INTRODUCTION

At Vive Fitness we are committed to protecting your privacy.

We collect and process personal data about you 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 fulfill other legitimate interests.

Our Privacy Notice explains how we collect, use, share and protect your personal information. When we update this policy we will post any changes on our website.

In addition when visiting our website we will provide you with “just in time” notices at the moment of data collection.

If you have any queries about this Notice please contact us at F&S Fitness Ltd, 10 Philpot Lane, London, EC3M 8AA Alternatively send an email to theteam@vivefitness.co.uk

IDENTITY OF DATA CONTROLLER

The Data Controller in respect of this Privacy Notice is F&S Fitness Ltd.

 

WHEN DO WE COLLECT INFORMATION?

We collect your personal information when you:

• Complete an Online Membership Agreement
• Subscribe to our newsletter
• Book or attend an exercise class or lesson
• Ask us for more information about a product or service, or contact us with a question or complaint
• Visit or browse our website. The Company uses traffic log cookies to identify which pages are being used. This helps the Company analyse data about web page traffic and improve the Company’s website to tailor it to the customer needs. The Company only uses this information for internal optimisation purposes. Additionally, you can choose to accept or decline cookies. However, declining cookies may prevent you from taking full advantage of the website
• Contact our Member Services support team through telephone, email or online chat
• Send an email to an @vivefitness.co.uk. email account
• You have an accident in our gym or there was an incident where you were a witness or personally affected
• When you book classes, courses and inductions
• CCTV – when you are using our gyms.
• When you use the Vive Fitness app
• When our teams take photos of your attendance at the gym, part of an event or in a class (Your permission will be asked beforehand)

We may also collect, match or acquire information about you from other organisations such as Google and Facebook.

WHAT INFORMATION DO WE COLLECT?

The information we collect is required for the purpose of creating your Member Account and for you to enroll in our gym. Such information allows you to be identified as a member of Vive Fitness and includes:

• Name, e-mail address, postal address, telephone number, health declaration and whether you require disabled access
• Credit or debit card information, information about your bank account number and sort code or other banking information. Note that we do not store your bank or credit card details on our web servers
• Your usage records and duration of visits
• Your contact with us, such as a note or recording of a call you make to our contact centre, an email or other records of any contact you have with us
• 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 administration purposes, to improve your website experience, and marketing. We may need to share your information with our service providers, associated organisations and agents for these purposes.  We may use your information to:

• Carry out an identity check as part of your membership application.
• Process your membership application through Glofox, our chosen membership software
• Bill you for using our services as part of your membership
• Keep you informed about our services including operational matters relating to your Membership
• Provide relevant services to you
• Confirm your attendance to exercise classes or lessons
• To share gym event photos on our internal social media platform called workplace (Your permission will be asked first before a picture is taken)
• Contact you with offers or promotions (unless you choose not to receive our marketing messages)
• 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

We’ll store your information for as long as you are a Member of Vive Fitness, or following cancellation and to meet legal requirements including 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, or a payment made on the membership account.

Opt out

F&S Fitness will only send you information relating to your membership. We will not share your data with any 3^rd parties for marketing purposes. If you cancel your membership with Vive Fitness we will only send you information that we think will be of interest to you. If you want to opt out of receiving marketing messages from us, please visit your profile section within the Members Area of the website. You can choose to opt out of all marketing or select your marketing preferences. Alternatively, if you are no longer a member, and wish to remove your consent to receive marketing please contact by email to theteam@vivefitness.co.uk

DO WE USE COOKIES?

F&S Fitness might use cookies (small text files stored in your browser) and other techniques such as web beacons (small, clear picture files used to follow your online activities). These collect information that tells us how you use our websites, web-related products and services. The use of cookies does not give us access to the rest of your computer.

This, in turn, helps us make our website relevant to your interests and needs. We may use a persistent cookie (a cookie that stays linked to your browser) to record your details so we can recognise you if you visit our website again.

You can choose to refuse cookies, or set your browser to let you know each time a website tries to set a cookie.

Please note however that if you disable our cookies you may not be able to access certain services or facilities on our sites and your use of our sites may be restricted. This could include joining or logging in to your members area.

KEEPING YOUR PERSONAL INFORMATION SECURE

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) aren’t secure unless they’ve been encrypted. Your communications may go through a number of countries before being delivered – as this is the nature of the internet. We can’t accept responsibility for any unauthorised access or loss of personal information that’s beyond our control.

WILL WE DISCLOSE THE INFORMATION WE COLLECT TO OUTSIDE PARTIES?

We may share information about you with:

• Service providers, agents and associated organisations to allow us to service your membership and communicate with you; for example, financial institutions to process payments, and freelance personal trainers when you sign up to classes
• Law enforcement agencies, regulatory organisations, courts or other public authorities where we have a legal obligation to do so

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

If we’re reorganised or sold to another organisation, we may transfer any personal information we hold about you to that organisation. We will inform you if we do.

THIRD PARTY TRACKING

We use tools such as Google Analytics for collecting personal data about our website visitor’s online activities over time and across different web sites for marketing purposes. This is so we can ensure our website gives you the best possible experience.

YOUR PRIVACY RIGHTS

You have the following rights in relation to your data privacy: the right of access; the right of rectification; the right of erasure (the “right to be forgotten”); the right to restriction of processing; the right to be notified; the right to data portability; the right of objection; and the right to not be subject to automated profiling.

Access.  You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. Please contact us through email to theteam@vivefitness.co.uk, the contact us section of the website or writing to the address below.

Rectification.  If you believe we’re holding inaccurate information about you, or your personal details change, please update your profile on the Vive Fitness website in the member’s area. Debit, Credit and Bank account changes can be made in your members area on the Vive Fitness website.

Erasure. You have the right to the erasure of the data we hold on you, when it is no longer needed for the purposes of your Membership, or when you withdraw your consent for our processing (and we have no other lawful basis to hold your data).

Restriction. You have the right to ask us to place restrictions on processing your data in certain circumstances.

Notification. You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.

Portability. You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.

Object.  You have the right to object to data processing of your personal data for direct marketing or profiling purposes.

Profiling.  You have the right not to be subject to any decision based on automatic processing of your personal data.

The address to be used to obtain a copy of your personal information is: F&S Fitness Ltd, 10 Philpot Lane, London, EC3M 8AA. You can also contact us by emailing theteam@vivefitness.co.uk

CHANGES TO THIS PRIVACY NOTICE

We will update this privacy notice to reflect the way in which we process and protect your data. If we do so, we will post notice of the change on our website and you will have the opportunity to adjust your communications preferences via your Member Profile within the Members Area of the website