OUR COMMITMENT TO PRIVACY
We are committed to following the General Data Protection Regulation (GDPR) and in accordance with other applicable privacy laws.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
Members and prospective members
When you enquire about our services or when you subscribe or become a member of Louise Weir Fitness, a record is made which includes your personal information.
The type of personal information that we collect will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:
your fitness and nutrition statistics which you provide to us;
your login details and passwords which you use to access your account with us as well as your online interactions with us; details of the products and services (such as membership options) you have purchased from us or which you have enquired about, together with any additional information necessary to deliver those products and services and to respond to your enquiries;
any additional information relating to you that you provide to us directly through our websites or by other means such as over the phone, via email or in person; information you provide to us via voluntary members feedback or engagement surveys;
any additional personal information you provide to us, or authorise us to collect, as part of your interaction or membership
Your sensitive information
Louise Weir Fitness may collect and process your sensitive information or special category data, such as your health information, generally with your express consent and only as reasonably necessary in order for us to provide our services to you. We may also collect such information about you in an emergency or otherwise with your consent or in accordance with applicable laws.
Visitors to our websites
The way in which we handle the personal information of visitors to our websites is discussed below.
What happens if you don’t provide your personal information?
You can always decline to give Louise Weir Fitness any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested or we may not be able to do business with you effectively. If you have any concerns about the personal information we have requested, please let us know.
HOW AND WHY DO WE COLLECT AND USE YOUR PERSONAL INFORMATION?
Louise Weir Fitness collects personal information reasonably necessary to carry out our business, to assess and manage our members' needs, and provide our services to you. We may also collect information to fulfil administrative functions associated with these services, for example billing, entering into contracts with you and/or third parties and managing member relationships.
The purposes for which Louise Weir Fitness usually collects and uses personal information depends on the nature of your interaction with us, but may include:
to fulfil obligations under a membership agreement and/or any other contract you may have with us;
to provide information about products, services and/or special offers to members;
to obtain opinions or comments about products and/or services from members;
to record statistical data for marketing analysis from members;
responding to requests for information and other general inquiries;
managing, planning, advertising and administering programs, events, competitions and performances;
researching, developing and expanding our facilities and services;
informing you of our activities, events, facilities and services;
recruitment processes; and
responding to enquires and complaints.
HOW DO WE INTERACT WITH YOU VIA THE INTERNET?
CAN YOU DEAL WITH US ANONYMOUSLY?
Louise Weir Fitness will provide you with the opportunity of remaining anonymous or using a pseudonym in your dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally it is not practicable for Louise Weir Fitness to deal with you anonymously or pseudonymously on an ongoing basis. If we do not collect personal information about you, you may be unable to utilise our services or participate in our events, programs or activities we manage or deliver.
HOW DO WE HOLD INFORMATION?
Louise Weir Fitness stores information in paper-based files or other electronic record keeping methods in secure databases. Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.
Louise Weir Fitness maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security; for example, we use firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to our computer systems.
HOW LONG WILL YOUR PERSONAL INFORMATION BE KEPT BY US
legal and regulatory requirements and guidance;
limitation periods that apply in respect of taking legal action;
our ability to defend ourselves against legal claims and complaints;
good practice; and
the operational requirements of our business.
We take steps to destroy or de-identify information that we no longer require or as required by an applicable law.
DO WE USE OR DISCLOSE YOUR PERSONAL INFORMATION FOR DIRECT MARKETING?
We do not use your details for marketing.
DO WE DISCLOSE YOUR PERSONAL INFORMATION OVERSEAS?
HOW CAN YOU ACCESS OR SEEK CORRECTION OF YOUR PERSONAL INFORMATION?
You are entitled to access your personal information held by Louise Weir Fitness on request. To request access to your personal information please contact us using firstname.lastname@example.org
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.
However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.
WHAT SHOULD YOU DO IF YOU HAVE A COMPLAINT ABOUT THE HANDLING OF YOUR PERSONAL INFORMATION?
You may make a complaint about privacy to the Privacy Officer at the contact details set out below.
The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps, which can be taken to resolve the complaint. We will generally respond to your complaint within a week.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.
In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.