PRIVACY POLICY

 

In this privacy policy, “Odin Strength & Conditioning”, whose registered office is at The Counting House, Promenade, Leven, KY8 4PJ. Odin Strength & Conditioning believe in transparency, and are committed to being upfront about privacy practices, including how your personal information is treated. Odin Strength & Conditioning have undertaken an extensive exercise to ensure ongoing compliance with the European Union General Data Protection Regulation (EU GPDR). Odin Strength & Conditioning have ensured all current business processes and procedures are in line with the GDPR rights and principles and any new processes involving personal information that are implemented will be thoroughly reviewed through a Data Protection Impact Assessment (DPIA) prior to proceeding. All company data protection procedures and policies are reviewed on an annual basis to ensure compliance.

This Privacy Policy sets out the data processing practices carried out through the use of the Internet and any other electronic communication networks by Odin Strength & Conditioning, as well as describing the types of personal information that Odin Strength & Conditioning may collect about you and the purposes for which this information is used.

1. Accepting the Privacy Policy
2. Information Collected or Received
3. How and why Odin Strength & Conditioning use your Personal Information
4. Communication from Odin Strength & Conditioning
5. Sharing your Information
6. Keeping your Information Secure
7. Odin Strength & Conditioning Retention Policies
8. Staying in Control - Your Rights
9. Privacy Policy Changes
10. Contact

1. ACCEPTING THE PRIVACY POLICY

Odin Strength & Conditioning need to process your personal information to run their business and provide you with their services. Upon visiting Odin Strength & Conditioning, contacting Odin Strength & Conditioning by the phone, or visiting Odin Strength & Conditioning website, you are accepting and consenting to the practices described in this Privacy Policy.

Odin Strength & Conditioning are based in the UK, however process personal information both within the UK/EEA and outside. Any personal information held by either Odin Strength & Conditioning or the designated third parties comply with relevant EU GDPR legislations. Third parties which process personal information outside the UK/EEA on behalf of Odin Strength & Conditioning have a recognised equivalent legislation in place such as the US Privacy Shield, or a set of GDPR compliant Binding Corporate Rules (BCR).

2. INFORMATION COLLECTED OR RECEIVED

Odin Strength & Conditioning collect personal information from gym users, Staff and Suppliers/Sub-contractors to run their business and provide you with their services. This personal information may include the following: name, date of birth, email address, contact number, company name, bank details and credit card details.

Odin Strength & Conditioning also collect the following information:

Sensitive Information: The term "sensitive information" in this context refers to information related to your racial or ethnic origin, political opinions, religion or other beliefs, health, criminal background or trade union membership. Whilst Odin Strength & Conditioning do not generally collect sensitive information unless it is volunteered by you, Odin Strength & Conditioning do have a legal requirement to collect health data for the purpose of recording your self-assessment declaring readiness for physical exercise.

Photographs and Identification: In the interests of security and the prevention of crime, Odin Strength & Conditioning may take a digital photograph of each Member or guest. Each Member or guest may also be required to provide a form of identification for verification and security purposes.

Audio-Video: Odin Strength & Conditioning use CCTV for health and security reasons. If you have any queries in relation to the use of CCTV operating in and around the clubs please contact traing@odin-gym.com. Odin Strength & Conditioning have a business legitimate interest to monitor service standards in Club.

Digital: When visiting the Odin Strength & Conditioning website, your personal information may be collected, stored and used such as traffic data, location data, web logs, communication data and resources that you access, as well as other personal information detailed above. If you connect to Odin Strength & Conditioning or register for a tour of Odin Strength & Conditioning using an external third-party application, such as Facebook, Instagram, or Twitter, these websites will have their own privacy statement which Odin Strength & Conditioning suggest that you read before giving them your personal information. Connecting to Odin Strength & Conditioning via a third-party application or service is optional and at your own discretion.

Odin Strength & Conditioning will only collect the relevant information required for the purposes of processing and will not use this information for any other purpose without obtaining consent.

3. HOW AND WHY ODIN STRENGTH & CONDITIONING USE YOUR PERSONAL INFORMATION

The information in the above, section 2, may be used for the following purposes:

- To carry out Odin Strength & Conditioning’s obligations arising from any contractual agreement;
- To contact you about non-contract aspects of your Membership, such as a change in usage patterns;
- To provide you with the information on products or services you request;
- To process payments and maintain accounts and records;
- To prevent crime, fraud and aid in the prosecution of offenders;
- To maintain Membership records;
- To improve the Odin Strength & Conditioning platform;
- To prevent or detect abuses of the Odin Strength & Conditioning website;
- To create business performance statistics and analysis;
- To enable third parties to carry out technical, logistical, research or other functions on behalf of Odin Strength & Conditioning;
- To send you newsletters and promotions, prize draws, and competitions;
- To conduct surveys and request feedback;
- To notify you about urgent comms such as a sudden closure of the gym;
- To notify you about changes to Odin Strength & Conditioning Services, Terms and Conditions, Privacy Policy and Club rules;
- To process your job application if you apply for employment at Odin Strength & Conditioning;
- To collect information about your tastes and preferences, both when you tell us and by analysis of customer traffic, including using "cookies";
- To read and respond to comments made regarding Odin Strength & Conditioning services.

