Four Seasons Fitness Privacy Policy

 

Updated 29-August-2024​

​​

This privacy policy applies to “Four Seasons Fitness”, whose registered office is at 180 Hampton Road, London, E4 8NT. Four Seasons Fitness believe in transparency, and are committed to being upfront about privacy practices, including how your personal information is treated.

 

Our Contact details:

The name and contact details of our Organisation(s): Ryan Guthrie - Four Seasons Fitness

Mobile: +44 7581 577285

Email: Fourseasons_fitness@yahoo.com

 

​This Privacy Policy sets out the data processing practices carried out through the use of the Internet and any other electronic communication networks by Four Seasons Fitness, as well as describing the types of personal information that Four Seasons Fitness may collect about you and the purposes for which this information is used.

​

Our website provides access to some other services, including the option to contact us via our website and to become an Four Seasons Fitness newsletter subscriber. You may need to provide some information about yourself to access these services.​

​

1. Accepting the Privacy Policy
2. Information Collected or Received
3. How and why Four Seasons Fitness use your Personal Information
4. Communication from Four Seasons Fitness
5. Sharing your Information
6. Keeping your Information Secure
7. Four Seasons Fitness Retention Policies
8. Staying in Control - Your Rights
9. Privacy Policy Changes
10. Contact

​

1. Accepting the Privacy Policy

Four Seasons Fitness need to process your personal information to run their business and provide you with their services. Upon visiting Four Seasons Fitness on site, contacting Four Seasons Fitness by the phone, or visiting Four Seasons Fitness website(s), you are accepting and consenting to the practices described in this Privacy Policy.

​

Four Seasons Fitness are based in the UK, and process personal information both within the UK/EEA. Any personal information held by either Four Seasons Fitness or the designated third parties comply with relevant EU GDPR legislations.

​

2. Information Collected or Received

Four Seasons Fitness collect and/or receive personal information from studio and Online users, Staff and Suppliers/Sub-contractors to run their business and provide you with their services. This personal information may include the following: 

​

Data Collected and held:

1. Email address

2. Your Name

3. Address

4. Health Conditions if provided

5. Telephone number

6. Emergency Contact Details​

​

Four Seasons Fitness also collect and have access to the following information:

Sensitive Information: The term "sensitive information" in this context refers to information related to your racial or ethnic origin and health. Whilst Four Seasons Fitness do not generally collect sensitive information unless it is volunteered by you, Four Seasons Fitness do have a legal requirement to collect health data for the purpose of recording your self-assessment declaring readiness for physical exercise.

​

​Audio-Video: Four Seasons Fitness use social media presence to celebrate client success and will ask every new client to confirm their consent. Clients have the right to revoke consent at any point, this can be day specific or a complete removal or consent.

​

​Digital: If you connect to Four Seasons Fitness using an external third-party application, such as (but not limited to) Facebook, Instagram, Twitter, Eventbrite, these websites will have their own privacy statement which Four Seasons Fitness suggest that you read before giving them your personal information. Connecting to Four Seasons Fitness via a third-party application or service is optional and at your own discretion.

​Four Seasons Fitness will only collect the relevant information required for the purposes of processing and will not use this information for any other purpose without obtaining consent.

​

3. How and why "Four Seasons Fitness" use your Personal Information

The information in the above, section 2, may be used for the following purposes:

- To carry out "Four Seasons Fitness" obligations arising from any contractual agreement;
- To contact you about non-contract aspects of your training, such as a change in usage patterns;
- To provide you with the information on products or services you request;
- To process payments and maintain accounts and records;
- To prevent crime, fraud and aid in the prosecution of offenders;
- To maintain Client records;
- To improve the "Four Seasons Fitness" platform;
- To prevent or detect abuses of the "Four Seasons Fitness" website;
- To create business performance statistics and analysis;
- To enable third parties to carry out technical, logistical, research or other functions on behalf of "Four Seasons Fitness";

- To send you newsletters and promotions, prize draws, and competitions;
- To conduct surveys and request feedback;
- To notify you about urgent comms such as a sudden illness of your PT or closure of the studio;
- To notify you about changes to "Four Seasons Fitness" Services, Terms and Conditions, Privacy Policy and Studio rules;
- To process your job application if you apply for employment at "Four Seasons Fitness";
- To collect information about your tastes and preferences, both when you tell us and by analysis of customer traffic, including using "cookies";
- To read and respond to comments made regarding "Four Seasons Fitness" services.

