GDPR: DATA PRIVACY NOTICE FOR CLIENTS
YourStyle Fitness Ltd are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the“GDPR”).
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special
categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
YourStyle Fitness Ltd is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: firstname.lastname@example.org or 07552554528. For all data matters contact our data protection officer on email@example.com or 07818207086.
3. The purpose(s) of processing your personal data
We use your personal data for the following purposes:
Personal Data that Yourstyle Fitness holds on Free Trial Clients and Third Party Software Systems
YourStyle Fitness Ltd holds on our electronic database a trial clients full name, email and phone number which has been provided by the client when they opt in to request a free trial, an application or further information via Constant Contact; by contacting the studio directly or by booking classes via a third party and/or API integration of Go Team Up. Trials will opt in themselves via the Constant Contact or Go Team Up system or be added manually to Constant Contact and/or Go Team Up by the member staff dealing with the direct enquiry or third party booking.
On attendance or prior to the class on Go Team Up a trial the client will be requested to complete a medical waiver form prior to class that informs YourStyle Fitness Ltd of your consent that you are medically fit to partake in classes. Upon this form we also request emergency contact details of a name and phone number and relation should the need ever arise. We also request birth date to ensure we cater to the clients individual needs during class. This information is kept in a locked cabinet for 3 years.
The studio does not accept clients under the age of 18 without a guardian present. The Guardian will need to complete a medical waiver for the participant under their care via the Go Team Up System.
Personal Data that Yourstyle Fitness Ltd holds on Paying Clients Prior clients of YourStyle Fitness will have their Name on Account, Billing Address and Sort Code and Account Number locked in a cabinet for up to 3 years. If deciding to join Yourstyle Fitness Ltd as of June 2019 their Name on Account, Billing Address and Sort Code and Account Number or credit card number depending on their preference is inputted on our Go Team Up System electronically encrypted system that utilise’s GoCardless and Stripe as a payment processor. Credit card data may also be stored dependant on client individual purchases and preferences. This is to purchase credits and allow booking for classes via the Go Team Up app and online system depending on individual preferences and will be held on the system for six years for tax purposes.
YourStyle Fitness Ltd clients can partake in a nutritional screening to which they will provide a Name, Email and Phone and any allergies or medical conditions that we should be aware of when providing advice. This data is required in order for YourStyle Fitness Ltd to identify who is partaking in the survey and support correctly. The system utilised for the Nutritional Screenings is Survey Monkey and the data is inputted directly by the client and deleted after 3 years.
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the
following categories of your data:
Personal data: Full Name, Email, Phone Number, Address, Birth Date, Bank Details,
Emergency Contact Name and Phone Number
Special categories of data: Pre -existing or Current Medical Conditions
We have obtained your personal data from opting in for a Free Trial or Application as an enquiry via
our website, Facebook, Instagram, Twitter, at events we have attended, via Joint Ventures or flyers
distributed within the community.
Special Categories of data have been collected via the medical waiver prior to the first class attended.
5. What is our legal basis for processing your personal data?
a) Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data:
☐ Processing necessary for the performance of
a contract with the data subject or to take steps
to enter into a contract
Full Name, Email, Phone, Address, Bank Details
are all required to allow booking and payment
b) Special categories of personal data (article 9 of GDPR)
Our lawful basis for processing your special categories of data:
☐ Processing necessary for the reasons of
public interest in the area of public health
Medical Waiver inclusive of Birth date and
emergency contact details (Name and Phone
number) completed in order to understand
whether an individual is safe to exercise or
whether consent is required by a medical
More information on lawful processing can be found on the ICO website.
6. Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only with Go Team Up in order to create a booking account for classes. Go Cardless and Stripe in order to take payments.
Constant Contact when opting in for trials and communications. Survey monkey when answering questionnaires. ICloud based serviced such as but not exclusive to Dropbox and GoogleDrive for long term secure, storage of contracts.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary as per the guidance provided below:
Type of Personal Data Retention Period
Inactive opt in for trials and marketing 2 years
Medical Waivers after last activity 3 years
Billing and Booking Accounts after last activity 6 years
Providing us with your personal data
We require your personal data as it is a requirement to book into classes and necessary to enter into a contract.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
The right to request a copy of the personal data which we hold about you;
The right to request that we correct any personal data if it is found to be inaccurate or out of
The right to request your personal data is erased where it is no longer necessary to retain such
The right to withdraw your consent to the processing at any time, where consent was your
lawful basis for processing the data.
The right to request that we provide you with your personal data and where possible, to transmit
that data directly to another data controller, (known as the right to data portability), (where
applicable i.e. where the processing is based on consent or is necessary for the performance of a
contract with the data subject and where the data controller processes the data by automated
The right, where there is a dispute in relation to the accuracy or processing of your personal
data, to request a restriction is placed on further processing;
The right to object to the processing of personal data, (where applicable i.e. where processing is
based on legitimate interests (or the performance of a task in the public interest/exercise of
official authority); direct marketing and processing for the purposes of scientific/historical
research and statistics).
8. Transfer of Data Abroad
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
9. Automated Decision Making
We do not use any form of automated decision making in our business for clients.
10. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
12. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our data protection officer on firstname.lastname@example.org or 07818207086.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
Updated 15th July 2019