Information may be collected in-person (for example when you are using the centre or making a booking), over the telephone, or online (such as through our website or our social media pages), in order:
– to fulfil your request for information or services
– to provide and improve our services
– as part of the process of consultation
– to prevent and detect fraud
CLC is committed to complying with the Data Protection Act 1998, the General Data Protection Regulation (GDPR) from 25th May 2018 and The Privacy and Electronic Communications (EC Directive) Regulations 2003. By using our website, our centre and services, you are consenting to us processing your information in the ways stated here.
1. What information do we collect and why?
The basis on which we collect and process your data is usually through consent. Sometimes there is a contractual reason such as being able to process a monthly direct debit payment. Occasionally there may be a legal reason for collecting data, such as for employees when we have to collect the information for the HMRC, or, should you have an accident, we may need to provide details of this to the relevant health and safety authorities. We may also process your data based on our legitimate business interests for example in order to operate and improve our business.
2. The information we collect may include any of the following:
Any personal details you give us or we obtain from third parties.
Information you type into our website or provide to one of our colleagues such as when you become a member, make a booking, sign up as a volunteer, visit the centre or engage with us through an outreach event (for example, our stand at the Camelford Show). This information may include your personal contact data, health- or fitness-related data. We use this to provide you with the services you request, tell you about services you are eligible for, to keep in contact with you, manage your account and the services we provide. If you contact us by email, via the website, through social media channels (e.g. Facebook Messenger), in person or by telephone we may keep a record of your contact information and enquiry and may subsequently use your contact details to respond to your enquiry.
Information which allows us to recognise you.
Such as a unique member ID, an email address or your photograph; storing this data saves you from re-entering your details again when you return to the centre. We will use this information to ensure that your member access to the centre, or your access to other services that you have booked, are not misused if lost or stolen and helps us identify you to ensure we support you whilst using the centre and on activities that we run.
Details of your transactions.
We collect data for any transactions you carry out so that we can administer the services you have with us.
We may need to collect any personal health data you provide to us when registering and signing up for classes or other fitness services. We collect this information to ensure we are offering you the right services and so your progress can be tracked by yourself and us. We may ask you for information about your health in order to recommend appropriate exercise regimes or offer our other services that may be suitable for you.
We will store your bank account number and sort code data where you have a Direct Debit mandate in place. When the Direct Debit mandate finishes we will remove this data from our operational systems within 30 working days.
We process bank card information at the time we take payment. This data is not stored on our systems and is processed on Payment Card Industry Data Security Standard compliant banking systems.
Information about website visits including IP address.
We will record customer comments and surveys about how we are performing.
Other Sensitive data
We are sometimes required to collect information about your ethnicity and other sensitive data in order to provide aggregated reports to funders, a local authority or commissioning groups. This information is used only for statistical purposes and is always kept secure. If you prefer not to provide us with this data we will not hold this data.
Your communications preferences.
We keep a record of any permissions and preferences you give us about what types of communication you are happy to receive from us.
3. Data relating to children
Our services are used by people of all ages. CLC may collect personal information from individuals under the age of 13. If you are under 13 we do not allow you to post information about yourself in any CLC forums or community areas. CLC accepts no liability if this instruction is ignored.
Children aged under 13 years must have a parent or guardian’s consent before providing personal information to us. We do not wish to collect any personal information without this consent.
4. How do we store and protect your personal information?
These are the basic guidelines we use to look after your personal data.
– We maintain secure systems to protect your personal information
– We respect your wishes about how we contact you, whether by post, telephone, email or text message
– We will update your information or preferences promptly when you ask us to
– We will respond fully to requests from you to see the information that we hold on you.
– We will not hold your personal information for longer than is necessary for our legitimate business purposes.
– We follow strict procedures when storing or handling information that you have given us.
– We will never sell your personal information to a third party.
CLC reserves the right to store and process information securely outside of the European Economic Area (“EEA”).
5. Retention Policy
We retain personal information as long as we consider it useful to contact you, or as needed to comply with our legal obligations. Where data is not needed for legal or statutory purposes we will delete this information if you request. You may request your data to be deleted by sending an email to email@example.com, telephoning the centre on 01840 213188, or visiting the centre during opening hours.
