Privacy

Lean Body Vision Privacy Policy

Your Privacy

We at Lean Body Vision respect the privacy of our clients and visitors to our website. This policy is concerned with how we collect information, what we do with it and what controls you have. We take our duty to process your personal data very seriously. We are committed to being transparent about what we collect from you and how we use it. This policy explains how we collect, manage, use and protect your personal data.

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated. This update: May 2018.

Who are we?

Lean Body Vision offer private personal training, therapy, sports massage, running club and other fitness classes and services.

Our registered head office is at Lean Body Vision, Earlsdon Avenue South, Earlsdon, Coventry CV5 6DU.

You can contact us:

by telephone: 0790 7781497
by email: info@leanbodyvision.com
by post: Lean Body Vision, Earlsdon Avenue South, Earlsdon, Coventry CV5 6DU.

What are your rights?

A new data protection law, starting in May 2018, gives everyone a number of very important rights. In summary these are:

the right to be informed – transparency over how we use your personal information
the right of access – you can request a copy of the information we hold about you, which will be provided to you within one month
the right of rectification – to update or amend the information we hold about you if it is wrong
the right the restrict processing – ask us to stop using your information
the right to be ‘forgotten’ – ask us to remove your personal information from our records
the right to object – object to the processing of your information for marketing purposes
the right to data portability – obtain and reuse your personal data for your own purposes
rights of automated decision making and profiling – not be subject to a decision when it is based on automated processing

If you would like to know more about your rights under the data protection law, please see the Information Commissioner’s Office website.

What personal data do we collect and how we use it?

Lean Body Vision (including Earlsdon Running Club) collect basic personal data about you, such as your name, demographic information such as your postal address, telephone number and email address. We also hold emergency contact details as provided by yourself. As a client/potential client we will collect other information about you, including your date of birth, gender and consultation/treatment/medical details. We will be very clear with you that we collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission.

Why we need this information

We collect your personal data for a number of reasons, including; internal record keeping, to help assess your treatment needs, to improve our products and services and to reply to your communications to us. We require PARQs for health and safety and emergency contacts details.

We will periodically send emails about our services, advice, special offers or other information which we think you may find interesting using the email address which you have provided to us as a client, a newsletter subscriber, the PARQs, or via an event, course or class.

We will also hold your details so that we can respect your preferences for being contacted by us.

Remember, you can change the way you hear from us or withdraw your permission for us to process your personal data at any time by contacting us.

How we obtain your details

We collect your personal information in a number of ways, including:

when you provide it to us directly, for example, as a client or potential client, at an event, class or a course, or via our email sign-up on the website.
when we collect it as you use our website (see cookies)
when you provide permission to other organisations to share it with us, including Facebook, Twitter and Instagram
when you have given it to a third party and you have provided permission to pass your information on to us.

When providing permission for third party organisations to share your data you should check their Privacy Policies carefully to understand fully how they will process your data.

Cookies

We use cookies to collect details of your activity on our website, including system information, such as IP address, browser type and version, and operating system. A cookie is a small file which asks permission to be placed on your computer’s hard drive. We use cookies to identify which pages are being used. We only use this information for statistical analysis purposes. A cookie only gives us access to the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Processing

All the personal data we process is processed by our own staff and held on our client record management systems and/or our mailing list system. These systems are responsible for their own Privacy Policies. Paper copies of PARQs are held securely as per the legislation.

Legitimate interests

We have a number of lawful reasons that mean we can use (or ‘process’) your personal information. One lawful reason is something called ‘legitimate interests’. Broadly speaking, legitimate interests means we can process your personal information if we have a genuine and legitimate reason to do so and we are not harming any of your rights and interests. Our legitimate interests include supplying our services to clients and potential clients, handling client and potential clients contacts, queries or complaints, understanding our customers and potential customers, improving our products and services, promoting and marketing our services and ensuring your health and safety, and emergency contact details as provided by you.

Retaining your information

All personal data is processed and stored securely as per the legislation.

We do not keep your personal data for any longer than it is necessary in light of the reason(s) for which it was first collected.

If you decide to request that we have no further contact with you, we will keep some very basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.

Sharing your information

We only disclose information to third parties or individuals when obliged to by law, for purposes of insurance, national security, taxation and criminal investigations and the following:

if you have agreed that we may do so
when we use other companies to provide services on our behalf, for example, processing, mailing or delivering equipment orders, answering customers’ questions about products or services, sending mail and emails, when using auditors/advisors or processing credit/debit card payments
if we run an event in partnership with other organisations your details may need to be shared. We will be very clear what will happen to your data when you register

And, we will NEVER sell or rent your personal information to other companies or organisations.

How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact us and will be happy to help. Please contact us:

by telephone: 0790 7781497
by email: info@leanbodyvision.com
by post: Lean Body Vision, Earlsdon Avenue South, Earlsdon, Coventry CV5 6DU.

If we are unable to help, or you aren’t satisfied with our response, you have the right to contact The Information Commissioner’s Office (ICO). The ICO can be contacted:

by post – The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
by phone – 0303 123 1113
via their website – www.ico.org.uk