In very basic terms we respect your personal information and will only ask you for what information we really need from you. We will look after it in the same way we would want ours looking after, keeping it secure. We will only share it with others where we need their help to deliver our service to you (such as using third party applications who may need your name/email address for permission management). Be assured that we will never share your information in any other circumstances – nor will we sell it on elsewhere.
We are registered with the Information Commissioner’s Office and if you would like to get in touch about anything in this policy or about your personal data then please contact us at firstname.lastname@example.org.
The Data we collect
Personal Data - Here is a list of personal data we commonly collect to conduct our business activities
Contact Details: Name,mobile telephone number, work or personal email, emergency contact details.
Personal Details Exercise history, physical and health background, information on injury or illness. Family medical history.
Financial Information Bank details.
Sensitive Personal Data - We typically do not collect sensitive or special categories of personal data about individuals. When we need to process sensitive personal data, it is with the consent of the individual unless it is obtained indirectly for legitimate purposes.
Personal identification documents that may reveal race or ethnic origin, and possibly biometric data of private individuals, beneficial owners of corporate entities, or applicants.
Expense receipts submitted for individual tax or accounting advice that reveal affiliations with trade unions or political opinions.
Adverse information about potential or existing clients and applicants that may reveal criminal convictions or offences information.
Information provided to us by our clients in the course of a professional engagement.
Diversity and equal opportunity information volunteered by participants.
Child Data - Although we do not intentionally collect information from individuals under 13 years of age, we may occasionally receive details about children provided to us by our clients in the course of a professional engagement.
Location-based Data - We may process geographical locations through data provided to us by our clients in the course of a professional engagement or through direct interactions with us.
How do we collect personal data?
Directly - We obtain personal data directly from individuals in a variety of ways:
From individuals who complete their paper Par-Q forms.
Through our online forms.
Through attendance to sessions or events.
Through visits to our gym.
Applications for courses and 121 coaching.
When we are establishing a business relationship.
When we are performing professional services through a contract
Indirectly - We obtain personal data indirectly about individuals from a variety of sources. We may attach personal data to our customer relationship management records to better understand and serve our business clients and individuals, satisfy a legal obligation or pursue our legitimate interests.
Social and Professional Networking Sites - If you share your social media details with us (e.g. Facebook, Google, Instagram etc.) or if you have permitted your social media provider to display this information publicly. That information may include your name and email address and depending on your privacy settings, additional details about you including photographs.. Please review the privacy controls on the applicable service to set how much information you want shared with us.
Business Clients - Our business clients may engage us to perform professional services which involves sharing personal data they control as part of that engagement. For example, we will review personal data as part of a data migration activity to new business applications. Our services may also include processing personal data under our clients’ control on their business applications.
Recruitment Services - We may obtain personal data about candidates from an employment agency, and other parties including former employers, and credit reference agencies.
Why do we collect personal data?
We may rely on the following lawful reasons when we collect and use personal data to operate our business and provide our products and services:
Contract - We may process personal data in order to perform our contractual obligations.
Consent - We may rely on your freely given consent at the time you provided your personal data to us.
Legitimate Interests - We may rely on legitimate interests based on our evaluation that the processing is fair, reasonable and balanced. These include:
Delivering services to our clients - To deliver the professional services our clients have engaged us to provide.
Direct Marketing - To deliver timely market insights and speciality knowledge we believe is welcomed by our business clients, subscribers and individuals who have interacted with us.
Legal Obligations and Public Interests - We may process personal data in order to meet regulatory and public interest obligations or mandates.
We aspire to be transparent when we collect and use personal data and tell you why we need it, which typically includes:
Providing professional advice and delivering reports related to our professional services. Our services may include reviewing client files, which may involve processing personal data for the relevant client.
Promoting our professional services, products and capabilities to existing and prospective business clients.
Sending invitations and providing access to guests.
Personalising online web pages and communications.
Administering, maintaining and ensuring the security of our information systems, applications and websites.
Seeking qualified candidates, and forwarding candidate career inquiries to our People team.
Processing online requests, including responding to communications from individuals or requests for proposals and quotations.
Travel arrangement assistance.
Helping support clients to run development programs for education and learning purposes.
Complying with legal and regulatory obligations relating to countering money laundering, terrorist financing, fraud and other forms of financial crime.
Which third parties do we share Personal Data with?
We may occasionally share personal data with trusted third parties to help us deliver efficient and quality services. These recipients are contractually bound to safeguard the data we entrust to them. We may engage with several or all of the following categories of recipients:
Cloud-based software services - E.g. our business applications for finance management, customer relationship management, website, etc.
Our professional advisors - E.g. Accountants
Payment services providers
Recruitment services providers
Law enforcement or other government and regulatory agencies (e.g. HMRC) or to other third parties as required by, and in accordance with, applicable law or regulation
Do we transfer your personal data outside the European Economic Area?
We store personal data on our cloud-based software. Some of these applications store data outside of the European Economic Area (EEA). Each organisation that provides these applications is required to safeguard personal data in accordance with our contractual obligations and in full compliance with data protection legislation (e.g. GDPR and EU-US Privacy Shield).
What are your data protection rights?
Your data protection rights are highlighted here. To submit a data request and manage your data please contact email@example.com
Access - You can ask us to verify whether we are processing personal data about you, and if so, to provide more specific information.
Correction - You can ask us to correct our records if you believe they contain incorrect or incomplete information about you.
Erasure - You can ask us to erase (delete) your personal data after you withdraw your consent to processing or when we no longer need it for the purpose it was originally collected.
Processing Restrictions - You can ask us to temporarily restrict our processing of your personal data if you contest the accuracy of your personal data, prefer to restrict its use rather than having us erase it, or need us to preserve it for you to establish, exercise, or defend a legal claim. A temporary restriction may apply while verifying whether we have overriding legitimate grounds to process it. You can ask us to inform you before we lift that temporary processing restriction.
Data Portability - In some circumstances, where you have provided personal data to us, you can ask us to transmit that personal data (in a structured, commonly used, and machine-readable format) directly to another company if is technically feasible.
Automated Individual Decision Making - You can ask us to review any decisions made about you which we made solely based on automated processing, including profiling, that produced legal effects concerning you or similarly significantly affected you.
Right to Object to Direct Marketing Including Profiling - You can object to our use of your personal data for direct marketing purposes, including profiling. We may need to keep some minimal information to comply with your request to cease marketing to you.
Right to Withdraw Consent - You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it. No fee is required to make a request unless your request is clearly unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.
How do we keep your data secure?
We have put appropriate technical and organisational security policies and procedures in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. We aim to ensure that access to your personal data is limited only to those who need to access it. Those individuals who have access to the data are required to maintain the confidentiality of such information. We may apply pseudonymisation, de-identification and anonymisation techniques in efforts to further protect personal data.
If you have access to parts of our websites or use our services, you remain responsible for keeping your user ID and password confidential. Please be aware that the transmission of data via the Internet is not completely secure. Our website uses Secure Socket Layer (SSL) technology when information is submitted to us online.
How long do we retain personal data?
We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance with these uses, we retain personal data for seven years. We will dispose of personal data in a secure manner when we no longer need it.
Do we link to other websites?