
We do not sell your personal information.
We may share relevant information with trusted third parties where necessary to operate our business, provide our services or meet legal obligations.
These may include:
Membership management and booking software providers.
Payment processors and direct debit providers.
Website hosting, email and business communication providers.
IT support and cloud storage providers.
Accountants, insurers and professional advisers.
Emergency services or relevant healthcare professionals where appropriate and lawful.
Regulators, law enforcement agencies or other authorities where legally required.
We only share information that is reasonably necessary for the relevant purpose.
Where third parties process personal data on our behalf, we take appropriate steps to ensure that suitable data protection and security arrangements are in place.
8. CCTV and Premises Security
LEVELS-FITNESS may operate CCTV at its premises to help protect members, visitors, staff, equipment and property.
Where CCTV is in operation:
Its purpose will be to support appropriate security, safety and incident investigation.
Appropriate signage will be displayed to inform individuals that recording is taking place.
Access to recordings will be restricted to authorised individuals.
Recordings will be retained only for as long as reasonably necessary for the purposes for which they were collected, unless a specific incident or legal requirement justifies longer retention.
Recordings may be disclosed to the police, insurers or other appropriate parties where necessary and lawful.
CCTV will not be used in areas where individuals have a heightened expectation of privacy, such as toilets or changing areas.
We will assess the operation of our CCTV system against applicable data protection requirements and maintain appropriate safeguards.
If you have a question about CCTV or wish to request footage of yourself, please contact us. Requests may need to be checked against the rights and privacy of other individuals.
9. Photographs, Videos and Testimonials
We may occasionally take photographs or videos for member progress records, internal communications or promotional activities.
Where identifiable photographs, videos or testimonials are used for marketing or publicity, we will obtain the appropriate permission or establish another valid lawful basis, as applicable.
We will explain the intended use of promotional material and will not assume that agreeing to become a member automatically means agreeing to appear in advertising or on social media.
You can contact us if you have questions about how your image or testimonial is being used or wish to withdraw consent where consent is the relevant lawful basis.
10. Cookies and Website Analytics
Our website may use cookies and similar technologies to make the website function, understand how visitors use it and improve our services.
Some cookies are necessary for the website to operate. Other cookies, including certain analytics and advertising cookies, may require your consent before they are placed or accessed.
Where required, we will provide information about the cookies we use and allow you to manage your preferences.
You can also manage cookies through your browser settings, although disabling certain cookies may affect website functionality.
For further information, please refer to any separate cookie notice or cookie preference tool available on our website.
11. How We Store and Protect Your Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include restricted access to records, secure password-protected systems, appropriate staff confidentiality arrangements and secure storage practices.
Access to personal information is limited to those who need it for legitimate business purposes.
Although we take reasonable steps to protect your information, no method of electronic transmission or storage can be guaranteed to be completely secure.
If a personal data breach occurs, we will assess the incident and take appropriate action in accordance with applicable legal requirements.
12. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including relevant legal, accounting, insurance and reporting requirements.
Retention periods will depend on the type of information and the reason it is held.
For example:
Enquiry records: retained for a reasonable period to respond to enquiries and manage potential memberships.
Membership records: retained while your membership is active and for an appropriate period afterwards.
Payment and accounting records: retained for the periods required by applicable financial and tax legislation.
Health and fitness records: retained only for as long as necessary to support coaching, safety, relevant insurance requirements and any applicable legal obligations.
CCTV footage: routinely overwritten or deleted in accordance with our retention arrangements, unless it needs to be preserved for an incident or legal purpose.
Marketing records: retained until you withdraw consent, object where applicable, or the information is no longer needed, subject to any necessary suppression records.
We will establish and periodically review appropriate retention periods for each category of information. When information is no longer required, we will securely delete it or anonymise it where appropriate.
13. International Transfers
Some of the software or service providers we use may store or process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that the transfer complies with applicable UK data protection requirements and that appropriate safeguards are in place where necessary.
You can contact us if you would like further information about relevant international transfers and safeguards.
14. Your Data Protection Rights
Under applicable data protection law, you may have the right to:
Access: request a copy of the personal information we hold about you.
Rectification: ask us to correct inaccurate or incomplete information.
Erasure: request deletion of your personal information in certain circumstances.
Restriction: ask us to restrict how we process your information in certain circumstances.
Data portability: request certain personal information in a portable format where the legal conditions are met.
Object: object to certain types of processing, including direct marketing, and processing based on legitimate interests where applicable.
Withdraw consent: withdraw consent where we rely on it as our lawful basis.
Complain: raise concerns with the Information Commissioner's Office (ICO).
These rights are subject to certain conditions and exceptions. For example, we may need to retain some information to comply with legal obligations or establish, exercise or defend legal claims.
To exercise your rights, please contact us using the contact details in Section 2. We may need to verify your identity before responding.
We will respond within the time limits required by applicable data protection law.
15. Complaints
If you have concerns about how LEVELS-FITNESS handles your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the issue.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Website: https://ico.org.uk/make-a-complaint/
You can find further information about your data protection rights at https://ico.org.uk/.
16. Third-Party Websites
Our website or social media pages may contain links to third-party websites or platforms.
We are not responsible for the privacy practices of those third parties. If you visit another website or use an external platform, we recommend reviewing its privacy policy before providing personal information.
17. Children's Privacy
Our services are primarily intended for adults unless a specific service is expressly offered to younger individuals.
Where we provide services to anyone under 18, we will take appropriate steps to handle their personal information lawfully, including any necessary involvement of a parent or guardian.
We will take particular care when collecting health information or other sensitive personal information relating to children.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal requirements.
Any revised version will be published on our website with an updated revision date.
We encourage you to review this policy periodically to remain informed about how we protect your personal information.
19. Contact Us
If you have any questions about this Privacy Policy, how we use your personal information or your data protection rights, please contact:
LEVELS-FITNESS
Website: https://www.levels-fitness.co.uk/
Email: glen@levels-fitness.co.uk
Address: Unit 1 Lynx Park Business Centre, Cranbrook, Kent, TN17 2LR
We will do our best to respond promptly and deal with your enquiry appropriately.