Privacy Policy

1. Introduction

1.1 We are committed to safeguarding the privacy of our website visitors and service users.

1.2 This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users] in other words, where we determine the purposes and means of the processing of that personal data.

1.3 You can view our Cookies policy separately here: www.balancehealthandfitness.co.uk/cookies-policy

1.4 In this policy, "we", "us" and "our" refer to balance health and fitness limited, office address: 36 Stanshaw Close, Frenchay, Bristol, BS16 1JY, registered company no: 10210328, registered in England and Wales.

2. Credit

2.1 This document was created using a template from SEQ Legal (https://seqlegal.com).

3. How we use your personal data

3.1 In this Section 3 we have set out:

(a) the general categories of personal data that we may process;

(b) [in the case of personal data that we did not obtain directly from you, the source and specific categories of that data];

(d) the legal bases of the processing.

3.2 We may process data about your use of our website and services, temed "usage data". The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking systems, namely Squarespace Analytics, Google Analytics and our Stripe online payment system. This usage data may be processed for the purposes of analysing the use of the website and services. Where this data is gathered through the placement of Cookies, we expressly request your permission to do this the first time you use the site and explain how you can remove Cookies from your computer. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

3.3 We may process your account data for our online membership area, referred to as "account data".[ The account data includes your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.] The legal basis for this processing is consent by yourself when choosing to use our services.

3.4 We may process your information included in your personal profile on our membership area, referred to as "profile data". The profile data may include your name, geographical location, email address, profile pictures, gender, a biography of yourself, your role on the member area and details of any discussion you have partaken in on the membership area. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.

3.5 We may process your personal data that is provided in the course of the use of our services, referred to as "service data". The service data may include your name, address, date of birth, email address, telephone number, emergency contact details, health status, lifestyle information past and present, nutritional habits and any other required in the provision of our health and fitness services. The source of the service data is you. The service data may be processed for the purposes of operating our website, providing our services in a way tailored to suit your needs, ensuring your health and wellbeing, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is namely the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

3.6 We may process information that you post for publication on our website, membership area and social media pages, referred to as "publication data". The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is namely the proper administration of our website, membership area and social media pages and business.

3.7 We may process information contained in any enquiry you submit to us regarding goods and/or services, referred to as "enquiry data". The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is to provide you with the information you have expressly requested and to deliver our products and services to you in a way that best meets your requirements.

3.8 We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website, referred to as "transaction data". The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.

3.9 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters, referred to as "notification data". The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is your consent.

3.10 We may process information contained in or relating to any communication that you send to us, referred to as "correspondence data". The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

3.11 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

3.13 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

3.14 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

3.15 Please do not supply any other person's personal data to us, unless we prompt you to do so.

4. Providing your personal data to others

4.1 We may disclose anonymised data about you to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, and obtaining professional advice.

4.2 We may disclose your personal data for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4.3 Financial transactions relating to our website, products and services are handled by our payment services providers, [Stripe]. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at https://stripe.com/gb/privacy.

4.5 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

5. International transfers of your personal data

5.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to [countries outside the European Economic Area (EEA)].

5.2 The hosting facilities for our website are situated in the United Kingdom and the United States of America. The European Commission has made an "adequacy decision" with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which you can obtain from https://ico.org.uk/for-organisations/guide-to-data-protection/principle-8-international/.

5.4 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use or misuse of such personal data by others.

6. Retaining and deleting personal data

6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

6.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

6.3 We will retain your personal data as follows:

(a) Any personal data supplied in relation to personal training, telephone lifestyle coaching, online exercise or lifestyle change products or services, our newsletter, PT mentoring and coaching services, or any of our other services that are conducted over a period of time and/or involve physical activity and lifestyle change, including your name, email address, telephone number, medical and lifestyle information and permissions granted will be held for a period of three years from the moment you make us aware that you are discontinuing the service in order to allow us to protect ourselves in the event of legal proceedings

(b) Any personal data supplied in relation to one-off events, including your name, email address, telephone number, medical and lifestyle information and permissions granted will be held for a period of three years from the final day of the event in order to allow us to protect ourselves in the event of legal proceedings

(c) Emergency contact details provided for one-off events will only be held whilst the event is taking place and will be destroyed immediately afterwards

6.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on a combination of advice from legal professionals and in consultation with reputable bodies and sources of information, such as those provided by the ICO

6.5 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

7. Amendments

7.1 We may update this policy from time to time by publishing a new version on our website.

7.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

7.3 We may notify you of changes to this policy by email, through our newsletter or through the private messaging system on our online membership area

8. Your rights

8.1 In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

8.2 Your principal rights under data protection law are:

(a) the right to access;

(b) the right to rectification;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

8.3 (a) You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data.

(b) Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The provision of such information will be subject to the payment of a fee of £10.

(c) You can request your personal data by emailing or phoning us to request it, contacting us through our website or in writing. We will respond as quickly as possible and handle your request within a maximum of 40 days.

(d) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

8.4 We may withhold personal information that you request to the extent permitted by law.

8.5 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

8.6 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

8.7 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

8.8 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

8.9 (a) You may instruct us at any time not to process your personal information for marketing purposes

(b) In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

(c) You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose

8.10 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

8.11 To the extent that the legal basis for our processing of your personal data is:

(a) consent; or

(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

8.12 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

8.13 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

9. Our details

9.1 This website is owned and operated by balance health and fitness limited.

13.2 We are registered in England and Wales under registration number 10210328, and our registered office is at 36 Stanshaw Close, Frenchay, Bristol, BS16 1JY.

13.3 Our principal place of business is at 36 Stanshaw Close, Frenchay, Bristol, BS16 1JY

13.4 You can contact us:

(a) by post, to the postal address given above;

(b) using our website contact forms at www.balancehealthandfitness.co.uk;

(d) by email, using paul@balancehealthandfitness.co.uk

14. Data protection officer

14.1 Our data protection officer's contact details is: Paul Waters (contactable using the company details provided above)