Who we are

Our website address is: https://fitnesshubhq.co.uk.

What is personal data we collect and why we collect it

What is personal data (information)

Personal information is any information that can be used to identify a person.  This can include information that on its own might not identify an individual but would do so when combined with some other information about that individual.

This may include your name, gender, address, email address, photograph, telephone numbers, and unique online identifiers such as IP addresses which are numbers that can uniquely identify a specific computer or other network device on the internet etc.

Personal information is sometimes referred to as ‘personal data’.

‘Special’ categories of personal information

We sometimes need to process personal information which is very sensitive.  This is often information which you would not want widely known and is very personal to you.  This includes any information that reveals your:

• religious or philosophical beliefs
• ethnicity
• physical or mental health
• trade union membership
• political opinion
• genetic/biometric data
• sexuality and sexual health
• criminal history

We take extreme caution to ensure that these ‘special’ categories of personal information remain confidential and are only seen by people who need access to that information to undertake tasks with your agreement or which we are required to do by the law.

Protection of vulnerable groups

The law requires us to share personal information where we have reason to believe that a person is at risk of harm, or that there is a risk that a person may cause harm to others.

We are required to do this to protect the welfare of Adults and vulnerable adults under a range of legislation including:

Adults with Incapacity (Scotland) Act 2000

Mental Health (Care and Treatment) (Scotland) Act 2003

Protection of Vulnerable Groups (Scotland) Act 2007

Adult Support and Protection (Scotland) Act 2007

Prevention of crime and detection of fraud

The requires us to share information with the police, HM Revenue and Customs, and the Department of Work and Pensions to help prevent or prosecute crime and to help detect fraud.

The circumstances under which we are able to share information for these purposes are set out in Part 3 of the Data Protection Act 2018.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

3rd Party Links

You might find links to third party websites on our website. If you click a link to a third-party website and visit that site, you may be allowing that site to collect and share certain data about you. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

Face to face conversations

A common way in which we collect information from you is during face to face conversations when we assess your ability to use the facilities. 

Telephone

We may collect information from you over the phone when you call us or when we call you.

We do not routinely record or monitor telephone calls made to us.  We will notify you at the beginning of any call which we need to record so you can choose whether to proceed with the call or not.

Email

You may provide information to us by email and we may also provide information to you by email.

If you do email us you should be aware that your email will include your email address and the identification of the internet address you emailed us from (the IP address).

Analytics

Who we share your data with?

Your data is stored in a digital cloud and is only shared with the website host server and Google Analytics. Google Analytics shows an i.p address and location of where and when the website was accessed and what type of device. This information is used to marketing purposes only and no information will be shared.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service. This information is held by Fitness Hub HQ for membership and health and safety records only and will not be shared publicly.

Your contact information

Contact information will be stored in a digital capacity to allow Fitness Hub HQ managers to view for membership and insurance purposes. Some forms and information are paper copy, these will be kept for a limited time before being destroyed but the information will too be stored digitally.