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Privacy Policy

At Evofit we are committed to protecting your privacy.


We collect and process personal data about you in order to provide the services you use; operate our
business; meet our contractual and legal obligations; protect the security of our systems and our
customers; or fulfil our other legitimate interests.


This Privacy Notice explains how we collect, use, share and protect your personal information. When we
update this Privacy Potice we will post any changes on our website.


If you have any queries about this Privacy Policy, please contact us at:


Email: hello@evofit.uk
Tel: 01269 844335
Site address: Heol Natyreos, Crosshands, Carmarthenshire, SA14 6RJ


When do we collect information?


We collect your personal information when you:
- Complete an Online Membership Agreement
- Take part in a competition, prize draw or survey
- Send an email through the website contact form
- Enter our gym by scanning your membership card or membership app QR code
- You have an accident in our gyms or there was an incident where you were a witness or personally
affected
- When you book classes, courses and inductions
- CCTV – when you are using our gym
- When you use the Evofit connect app
- When our teams take photos of your attendance at the gym, part of an event or in a class (Your
permission will be asked beforehand)


What information do we collect?


The information we collect about you is required for the purpose of creating your Member Account and
for you to enrol in our gym. Such information allows you to be identified as a member of Evofit and
includes:

- Name, date of birth, gender, e-mail address, postal address, telephone number and health declaration.
- Credit or debit card information, information about your bank account number and sort code or other
banking information. Note that we do not store your bank or credit card details on our web servers.
- Your usage records and duration of visits.
- Your contact with us, such as a note or, an email or other records of any contact you have with us.
- Your membership information – such as dates of payment owed and received, the services you use and
any other information related to your account.


How do we use this information?


We will use your personal information to provide you with the services, products or information that
you have requested, for health and safety, security and administration purposes, to improve your
website experience, and marketing. We may need to share your information with our service providers,
associated organisations and agents for these purposes.

 

We may use your information to:
- Process your membership application through Fit Cloud Technologies Ltd (Membr), our chosen
membership software.
- Bill you for using our services as part of your membership. Payments are processed by Stripe, Inc and
Harlands Services Ltd.
- Keep you informed about our services including operational matters relating to your Membership
- Provide relevant services to you
- Confirm your attendance to exercise classes or lessons
- To allow you to monitor your gym usage in your member app
- To share gym event photos on our social media accounts (Your permission will be asked first before a
picture is taken)
- Contact you with offers or promotions based on our analysis of how you use our services and what we
think will be of interest to you (unless you choose not to receive our marketing messages)
- Respond to any questions or concerns you might have about our services
- Understand how you use our services, to help us develop relevant and updated services
- Carry out research and statistical analysis to monitor how customers use our services

- Prevent and detect fraud or other crimes
- Operate our facilities in a safe and secure way


We will store your information for as long as you are a Member of Evofit, or following cancellation of

your membership and to meet our legal requirements including health and safety, financial audit, anti-
fraud and money laundering regulations. We will store your information for no more than 10 years from

the last activity on the account. An ‘activity’ can be classified as access into a gym, a payment made on
the membership account or a comment added to the membership following contact with Evofit. We
may contact you about Evofit services during this 10 years if you haven’t opted out of receiving
marketing communications from us.


Basis of lawful processing


Evofit, relies on the following lawful bases for processing, storing, and retaining your personal data:


1 - In relation to your membership of Evofit:
- your explicit and freely given consent for the specified purpose of membership and the use of Evofit’s
facilities;
- the processing is necessary for the performance of your membership contract with Evofit
- the processing is necessary for a legal obligation that Evofit is subject to
- the processing is necessary for the legitimate purposes of Evofit or by a third party


2 - In relation to your personal data relating to your health
- your explicit and freely given consent for the specified purpose of membership and the use of Evofit’s
facilities;
- processing is necessary to protect your vital interests


4 - In relation to your retained data following termination of your membership
- the processing is necessary for a legal obligation that Evofit is subject to


5 - In relation to marketing information
- the processing is necessary for the legitimate purposes of Evofit or by a third party


Opt-Out


Evofit will only send you information relating to your membership. We will not share your data with any
third parties for marketing purposes, unless you consent. If you cancel your membership with Evofit we
will only send you information that we think will be of interest to you. Members will have the option to
opt-out of marketing communications during the sign-up process.

 

Alternatively, if you are no longer a member, and wish to remove your consent to receive marketing please contact by email to hello@evofit.uk.


Do we use cookies?


We do not currently use cookies.


Keeping your personal information secure


We take all appropriate measures to ensure that the information we collect and maintain is kept secure,
accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.
We ensure the organisations that provide us with services related to your membership have appropriate
security measures and only process your information in the way we have authorised them to. These
organisations will not be entitled to use your personal information for their own purposes.
Communications over the internet (such as emails) are not secure unless they have been encrypted.
Your communications may go through a number of countries before being delivered to us – as this is the
nature of the internet. We cannot accept liability or responsibility for any unauthorised access to or loss
of your personal information that is beyond our control.


Will we disclose the information we collect to outside parties?


We may share information about you with:


- Service providers, agents and associated organisations to allow us to service your membership and
communicate with you; for example, financial institutions to process payments, and membership
software provider.
- Law enforcement agencies, regulatory organisations, courts or other public authorities where we have
a legal obligation to do so.
- We will release information if it is reasonable for the purpose of protecting us against fraud, defending
our rights or property, or to protect the interests of our customers.
If we are reorganised or sold to another organisation, we may transfer any personal information we hold
about you to that organisation. We will inform you if we do.


Use of personal data for automatic decision making


We do not intend to use your personal data for automatic decision making.

Collection of children’s data


Evofit does not collect or process the personal data of children under the age of 16.

Your privacy rights


You have the following rights in relation to your data privacy: the right of access; the right of
rectification; the right of erasure (the “right to be forgotten”); the right to restriction of processing; the
right to be notified; the right to data portability; the right of objection; and the right to not be subject to
automated profiling.


Access


You have the right to ask for a copy of the information we hold about you and to have any inaccuracies
in your information corrected. Please contact us through email to hello@evofit.uk, the contact us
section of the website or writing to the address below.


Rectification


If you believe we are holding inaccurate information about you, or your personal details change, please
update your details by emailing hello@evofit.uk.


Erasure


You have the right to the erasure of the data we hold on you, when it is no longer needed for the
purposes of your Membership, or when you withdraw your consent for our processing (and we have no
other lawful basis to hold your data).


Restriction


You have the right to ask us to place restrictions on processing your data in certain circumstances.


Notification


You have the right to be notified of any rectification, erasure, or restrictions in relation to your personal
data.


Portability


You have a right to receive the data we hold on you electronically in a format that allows it to be easily
transferred to another data controller.


Object


You have the right to object to data processing of your personal data for direct marketing or profiling
purposes.


Profiling


You have the right not to be subject to any decision based on automatic processing of your personal
data.

The address to be used to obtain a copy of your personal information is Evolution Health and fitness
Centre, Heol Nantyreos, Crosshands, Carmarthenshire, SA14 6RJ. You can also contact us by
hello@evofit.uk


Changes to this Privacy Policy


We will update this privacy notice to reflect the way in which we process and protect your data. If we do
so, we will post notice of the change on our website and you will have the opportunity to adjust your
communications preferences by contacting us.


Date of last revision 04th May 2022