PRIVACY POLICY

Who we are

The Conditioning Centre ltd, trading as The Conditioning Centre.

Registered on Companies House under Company number 14108380. Our registered office adress is: 6 Endwell Road, Bexhill-On-Sea, United Kingdom, TN40 1EA.

The Conditioning Centre is registered with the Information Commissioner's Office as a Data Controller. Registration number: ZB392154

We offer One to One and Small Group Personal Training, operating from: Unit 9, Long Compton Industrial Estate, CV365LE.

We are a registered VAT Company. VAT NUMBER - 438 8007 81

Your Privacy

Your privacy matters to us, and we are committed to the highest data privacy standards, patient confidentiality, and adherence with the Data Protection Act 2018 and UK GDPR.

To disclose this to you, our Privacy Notice includes the following:

What data we collect from you.
How and why we process it.
Who we share it with, (If needed), and why.

We adopt the six core principles of data protection which are:

Lawfulness, fairness and transparency - we process personal data lawfully, fairly and in a transparent manner in relation to you, the data subject.
Purpose limitation - we only collect personal data for a specific, explicit and legitimate purpose. We clearly state what this purpose is in this Privacy Notice, and we only collect data for as long as necessary to complete that purpose.
Data minimisation - we ensure that personal data we process is adequate, relevant and limited to what is necessary in relation to the processing purpose.
Accuracy - we take every reasonable step to update or remove data that is inaccurate or incomplete. You have the right to request that we erase or rectify erroneous data that relates to you, and we will complete this task as soon as possible but guarantee to do so within a month.
Storage limitation - we delete personal data when we no longer need it. Whilst the timescales in most cases aren't set, we outline our retention strategy within this Privacy Notice.
Integrity and confidentiality - we keep personal data safe and protected against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Collection of your Personal Data

We collect your personal information via disclosure directly from you or your parent or guardian. This might be via our website contact form, via our booking system, telephone or face to face engagement.

Categories and Type of Personal Data Collected and processed.

We collect contact details from you including:

Name
Address
Telephone number(s)
Email addresses
Date of Birth

In addition to this contact information, we collect health data including:

Current and past relevant health and medication information.
Relevant lifestyle information such as pastimes or work impacting on health care.

Finally, we collect financial information where appropriate including:

Payment card details

We treat all personal data as sensitive but acknowledge that we also process special category data.

Reason for Data collection and processing activities.

Contact information is captured to enable us to contact you through various communication channels on matters directly related to your request to take part in our Fitness, Health & Wellbeing services. This could include initial start-up consultation bookings, appointment reminders, results, check-ups, and any other information which is felt to be crucial to your care. We may also, with your consent, send offers from us about our services. If users enquire about a service via our online website contact form, Name, Email and Phone number will be collected so we can respond to the enquiry.

Current and passed Medical & Health data is collected as an essential means of providing you with the safest and most efficient Fitness, Health & Wellbeing services. Without collecting this information, our service could not be delivered. Medical and Health data is collected using a "PAR-Q Form, also known as a Pre Activity Readiness Questionnaire, as required by the Fitness, Health & Wellbeing industry governing bodies.

We use the scheduling platform Mindbody to manage membership, class schedules and payments forour services. This is a third party website which requires you to register and provide personal details to log-in and join courses.

Mindbody's privacy policy is available at: https://co.mindbodyonline.com/legal/privacy-policy

The Payment processor used for Mindbody is Stripe. This platform collects information that is essential for processing online payments.

Stripe’s privacy policy is available at: https://stripe.com/en-gb/privacy

Sharing of Personal Data

We may need to share your data with other health care providers, such as the NHS, to ensure you receive appropriate treatment and care.

Securing and Processing of your Personal Data

Your data is stored within Mindbody's servers which has appropriate security processes in place. MINDBODY stores all data in servers and backup servers located in the United States. MINDBODY has Privacy Shield certification which complies with GDPR regulations related to transferring data outside of the EU. Click here for a detailed explanation of how the Privacy Shield requirements align with the new GDPR guidelines.

In the unlikely event that we lose your data, or a device on which your data resides, or it is accessed by someone unauthorised, we have a duty to inform you immediately. If the loss or unauthorised access of your data has potential to cause you harm, we will also report this to the Information Commissioners Office, who are responsible for regulating data protection legislation in the UK.

https://ico.org.uk/

Our legal basis for processing your personal data

We are required to identify one of six possible legal grounds for processing. These are:

consent
contract
legitimate interests
vital interests
public task
legal obligation

As all of our processing activities are crucial to the provision of the service which we enter into a contract with you to provide, we process your data based on that contractual relationship.

We could also process your data under our legitimate interests as all processing activities are essential for the provision of our service to you.

Where special category of data is processed, we do so Article 9 (2) h – processing is necessary for the provision of health or social care.

How long do we keep your personal data for?

We process three categories of personal data and retain this data for different periods of time.

Contact information is retained as long as the data subject is a customer of ours. Where the data subject has not used our services recently, and in the absence of a direct data subject request, we hold contact information for a period of 1 year from the last appointment.

Payment information is held by us only as long as is necessary to to help facilitate the process the payment on our scheduling software Mindbody.

Your rights in relation to personal data

Under the UK GDPR, you have rights to access and control your personal data. These rights include:

access to personal information
correction and deletion
withdrawal of consent (if processing data on condition of consent)
data portability
restriction of processing and objection
lodging a complaint with the Information Commissioner’s Office

You can exercise your rights by emailing us at coach@theconditioningcentre.co.uk

If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioners Office.

To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113.

https://ico.org.uk/concerns/

Use of cookies and other technologies

A cookie is a small text file containing information that a web site transfers to your computer’s hard disk for record-keeping purposes. A cookie cannot give us access to your computer or to your personal information. Most web browsers automatically accept cookies; consult your browser’s manual or online help if you want information on restricting or disabling the browser’s handling of cookies. If you disable cookies, you can still view the information on our web site, but the functionality of certain areas may be reduced.

For more information see our Cookie Policy Here.

Updating your communication preferences

You may ask that we do not send you communications using any of the contact details we hold on our records, this may include your email, SMS, telephone and postal information.

You may also request we restrict our communications to clinically necessary messages. If you wish to receive information concerning special offers, promotions and invitations by email or SMS you will need to request this. Your personal preferences can be changed at any time using the link at the end of every email and SMS message we send or by using our contact details below.

How to contact us?

Joel Thomas

The conditioning centre

Unit 9

Long compton industrial estate

cv365le

Warwickshire

07508732482