The Class House Gym

The Class House ("we", "our", "us") take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to it or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our participants and if applicable, their parents or guardians, and other members.

You provide information about yourself when you register with The Class House, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

The information you give us may include:

• name

• date of birth

• gender

• name of parent or guardian

• contact details such as address, e-mail address, phone number.

• contact details of a third party in the case of emergency

• We may also ask for relevant health information, which is classed as special category personal

data, for the purposes of health, wellbeing, welfare, and safeguarding. Where we hold this data, it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

Where we need to collect personal data to fulfil The Class House responsibilities and you do not provide that data, we may not be able honour or administer your membership.

Why we need your personal data.

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need your personal data is to be able to run The Class House properly, to administer memberships and provide membership services that you are signing up to when you register with The Class House. The lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services that you are registering for and/or we have a legitimate interest to ensure that The Class House is administered properly.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

 Purpose/ Processing Activity

Organising fitness classes/programmed Sending out information and updates

To respond to your enquiry

Sharing data with other staff or trainers

To fulfil any contract that we may enter into with you

Lawful Basis for processing under Article 6 of the GDPR.

Performance of a contract/Legitimate interest -to run the The Class House efficiently. For the purpose of administering classes/programmes. Performance of a contract/Legitimate interest – to run The Class House efficiently. For the purpose of administering the services of The Class House. Legitimate interest – to run The Class House efficiently.

Performance of a contract/Legitimate interest - to run The Class House efficiently. For the purpose of administering the services of The Class House. Performance of a contract

 Processing membership forms and payments

 Performance of a contract/Legitimate interest – to run The Class House efficiently.

 Sharing data with other Go Cardless and DocuSign

 Performance of a contract/Legitimate interest – to run the The Class House efficiently. For the purpose of administering the services of The Class House.

 Sharing data with third party service or facility providers

 The Class House has a legitimate interest to run the organisation efficiently. Provision of some third-party services is for the benefit of The Class House, participants and its members.

 Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

 The Class House has a legitimate interest to run the organisation efficiently. Application for funding is a purpose that benefits The Class House, participants and its members.

 Publication of contact information e.g. Classes, Website, Facebook, Registration Forms

 Performance of a contract/Legitimate interest – to run The Class House efficiently. For the purpose of administering the services of The Class House.. This data is deleted each year and renewed with your annual consent.

 Publishing photos of classes or activities or any related photography and/or videography

 Legitimate interest – To run The Class House efficiently and as it sees fit. Where possible and if reasonable grounds are identified, photography/videography can be removed / taken down on the request of those captured. (If under the age of 18, consent from the child and parent/guardian will be required prior to photo/video being published)

To ensure we understand possible health risks

Consent. We will only process details on your medical history with your consent.

Direct Marketing and Opting Out

We would like to send you marketing information, by post, e-mail, or SMS. We will only do this if you

have given your consent to your personal data being used in this way (either when you submit your

details to us or at a later stage). You can update your marketing preferences by writing to the Privacy

Officer whose contact details are below.

Who we share your personal data with

We may share your personal data with selected third parties, suppliers and sub-contractors such as Go Cardless and DocuSign who provide Third-party service and will only process your personal data for specified purposes and in accordance with our instructions.

We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

International Transfers

The Class House data processing may require your personal data to be transferred outside of the European Economic Area (EEA) such as our website and email providers. Where The Class House does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We have put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long we hold your personal data

We will normally retain your personal data for as long as you use our services and for up to 12 months after your last use of our services or your last interaction with us (for example, the last time you opened an electronic communication from us, visited one of our websites or used our facilities). We may then destroy such personal data without further notice or liability.

However, in some circumstances we will retain your personal data for a different time period, including:

i) we will retain your personal data for longer if we believe we may need it in order to respond to any claims, to protect our rights or the rights of a third party, and we will retain your personal data for longer if we are required to retain them in order to comply with applicable laws;

ii) if any personal information is only useful for a short period (e.g. for a specific marketing campaign), we may delete it at the end of that period.

We will always retain your personal data in accordance with data protection law and never retain your personal data for longer than is necessary.

If you have opted out of receiving marketing communications from us, we will need to retain certain personal information indefinitely so that we know not to send you marketing communications again.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new date you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure

to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time and will inform you of any changes in how we handle your personal data.

Contact Details

If you have any questions about this Privacy Notice, wish to stop direct marketing by us, or you wish to access or update your information then please either email theclasshousellandeilo@gmail.com

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Complaints

You also have the right at any time to complain to the Information Commissioner’s Office (ICO), the UK Supervisory Authority for data protection issues (ico.org.uk). We would however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance