Privacy Policy

Who We Are

In Trim Gym Ltd. is a company registered in the UK providing health and fitness services, primarily through our health club in Sheffield.

We take your privacy seriously, and this notice describes how we collect, store and use any information you chose to share with us. This notice covers both customers of our gym and fitness studio, and also users of our website: http://www.in-trim.co.uk

Respecting Your Privacy

We are committed to ensuring that your privacy is protected. Any time you provide us with information you can be assured that it will only be used in accordance with this privacy notice.

About This Notice

If you have any enquiries related to how we use your personal information or any particular aspects of our privacy policy you can contact us. The individual responsible for ensuring your privacy is respected by In Trim Gym Ltd. is:

Karen Graves

You can contact us in writing at:

In Trim Gym Ltd.
12a Ridgeway Rd,
Sheffield,
S12 2SS

Or you can email: privacy@in-trim.co.uk

We may change our privacy policy occasionally. You should check this page from time to time to ensure that you are happy with any changes. The current version of this privacy notice is effective from 11th May 2018.


Information We Collect and Process

The amount and type of information we record and process depends upon your relationship with us.

We collect and process personal information provided by potential customers when they contact us to enquire about our services because it is necessary before entering into a contract with us.

We collect and process personal information provided by customers because it is necessary for the pusuit of our legitimate interests:

  • Providing our customers with health and fitness services
  • Protecting our customers, employees and other individuals and maintaining their safety, health and welfare
  • Understanding our customers' behaviour, activities, preferences, and needs
  • Improving existing products and services and developing new products and services
  • Complying with our legal and regulatory obligations
  • Managing insurance claims by customers

Additionally, we will ask for your specific consent before undertaking the following activities:

  • Communicating with you for marketing and advertising purposes
  • Recording and processing special categories of data which may be sensitive in nature (e.g. health-related information)

We want to be completely transparent about how and why we use your personal information. The tables below document all the types of information we collect, and what we use it for in each case.

Making an Enquiry

If you are not a customer, but make an enquiry through our website, via email, phone or in person in the club, we will request the following information:

Details Purpose
Name

To allow us to contact you back and respond to your enquiry.

Email Address
Optional
Phone Number
Optional
Fitness Goals
Optional

We use this to suggest the most relevant services to meet your specific health and fitness needs.

This also ensures that offers and promotions we may make you aware of are relevant to you.

An email address is required for enquiries made through our website, but is optional in other cases.

If you opt-in we may also contact you by email and/or SMS with relevant special offers and promotions.

Customers

If you decide to become a customer of In Trim Gym Ltd., we will request the following identity/contact information:

Details Purpose
Name

To allow us to identify you as an individual and contact you in relation to arranging appointments, and payment related issues.

Email Address
Optional
Phone Number
Optional

If you opt-in we may also contact you by email and/or SMS with information about changes to services, opening hours, facilities improvement, and special offers and promotions.

Photograph

Our reception staff may need to verify your identity when you - or someone claiming to be you - uses our club.

Home Address

We send you important information regarding your membership (a welcome pack) when you join.

We may need to contact you by post for payment reasons.

We also use this information to better understand the demographics of our customer base.

Date of Birth

For safety reasons we have age restrictions on use of the club and certain pieces of fitness equipment.

Gender
Optional

We use this to ensure that offers and promotions we may make you aware of are relevant to you.

We also use this information to better understand the demographics of our customer base.

How You Heard About Us
Optional

We use this information to improve our marketing and advertising activities.

We may also collect and store other information related to your health and fitness condition:

Details Purpose
Health Status

This information is recorded on a form known as a Physical Activity Readiness Questionnaire (PAR-Q). It is required to:

  • Ensure your safety while using the club
  • Make sure that any advice we provide you with is appropriate to your individual needs
  • We are also required to record this information as a condition of our insurance provider

Filling out a PAR-Q form is a precondition of using the club. However, due to the potentially sensitive nature of this information we will request your specific consent before we record it.

Fitness Goals
Optional

We use this to ensure that any support we provide is appropriate to your needs.

This also ensures that offers and promotions we may make you aware of are relevant to you.

Accident Records

In the unlikely event that you are involved in an accident while using our facilities, we will need to record details about the incident. This is a legal requirement.

Tracking Your Fitness

If you choose to attend a fitness appointment, we will record information about your level of fitness and also health and lifestyle information.