​Other than as set out in this Privacy Policy "Four Seasons Fitness" will not use your personal information for any other purpose without your consent, unless required to do so by law.

​​

4. Communication from "Four Seasons Fitness"

On occasion, "Four Seasons Fitness" may need to contact you. Primarily, these messages are delivered by email, text or phone, and every individual’s record is required to keep a contact method on file to receive these messages.

​

In response to enquiries and when communicating with Clients, "Four Seasons Fitness" believe that the content is relevant, valuable, interesting and beneficial to you. "Four Seasons Fitness" also believe that you would reasonably expect to receive the type of content that is sent to you as part of your relationship with "Four Seasons Fitness". Therefore, "Four Seasons Fitness" current assessment is that the communication you receive is covered by the lawful basis for processing of ‘Legitimate Interest’ under recital 47 within the GPDR. For all communication sent under the basis of legitimate interest, opt-out options are provided and detailed later within this section.

 

For all communication where consent is the only legal basis, preferences will be collected in advance.

​

"Four Seasons Fitness" recognise that you value having control over your own information, so "Four Seasons Fitness" gives you the choice of editing your communication preferences if you disagree with the above. For "Four Seasons Fitness" Clients and Ex Clients you may update these preferences by emailing Fourseasons_fitness@yahoo.com or using available contact methods via the website: www.fourseasonsfitness.co.uk.

​

Please note the following messages from www.fourseasonsfitness.co.uk fall into the category of compulsory communication and therefore no opt-out options are available:

​- Urgent Communication (such as, unplanned closure of the studio, reduced services, a change of opening times)

- Automatic Personal Training Booking communication (such as, booking confirmation, waiting list movement, cancellations)

- Contract and Subscription related communication (such as, welcome emails, outstanding arrears, upcoming renewals, communication with  "Four Seasons Fitness")

​

5. Sharing your Information

Information about "Four Seasons Fitness" Clients users is an important part to the business and "Four Seasons Fitness" do not sell it to others. "Four Seasons Fitness" shares member information only as described in this Privacy Policy.

​

"Four Seasons Fitness" have business partners to perform certain functions on "Four Seasons Fitness" behalf. Examples include managing our Client database, sending texts, e-mails, analysing data, providing marketing assistance. Third party service providers only have access to the personal information relevant for performing their functions, but will not use it for other purposes. Additionally, they must process the personal information in accordance with this Privacy Policy and as permitted under the EU GDPR. "Four Seasons Fitness" will only disclose personal information to reputable companies and suppliers who process data on "Four Seasons Fitness" behalf.

​

Enquiries through "Four Seasons Fitness" website(s): "Four Seasons Fitness" capture data through "Four Seasons Fitness" website(s) hosted by third parties (Wix). These can be for purchasing a giftcard, booking a tour online, joining online, referring a friend online, PT enquiries online, corporate enquiries online. 

​

Reviews: 

"Four Seasons Fitness" may contact you via email to invite you to leave a review in order to collect feedback and improve "Four Seasons Fitness" services. Google Reviews: Google is an external company used for this purpose. In order to leave a review, your  name and email address are automatically shared with Google . If you want to read more about how Google process your data, you can find their Privacy Policy online.

​

"Four Seasons Fitness" may release account and other personal information to third parties when "Four Seasons Fitness" believe release is appropriate to comply with the law; enforce or apply membership or other agreements; or protect the rights, property or safety of "Four Seasons Fitness", its users or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. This does not include selling, sharing or otherwise disclosing personally identifiable information from members for commercial purposes in a way that is contrary to the commitments made in this Privacy Policy.

​

Other Websites: The "Four Seasons Fitness" website may contain links to other websites that are outside "Four Seasons Fitness" control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from this policy.

​

Cookies: A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Find out more about cookies on https://ico.org.uk/for-the-public/online/cookies/ "Four Seasons Fitness" use cookies to identify you when you visit this website and to keep track of your browsing patterns, to build up a demographic profile and to use for advertising purposes. "Four Seasons Fitness" use cookies to allow registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account. Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on https://ico.org.uk/for-the-public/online/cookies/. Please note however that turning off cookies may restrict your use of our website. By continuing to use this site you are agreeing to the use of cookies as detailed within this section.