Other than as set out in this Privacy Policy Odin Strength & Conditioning will not use your personal information for any other purpose without your consent, unless required to do so by law.

4. COMMUNICATION FROM ODIN STRENGTH & CONDITIONING

On occasion, Odin Strength & Conditioning may need to contact you. Primarily, these messages are delivered by email, text or phone, and every individual’s record is required to keep a valid email address and contact number on file to receive these messages.

In response to enquiries and when communicating with Members, Odin Strength & Conditioning believe that the content is relevant, valuable, interesting and beneficial to you. Odin Strength & Conditioning also believe that you would reasonably expect to receive the type of content that is sent to you as part of your relationship with Odin Strength & Conditioning. Therefore, Odin Strength & Conditioning’s current assessment is that the communication you receive is covered by the lawful basis for processing of ‘Legitimate Interest’ under recital 47 within the GPDR. For all communication sent under the basis of legitimate interest, opt-out options are provided and detailed later within this section.

For all communication where consent is the only legal basis, preferences will be collected in advance.

Please note the following messages from Odin Strength & Conditioning fall into the category of compulsory communication and therefore no opt-out options are available:

- Urgent Communication (such as, unplanned closure of all or part of the gym, reduced services, a change of opening times)

- Automatic Class Booking communication (such as, booking confirmation, waiting list movement, cancellations)

- Contract and Subscription related communication (such as, welcome emails, outstanding arrears, upcoming renewals, communication with the Odin Strength & Conditioning Member Services Support Team).

You may receive communication from Odin Strength & Conditioning via the following communication systems, all of which offer an opt-out service. Please note you must opt-out of each individual communication system should you wish to exercise that right;

Direct email communication from Odin Strength & Conditioning staff. To opt-out, email train@odin-gym.com

5. SHARING YOUR INFORMATION

Information about Odin Strength & Conditioning gym users is an important part to the business and Odin Strength & Conditioning do not sell it to others. Odin Strength & Conditioning shares member information only as described in this Privacy Policy.

Odin Strength & Conditioning have business partners and employ other companies and individuals to perform certain functions on Odin Strength & Conditioning behalf. Examples include managing our Membership database, sending texts, e-mails, analysing data, providing marketing assistance, providing personal training and providing debt collection assistance. Third party service providers only have access to the personal information relevant for performing their functions, but will not use it for other purposes. Additionally, they must process the personal information in accordance with this Privacy Policy and as permitted under the EU GDPR. Odin Strength & Conditioning will only disclose personal information to reputable companies and suppliers who process data on Odin Strength & Conditioning behalf.

Enquiries through Odin Strength & Conditioning website(s): Odin Strength & Conditioning capture data through Odin Strength & Conditioning website(s) hosted by third parties (Squarespace, TeamUp). These can be for purchasing a giftcard, booking a tour online, joining online, referring a friend online, PT enquiries online, corporate enquiries online.

Payment Collection: Odin Strength & Conditioning use third parties (Accountis, Verifone, Global Payments & Stripe) for payment collection whether that be upfront payment for membership, monthly direct debit payment for membership, one-off POS payments at reception or debt collection.

Arrears Collection: Odin Strength & Conditioning reserves the right to forward a members information to a third party debt collection agency in the event of non-payment of fees when due.

Odin Strength & Conditioning release account and other personal information to third parties when Odin Strength & Conditioning believe release is appropriate to comply with the law; enforce or apply membership or other agreements; or protect the rights, property or safety of Odin Strength & Conditioning, its users or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. This does not include selling, sharing or otherwise disclosing personally identifiable information from members for commercial purposes in a way that is contrary to the commitments made in this Privacy Policy.

Odin Strength & Conditioning may share Member details with any organisation that acquires a gym to which the Member has their Membership.

Other Websites: The Odin Strength & Conditioning website may contain links to other websites that are outside Odin Strength & Conditioning control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from this policy.

