Strength and conditioning facility

Privacy Policy

 

InTouch CrossFit respects your privacy and pledges to maintain the confidentiality of your personal information.  All personal information you share with us is maintained in accordance with the Data Protection Act 1998 and in line with the recent changes with the General Data Protection Regulation 2018.

 

WHO WE ARE

InTouch CrossFit is a family run sector of the Old Emanuel Rugby Football Club at Blagdons Sports Ground. Our registered office is 9 Bridle Close, Surbiton Road, Kingston Upon Thames, Surrey, KT1 2 JW, registered in England under Company No 10477221.

 

PERSONAL INFORMATION WE COLLECT

We may collect and process the following data about you:

 

We use the information that you provide or that we collect in line with this Privacy Policy, our Terms and Conditions of Membership and our Website Terms of Use on the basis of our contract with you and our legitimate business interests unless otherwise stated for the following purposes:

 

Contact and identification details

Members, non-members (free taster & drop-ins):

We record your name, postal & email address, telephone number, date of birth and gender. In order to better provide health and fitness services to you and tailor your CrossFit experience, we also ask for medical and injury information as well as your fitness and CrossFit background. We store your username and password if you register online with us. You may also upload a photo/image for your profile.

 

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.

 

If you attended for a free taster or drop-in not via the website (turning up on site), you will have completed a paper participation questionnaire and waiver, which we store in a locked secure cabinet.

 

Enquiries: If you make an enquiry on our website, we record your name and email addresses.

 

Everyone: 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

Members: We keep details of your membership package and fees for you and others linked to your membership and the payments you make to us.  If you pay your membership and other fees by direct debit we keep a record of your bank details stored on our Zen Planner database.

Non-members: If you pay for goods and services by card we record your payment card details.

 

Usage and attendance details

Members: We keep a record of when you attend classes at InTouch CrossFit on your profile. We keep a record of your health and fitness goals if you choose to share them with us.

Everyone: We may capture your image on CCTV when you visit us, on site at Old Emanuel RFC, Blagdons Sports Club.

 

Session and device details

Members: If you use our mobile app we record your usage data and location (if your device settings allow).

Everyone: We record your name, email address, your device’s MAC address and IP address if you log on to our wireless network.  If you use our website we record information about the URL you came from, your device’s IP address, your browser type and information about where your device is located.

 

Correspondence and incidents

Everyone: If you contact us we may keep a record of that correspondence and any comments.

If you or your child is involved in an incident on site, we will record details of the incident.

 

Your personal circumstances

Members: If you give us evidence of relocation, redundancy or a medical condition in line with our cancellation or suspension policy we will keep it on file, unless you request otherwise.

 

Details held by Zen Planner

Members & Non-members (free tasters & drop-ins): As a member of InTouch CrossFit, your details are stored with Zen Planner, the provider of our membership and booking system. Please see Zen Planner’s own Privacy Policy: View here

 

Details about your child

If your child attends a supervised activity at InTouch CrossFit, we keep a record of their attendance, emergency contact details and essential health information e.g. allergies.

 

SPECIAL CATEGORIES OF PERSONAL DATA

We may process information about your health or your child’s health, for example to ensure the safety of your child or to comply with our obligations under health and safety law.

 

Where the processing is to provide a service to you, we will always ask for your agreement. If you are not happy for us to have this information you do not have to agree, and you can change your mind at any time. This however, may mean that your child is unable to take part in a supervised activity.

 

SHARING YOUR INFORMATION WITH OTHERS

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

 

If, in the unfortunate event that a medical emergency were to occur whilst you are on site, we may share information you have provided, for your own health and safety, as requested by medical professionals.

 

As a member of InTouch CrossFit, your details are stored with Zen Planner, the provider of our membership and booking system. Please see Zen Planner’s own Privacy Policy: View here. We share your card and bank details with our secure payment providers (Netbanx & PaySafe) to process card transactions and direct debit payments.

 

We do not share your contact details and preferences with mailing houses, marketing agencies, or other distributors for the distribution of information to you.

 

If you actively choose to be on our Social Media platforms, we may share information on those platforms, to communicate with you about class/site updates, events, competitions, advice and tips. This may also involve sharing photos and videos taken at InTouch CrossFit. If you wish to be on these platforms but not to be included in any photos/videos update your preferences on your personal profile.