Details Purpose
Fitness Status

In order to help you meet your fitness goals, and ensure you are following our exercise and diet advice in a safe and appropriate manner, we record and track information including, but not limited to:

  • Weight
  • Body measurements
  • Dietary information

Providing this information is a precondition of a fitness appointment. However, due to the potentially sensitive nature of this information we will request your specific consent before we record it.

Additional Information We Record

We also record the following information about our customers when they use the club:

Details Purpose
Attendance

To ensure that customers are using the club within the terms of their specific package.

To establish whether our customers are on the most cost-effective package for their usage pattern.

We also use this information to improve our products and services by better understanding the behaviour of our customers.

Payment

To ensure that customers are entitled to make use of the club.

Feedback
Optional

We ask our customers to provide feedback about our performance as a business.

We record and analyse this information to enable continuous improvement of our services and support staff training.

CCTV

Most areas of the club are covered by a CCTV system. This is to ensure the safety of our customers and staff.


Sharing Information With Other Companies

We will not sell, distribute or lease your personal information to third parties unless we have your consent or are required by law to do so. We use a number of service providers to process data on our behalf and have confirmed that they apply appropriate data protection and security controls.

SendInBlue

If you have opted-in to being kept informed with club news and special offers by email we use a bulk emailing service provided by SendInBlue. SendInBlue is a company registered in France, and their website is www.sendinblue.com. We share the following information with them:

  • Name
  • Email Address

TextAnywhere

If you have opted-in to being kept informed with club news and special offers by SMS we use a bulk texting service provided by a TextAnywhere. TextAnywhere Ltd. is registered in the UK, and their website is www.textanywhere.net. We share the following information with them:

  • Phone Number

GoCardless

If you choose to pay us using direct debit, we use a payment provider called GoCardless. GoCardless Ltd is registered in the UK and their website is gocardless.com. You provide your details directly to GoCardless; we do not share your details with them.


Use of Our Website

The following aspects of your privacy are related specifically to use of our website: http://www.in-trim.co.uk

Cookies

Our website uses a technology called cookies for the following purposes:

  • Tailoring the website to you as an individual by remembering your preferences.
  • Monitoring website traffic and identifying which pages are being used. This allows us to improve our website by better understanding how it is used.

Overall, cookies help us provide you with a better website. 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.

To learn more about how cookies work, how to control them, and the individual cookies used by this website, please refer to our Cookies Page.

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 which you provide whilst visiting such sites and such sites are not governed by this privacy notice.

You should exercise caution and look at the privacy statement applicable to the website in question.


Controlling Your Personal Information

Whenever you provide us with personal information we will use the details you provide in reference to that specific enquiry or sales transaction.

You may also opt-in to being contacted from time to time with with details of offers or promotions which may also be of interest to you. If you have previously agreed to us using your personal information in this way, you may change your mind at any time by writing to us or emailing us at privacy@in-trim.co.uk.

You can also use the "opt-out" or "unsubscribe" link in any marketing email you receive from us.

Information Requests

The current regulation governing use of personal information in the UK provides individuals with the right to request a copy of any personal information which we hold about you. We will respond to any such requests within one month.

Requesting a copy of your information is generally free of charge, although we reserve the right to charge for requests which are manifestly unfounded, excessive or repetitive.

If you would like a copy of the information we hold about you, contact us by post or by emailing us at privacy@in-trim.co.uk

Retention of Information

Many of our customers leave and return to us from time to time. We therefore we retain their personal details once they are no longer active customers so that it is unnecessary for them to provide us with the same information multiple times.

We retain the personal information described above for a period of 5 years after our final contact or sales transaction with you, after which the records are permanently deleted. However, if you have opted-in to being contacted for marketing, your email address will remain on our mailing list until you opt-out.

CCTV records are retained for no longer than 30 days, unless subject to an on-going investigation such as an accident, incident concerning employment law, or any other legal requirement.

Your Right to be Forgotten

The current regulation governing use of personal information in the UK provides individuals with the right to request erasure of their personal data. This is also known as the right to be forgotten.

You may request that we delete your personal information either verbally or in writing and we will respond within one month. Please be aware that we may not always be able to fully comply with erasure of your data due to requirements of our insurance provider.

Accuracy of Information

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.


Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect and process, both online and in person.

If - despite our security measures and safeguards - we detect a security breach, we will immediately assess the potential impact on the personal data we store. If we find it likely that your privacy has been compromised we will inform all affected individuals without undue delay. In addition we will notify the Information Commissioner’s Office as we are obliged to do under current UK regulation.


Complaints

In the unlikely event that we are unable to handle any requests or enquiries relating to your privacy to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is available at ico.org.uk.

e