PRIVACY POLICY

PERSONAL INFORMATION WE COLLECT

We may collect and process the following data about you summarised by category:

 

Members, non-members and guests

 

Contact and identification details
We record your name, date of birth, postal and email addresses and telephone number(s) when you sign in as a guest at Cotton Fitness Club. If one of our members makes a booking for you as a guest or recommends you as a friend they may provide us with your name, phone number and email address.

 

Payment details
If you pay for goods and services in our clubs by card we do not save your payment card details.

 

Usage and attendance details
We may capture your image on CCTV when you visit our club.
If you enquire about information we record your email address for direct marketing purposes.

 

Correspondence and incidents
If you contact us we may keep a record of that correspondence and any comments and responses you submit.
If you are involved in an incident at our club, we will record details of the incident.

 

Members

 

In addition, if you are a member of our club, we may collect and process the following data about you summarised by category:

 

Contact and identification details
We record your date of birth and gender. We will also take your photograph when you join. We store any medical history and if you give us evidence in support of your membership application, we will keep it on file.

 

Payment details
We keep details of your membership package and fees for you and others linked to your membership and the payments you make to us.  Only if you pay your membership and other fees by direct debit do we keep a record of your bank details.

 

Usage and attendance details
We keep a record of when you use our facilities and do a class. We keep a note guest passes issued to you. We keep a record of your health and fitness goals if you choose to share them with us.

 

Your personal circumstances
If you give us evidence of a medical condition in line with our cancellation or suspension policy we will keep it on file.

 

Non-members and guests

 

If you are not a member we use the information that you provide or that we collect  in line with this Privacy Policy  on the basis of our legitimate business interests unless otherwise stated for the following purposes:

 

Contact and identification details
We use your contact details to respond to your enquiry or manage your booking and  to let you know about our products and services which may be of interest (including through the use of email, phone and text  if you have agreed to receive this information from us electronically).

 

Payment details
We use your payment card details to collect payment for goods and services.

 

Usage and attendance details
We use CCTV for the prevention and detection of crime and the health and safety of guests, members and staff.

 

Correspondence and incidents
We use your feedback to improve our facilities and services and to assist us in dealing with any query you may have. We record details of incidents to comply with our obligations under health and safety legislation.

 

Members and ex-members
If you are a member we use the information that you provide or that we collect  in line with this Privacy Policy and our Terms and Conditions of Membership and  on the basis of our contract with you and our legitimate business interests unless otherwise stated.

 

Where we store your data
Our software is provided by Virtuagym which stores the data with Amazon Web Services in Ireland.

 

Your data is stored securely
Cotton Fitness Club employees are entrusted with keeping your data secure and Virtuagym has a team of information security specialists fully dedicated to keeping data secure.

 

Erasing data
Data can be erased upon request.

 

Who has access to my data?
Employees of Cotton Fitness Club + Virtuagym. Both only access the data if this is required for providing a service.

 

SHARING YOUR INFORMATION WITH OTHERS

We value your privacy and do not sell your information to any third parties under any circumstances.

 

HOW LONG WE KEEP YOUR INFORMATION

We keep the information  that you provide or that we collect only for as long as we need to in line with the reason it was collected.

 

YOUR RIGHTS

You have the right to make a request for a copy of the personal data that we keep about you or to correct the details that we hold about you. We will respond within one month.

 

SECURITY AND LIABILITY

In order to comply with our obligations under Data Protection law, we will protect your personal data from unauthorised access, misuse, alteration or loss by using commercially reasonable security measures. Any payment transactions will be encrypted using SSL technology.

 

If you would like to know what personal information we hold about you, or would like us to correct the details we hold about you, you should write to the address below or email  reception@cottonfitnessclub.com, enclosing proof of your identity (such as a copy of your passport or driving licence) and asking to see your personal information or asking us to correct the relevant information. You will have to give us enough information so we can identify the personal information you have asked to see or have corrected. We do not have to respond to your request until you have given us the information we need. We will contact you within one month of your request or, where we have asked for further information to identify you, within one month of receiving such information.

 

You have the right to receive the information in a portable electronic form. If your request is by email from the address that we hold for you we will respond by email to that address.
You have the right to ask us to erase your personal data under certain circumstances.

 

You have the right to ask us to stop processing your personal data where the processing is based on our legitimate interests. This does not include processing which is in line with our Terms and Conditions of Membership, for example payment processing. If we believe we have a legitimate reason for processing your personal information including for the defence of any legal claims we may decline your request.

 

Under certain circumstances, for example if we decline your request to stop processing, you have the right to ask us to restrict the processing of your personal data.

 

UPDATING YOUR MARKETING PREFERENCES

We may use your personal information to provide you with marketing information about our products and services such as newsletters, product updates, surveys, company announcements and invites to events that will be of interest to you.

 

You can opt out of receiving marketing messages at any time by following the unsubscribe links located within any electronic communication from us. You can also contact us by emailing reception@cottonfitnessclub.com

 

Please note that, even if you opt out of receiving marketing messages, we may still send you service related communications where necessary.

 

YOUR RIGHT TO COMPLAIN

If you are unhappy about how your personal data is being processed you should raise your concern with us by speaking to us in person or sending an email to: reception@cottonfitnessclub.com