6. Services provided by contracted third parties
CLC may share information with third party organisations that provide specific services on our behalf which enhance our products and your experience with us. These organisations act as a Data Processor under our instructions. They may process data securely outside of the EEA. There is a contract in place with each third party which includes strict terms and conditions to protect your privacy.
7. Leisure and Health Partners
CLC sometimes runs services on behalf of other organisations such as Local Authorities, NHS, Clinical Commissioning Groups and Trusts. These services are often run under a contract agreement. Data may be shared with these organisations at a summary level but not at a personable identifiable level, unless you have provided your explicit consent to share your personally identifiable information with them.
8. Marketing Partners
CLC will never sell your personal information to any third party for marketing or other purposes.
In some cases, CLC works in partnership with other organisations to provide services to you. In these cases, the partner may contact you for marketing purposes if you have given the partner organisation your permission to do so.
9. How do we use your information?
We use your information to help us provide and improve our services for you. We may use your information in the following ways.
– to provide you with any services that you have purchased or received free as part of a health or other scheme
– to check your identity
– to check your eligibility where appropriate
– to update our records with any new information you give us
– to notify you if we will be unable to provide a service you have booked before
– to provide marketing communications (if you have given us your permission)
– for research and analysis so we can develop and improve our services for your benefit
– to tailor our communications to you to ensure relevance (if you do not want us to do this please contact us using the details below)
– to comply with legal requirements.
– to safeguard users of our services
10. Keeping you updated
There are certain communications we need to send to you so we can provide our services. We call these service communications and include for example notices about your direct debit payments, booking confirmations, event or appointment reminders and waiting list announcements. We would not be able to provide you with services if we did not send these.
We may from time to time contact you about our services or products we think you might find interesting by email, by post, telephone or SMS, but only if you have given us your permission to do so.
If you do not want us to contact you other than for service emails let us know when you next visit us or contact us using the details below.
You may also opt-out of email or any other communications by contacting the CLC management team using the contact details below, or visiting the centre during opening hours.
11. Your rights to manage your personal data
Accuracy of data
We will always try to ensure the data we hold about you is accurate and relevant. If you believe the information we hold about you is out of date or incorrect, please contact the CLC management team using the contact details below, or visiting the centre during opening hours. We reserve the right to request a form of identification from you to make any changes.
Seeing your data – subject access request
The Data Protection Act 1998 and the General Data Protection Regulation give you the right to know what personal information we hold about you. This is called a Subject Access Request. If you would like to make a request you should write to the Data Controller using the contact details below.
Removing your data
If you no longer use our services and products and wish us to delete your personal data we will do this if there are no legal or statutory regulations requiring us to keep this information. Please write to the Data Controller using the contact details below.
You can contact us using the details below to restrict the processing of your data including some processing we do under legitimate business interests.
Transferring your data
In some circumstances you can ask us to transfer your information to another organisation, for example partners we work with.
Complaints about how we manage your data
If you are not happy about the way we manage your data please contact us as quickly as possible by contacting us using the contact details below. You may also write to the Data Controller who will investigate your complaint and get back to you as soon as possible and in accordance with our Complaints Procedure.
Information Commissioner’s Office (ICO)
The ICO is the UK’s independent authority set up to uphold information rights. If you wish to know more about your rights in respect of protection of personal data, you should write to the:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or telephone 0303 123 1113 (or 01625 545745 if you would prefer not to call an ‘03’ number).
Or visit their website: http://www.ico.gov.uk
12. Links to other websites
Our website may contain links to and from external websites, advertisers and affiliates. If you follow a link to other websites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.
14. Contacting us
You may contact us in the following ways:
Write to us at:
Camelford Leisure Centre Ltd.
Telephone: 01840 213188
Document last updated: 24th May 2018
Cookies are small files, which are transferred from websites and stored on your computer’s hard drive.
We may make use of traffic log cookies for website statistics (e.g. Google Analytics) to tell us how you use our website. These are used for analytical purposes, for example to count the number of visits to the website, to identify which pages are being used and to evaluate and improve the effectiveness of certain pages on our site. We only use this information for statistical analysis purposes and then the data is removed from the system.
Cookies also allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Overall, cookies help us provide you with a better website, by enabling us to monitor whether pages are useful or not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
2. Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
3. Controlling your personal information
Write to us at:
Camelford Leisure Centre Ltd.
Telephone: 01840 213188
Document last updated: 22nd May 2018