Cookies: A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Find out more about cookies on https://ico.org.uk/for-the-public/online/cookies/ Odin Strength & Conditioning use cookies to identify you when you visit this website and to keep track of your browsing patterns and build up a demographic profile. Odin Strength & Conditioning use cookies to allow registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account. Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on https://ico.org.uk/for-the-public/online/cookies/. Please note however that turning off cookies may restrict your use of our website. By continuing to use this site you are agreeing to the use of cookies as detailed within this section.

6. KEEPING YOUR INFORMATION SECURE

In regards to environmental and physical security, all Odin Strength & Conditioning employees receive full training upon commencement on employment and subsequently on an annual basis thereafter. This is completed via an e-learning platform and group training sessions. Further to this, daily, weekly and monthly audits are completed.

7. ODIN STRENGTH & FITNESS RETENTION POLICIES

Odin Strength & Conditioning have set company retention policies in place and these timescales are set in accordance with any applicable legislation and/or for any agreed legitimate reasons. Where none exists, then Odin Strength & Conditioning will keep your information for the duration of any Contract that you have entered into with Odin Strength & Conditioning, and then for a period of 7 years after, at which time all the personal information will be pseudonymised.

After that 7 year duration, Odin Strength & Conditioning will retain and use your pseudonymised information for the purpose of business statistics and analysis. GYMBOX can retract this pseudonymisation to the extent necessary to comply with any legal obligations or to resolve disputes

8. STAYING IN CONTROL - YOUR RIGHTS

Odin Strength & Conditioning understand the importance of data subjects remaining in control of their personal data. Odin Strength & Conditioning acknowledge the following rights you have under the GDPR, what they mean and how you can exercise them.

The Right to be Informed

This privacy policy states all uses of your personal information and the purposes for processing this information. Should you have any concerns or questions about our privacy policy and practices, or would like a full list of our third party processors, then please email train@odin-gym.com

The Right of Access

You have the right to access information that Odin Strength & Conditioning hold about you. If you wish to receive a copy of the information that Odin Strength & Conditioning hold, please submit a Subject Access Request form (SAR) which you can request from train@odin-gym.com. Once Odin Strength & Conditioning have received your form, they will provide a response within one month. If your request is unusually complex and likely to take longer than a month, you will be informed as soon as possible to tell you how long it’s likely to take.

Please note that whilst in most cases Odin Strength & Conditioning will be happy to provide you with copies of the information you request, Odin Strength & Conditioning nevertheless reserve the right, in accordance with section 8(2) of the DPA, not to provide you with copies of information requested if to do so would take “disproportionate effort”, or in accordance with Article 12 of the GDPR to charge a fee or refuse the request if it is considered to be “manifestly unfounded or excessive”.

The Right to Rectification, Restrict Processing, Erasure, and to Object

You can ask Odin Strength & Conditioning at any time to change, amend or pseudonymise the information that Odin Strength & Conditioning hold about you or restrict ways in which your data may be processed. You can update Odin Strength & Conditioning with amendments of personal information by submitting a request through email.

Odin Strength & Conditioning will aim to respond to any request as soon as possible, but no later than within 1 month since receipt of request. Please note that the right to erasure is not absolute and only applies in certain circumstances. For further information on this please visit the following link to the ICO’s website, https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/

Right to Data Portability

You have the right to request that your personal data is transferred by Odin Strength & Conditioning to another organisation (this is called “data portability”). Please contact us at train@odin-gym.com with the details of what you would like for Odin Strength & Conditioning to do and Odin Strength & Conditioning will endeavour to comply with your request. It may not be technically feasible, but Odin Strength & Conditioning will work with you to try and find a possible solution.

Right to Prevent Automated Decision Making

You have a right to ask Odin Strength & Conditioning to stop any automated decision making. Odin Strength & Conditioning do not intentionally carry out such activities, but if you do have any questions or concerns Odin Strength & Conditioning would be happy to discuss them with you so please email any concerns or queries to train@odin-gym.com

9. PRIVACY POLICY CHANGES

Odin Strength & Conditioning may make slight changes to the Privacy Policy, Terms and Conditions and Club Rules, however, will never materially change policies and practices to make them less protective of member information collected in the past without the consent of affected members. Odin Strength & Conditioning will display signage with details of any changes to these notices and conditions, but an up to date version will always be available on the website.

10. CONTACT

If you have any questions, comments or concerns about data privacy at Odin Strength & Conditioning, please e-mail thorough a description to train@odin-gym.com and Odin Strength & Conditioning will endeavour to resolve the issue for you. Alternatively should you wish to escalate any concerns or questions, rather than contact Odin Strength & Conditioning directly, please contact the supervisory authority The Information Commissioner’s Office (ICO). For more information please visit the ICO’s website https://ico.org.uk/.