​

6. Keeping your Information Secure

In regards to environmental and physical security, all "Four Seasons Fitness" employees receive full training upon commencement on employment and subsequently on an annual basis thereafter. 

​

Any paper waivers provided will be stored in a physically secure location until they can be uploaded to a secure electronic location.

​

7. "Four Seasons Fitness" Retention Policies

"Four Seasons Fitness" have set company retention policies in place and these timescales are set in accordance with any applicable legislation and/or for any agreed legitimate reasons. Where none exists, then "Four Seasons Fitness" will keep your information for the duration of any Contract that you have entered into with "Four Seasons Fitness", and then for a period of 7 years after, at which time all the personal information will be pseudonymised.

After that 7 year duration, "Four Seasons Fitness" may retain and use your pseudonymised information for the purpose of business statistics and analysis. "Four Seasons Fitness" can retract this pseudonymisation to the extent necessary to comply with any legal obligations or to resolve disputes.

​

 

8. Staying in Control - Your Rights

"Four Seasons Fitness" understand the importance of data subjects remaining in control of their personal data. "Four Seasons Fitness" acknowledge the following rights you have under the GDPR, what they mean and how you can exercise them.

​

The Right to be Informed

This privacy policy states all uses of your personal information and the purposes for processing this information. Should you have any concerns or questions about our privacy policy and practices, or would like a full list of our third party processors, then please email Fourseasons_fitness@yahoo.com.

​

The Right of Access

You have the right to access information that "Four Seasons Fitness" hold about you. If you wish to receive a copy of the information that "Four Seasons Fitness" hold, please submit a Subject Access Request form (SAR) which you can request from Fourseasons_fitness@yahoo.com. Once "Four Seasons Fitness" have received your form, they will provide a response within one month. If your request is unusually complex and likely to take longer than a month, you will be informed as soon as possible to tell you how long it’s likely to take.

​

Please note that whilst in most cases "Four Seasons Fitness" will be happy to provide you with copies of the information you request, "Four Seasons Fitness" nevertheless reserve the right, in accordance with section 8(2) of the DPA, not to provide you with copies of information requested if to do so would take “disproportionate effort”, or in accordance with Article 12 of the GDPR to charge a fee or refuse the request if it is considered to be “manifestly unfounded or excessive”.

​

The Right to Rectification, Restrict Processing, Erasure, and to Object

You can ask "Four Seasons Fitness" at any time to change, amend or pseudonymise the information that "Four Seasons Fitness" hold about you or restrict ways in which your data may be processed. You can update "Four Seasons Fitness" with amendments of personal information by submitting a request to Fourseasons_fitness@yahoo.com.

​

To pseudonymise the information, or object/request restriction of processing then please email Fourseasons_fitness@yahoo.com.

"Four Seasons Fitness" will aim to respond to any request as soon as possible, but no later than within 1 month since receipt of request. Please note that the right to erasure is not absolute and only applies in certain circumstances. For further information on this please visit the following link to the ICO’s website, https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/

​

Right to Data Portability

You have the right to request that your personal data is transferred by "Four Seasons Fitness" to another organisation (this is called “data portability”). Please contact us at Fourseasons_fitness@yahoo.com. with the details of what you would like for "Four Seasons Fitness" to do and "Four Seasons Fitness" will endeavour to comply with your request. It may not be technically feasible, but "Four Seasons Fitness" will work with you to try and find a possible solution.

​​

9. Privacy Policy Changes

"Four Seasons Fitness" may make slight changes to the Privacy Policy, Terms and Conditions and Studio Rules, however, will never materially change policies and practices to make them less protective of client information collected in the past without the consent of affected members. "Four Seasons Fitness" will display signposting with details of any changes to these notices and conditions, but an up to date version will always be available on the website (www.fourseasonsfitness.co.uk).

​

10. Contact

If you have any questions, comments or concerns about data privacy at "Four Seasons Fitness", please e-mail thorough a description to Fourseasons_fitness@yahoo.com and "Four Seasons Fitness" will endeavour to resolve the issue for you. Alternatively should you wish to escalate any concerns or questions, rather than contact "Four Seasons Fitness" directly, please contact the supervisory authority The Information Commissioner’s Office (ICO). For more information please visit the ICO’s website https://ico.org.uk/.