Privacy policy.
Tom Hales Personal Training Privacy Policy
Data Policy/Privacy Policy
Tom Hales Personal Training is Personal Training service delivering 1-to-1, online & small group coaching. We want to ensure you are aware of the information we collect and hold about you.
What information do we hold about you?
• Name and Date of birth
• Contact information which may including, address, email address and telephone number
• Medical information such as Par-Q or health questionnaire
• Personal data such as your bodyweight and body measurements
• Information you provide by voluntarily completing surveys and feedback forms
• Program cards and food intake
• Fitness assessment results
• Videos and photos (these will only be used if you give explicit consent to do so)
How do we use your information?
As a client we process the medical/health information under the legal basis of contract. We require this information in order to:
• Ensure that there is no medical reason why you should not take part in an exercise program
• Train you safely and effectively
• Ensure that I am covered by my insurer to train you
Medical/health information is classed as special category data and therefore we ensure that we have the appropriate security measures in place to keep your data secure.
Personal details, contact details, personal data (weight and measurements), fitness assessment results, program cards, food intake and any information provided through surveys, feedback forms are processed under the legal basis of legitimate interests. These interests include some or all of the following:
• To provide the best service we can: to be able to tailor and personalise your exercise and nutrition program so you achieve better results.
• To ensure that we are meeting our clients expectations.
• To improve our services and communication with clients.
• To update clients on information regarding operations and internal communications such as scheduling sessions.
Photos and videos of clients are processed under the legal basis of consent. Therefore, we will only store and use this data if you give explicit consent to do so. You have the right to withdraw your consent at any time.
Your Rights
If you’d like to know more about your rights, please see here: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
1. The Right to be Informed: You have the right to be informed about the collection and use of your personal data. (This page does just that)
2. The Right to Access: You have the right to access personal data we hold about you.
3. The Right to Rectification: you have the right to have inaccurate personal data rectified or completed if it is incomplete.
4. The Right of Erasure: you have the right to have personal data erased. The right is not absolute and only applies in certain circumstances.
5. Right to Restrict Processing: you have the right to request the restriction or suppression of your personal data. This is not an absolute right and only applies in certain circumstances. In this case we will store the personal data, but not use it.
6. Right to Data Portability: you have the right to to obtain and reuse your personal data for your own purposes across different services
7. Right to Object: you have the right to object to the processing of your personal data in certain circumstances. You have an absolute right to stop your data being used for direct marketing.
8. Rights related to automatic decision making including profiling: as we do not have automated decision making or profiling systems this is not applicable.
Who else sees my data?
We sometimes collect information from surveys, feedback forms, check in and questionnaires using an online form builder, Typeform. You can read Wufoo’s privacy policy here: https://admin.typeform.com/to/dwk6gt?typeform-source=www.google.com
Otherwise, we will not share your data with third parties unless we are obliged to disclose personal data by law, or the disclosure is necessary for purposes of national security, taxation or criminal investigation.
How long will you keep my data?
We retain your information as long as it is relevant for a period of 7 years after you have stopped training with us in case it is needed for legal purposes.
Marketing?
If you are a current or have recently been a client we may send you marketing emails containing useful content, along with offers and promotions etc
Otherwise, we will only send you marketing emails if you have given consent to do so and have opted in to our email list. You can choose to opt out of our list at any time by clicking on the unsubscribe link at the bottom of each email.
Keeping you data up to date?
You may notify us of any updates, amendments and corrections to your information, or restrict or delete your data (where applicable)
Please note that we may need certain information to enable us to provide the services you ask for, so changes you make to your data or restrictions you ask us to make on how we use your data may effect what services we can provide. If you have any questions on what may be impacted please contact Tom on tomhalespt@gmail.com
Complaints
If you wish to make a complaint about how we use your information, please contact Tom Hales using coachtom@theea.co.uk and we will do our best to help. If you are still unhappy, you can contact the Information Commissioner’s Office via their website
Contact
Please contact us if you have questions about our privacy policy or information we hold about you.
Tom Hales
07805 410 479
coachtom@theea.co.uk