 

We may share your data with anyone to whom we transfer or may transfer our rights and duties under our agreement with you, if we have a duty to do so or if the law allows us to do so. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. We share data with third parties who will help process or administer our services or who will provide advice and take action in relation to the collection of debts.

 

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.

 

Non-members and guests

We keep your contact details for up to six months after your last enquiry.

 

Members & ex-members

We keep your contact and identification details, usage and attendance details and information about your personal circumstances during your membership and for one year after it ends so we can respond in the event of any query about your membership. We may keep certain information for longer than this if we have a compelling reason for keeping it, unless you request that your data/information be deleted.

 

We keep details of incidents for three years after the date of the incident. For example, an injury that may have occurred on site.

 

We only keep payment details during your membership.

 

CCTV recordings are deleted automatically after 40 days unless they are retained in connection with an investigation, in which case we keep them until after the investigation is concluded.

 

We store details about your child for a year. We will ask you for a new health and safety form for your child each year.

 

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.

 

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 InTouch CrossFit, Old Emanuel RFC, Blagdons Sports Club, Beverley Way, New Malden, Surrey, KT3 4PU or email intouchcrossfit@gmail.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 email us directly to let us know: intouchcrossfit@gmail.com

 

Please note that, if you are a member of InTouch CrossFit, even if you opt out of receiving marketing messages, we will continue to receive communications relating to your membership 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 first - see “Contacting Us” below. If you are not happy with the way that we deal with your concerns you can contact the Information Commissioner’s Office (ICO) at www.ico.org.uk

 

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy at any time. Any such changes will be posted on our website. If you continue to use our services after we have changed this Privacy Policy, the updated version will apply.

 

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. Our website uses sophisticated security and safeguard measures to protect users' information to ensure that your credit card will be protected against fraudulent use while on our site. Please see Zen Planners privacy policy for further details: View here

 

Nothing in this policy in any way excludes or limits our liability for negligence causing death or personal injury or for fraudulent misrepresentation.

 

Unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of any data transmitted to our site; any transmission will be at your own risk.

 

We are not responsible or liable to you for any loss or damage you may suffer or incur in connection with your use of our online services which is caused by any event beyond our reasonable control including the electronic transmission of information, content, material and data over the internet and the interception and decryption of it by others.

 

We are not responsible to you for any losses or damage you may suffer caused by any distributed denial-of-service attack, or any viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful and which may infect, contaminate or damage your computer equipment or computer programs, or cause damage to software or damage to or loss of data unless caused by our negligence. You should ensure that you use appropriate virus checking software and firewalls.

 

Whilst we have taken reasonable steps to ensure the accuracy, currency, correctness and completeness of the information contained on our website, we do not check, review, monitor, verify or endorse any information, content, material or data collected from or provided by third parties which is displayed on or is otherwise available from our website or any third party websites or services which you can access from our site. We are not responsible to you for any loss, damage or injury you may suffer or incur in connection with such information, content, material or data. It is your responsibility to check that such information, content, material or data is accurate, current, correct and complete.

 

If your personal data is accessed by an unauthorised third party, we will not be responsible for any direct or indirect damage caused as a result of such unauthorised access.

 

Where we have given you a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

 

Whilst we take all reasonable steps to ensure that our website continues to be available there may be times when it is not available. This may be for reasons relating to the maintenance of, or alterations to, the website or for reasons beyond our control. We are not responsible to you if the website is unavailable.

 

CONTACTING US

All questions, comments and requests regarding this privacy policy should be addressed intouchcrossfit@gmail.com

 

Or by writing to:  InTouch CrossFit, Old Emanuel RFC, Blagdons Sports Ground, Beverley Way, New Malden, Surrey, KT3 4PU

 

 

CrossFit Journal: The Performance-Based Lifestyle Resource

Copyright © 2019 InTouch CrossFit | All Rights Reserved

Terms and Conditions

Privacy Policy

Registered address: 9 Bridle Close, Surbiton Road,

Kingston upon Thames, Surrey, KT1 2JW

Registered number: 10477221

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InTouch CrossFit

Blagdons Sports Ground,

Beverley Way, New Malden,

Surrey KT3 4PU

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07719 934 516

B&W photos by Voyteck Photography

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