PERSONAL DATA WE COLLECT & WHY
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.
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.
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.
HOW LONG WE RETAIN YOUR DATA
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website, 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.
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.
HOW WE USE YOUR INFORMATION – EXPANDED
LAWFUL BASIS FOR DATA PROCESSING
We comply with the General Data Protection Regulation (GDPR) and may use two separate basis for the lawful processing of your personal data as follows:
1. Contract basis is used for processing personal data which directly relates to purchases and to the management of contracts for our members, former members and those who have themselves entered their personal details in to our online membership management system but may not have gone on to take out a paid membership.
Whilst you are a current member we are required to store and process certain personal data, such as your name, address, email address, telephone number and your payment details. If you have reached the end of your initial contract period you can terminate your membership agreement with us, giving a minimum of 30 days notice, and request that we erase your details from our systems at the end of your contract.
If you have yourself entered your personal data in to our membership management system, but decided not to complete the membership process, then you also have the right to request that we erase your details from our systems. We usually erase this type of data after 30 days anyway.
When you become a member it will be necessary for us to share your personal data with some 3rd-party data processors (other companies), as outlined below in the section entitled “People who use our services”
2. Consent basis is used when you opt in to receive our direct marketing such as, but not limited to, email newsletters, promotions and events. This use of personal data applies to both members and non-members and is usually restricted to just your name, address, email address and telephone number.
You may opt out of receiving our newsletters and marketing at any time, whether an active member or not. If you wish to opt out from direct marketing you will be able to do so via an unsubscribe link included in each marketing email or you can contact us using the information at the bottom of this page.
Under the Consent basis of lawful processing you are entitled to the right to be forgotten (erased from our systems) and the right to ask us to transfer the personal data that you supplied us to another company. Please see the contact information at the bottom of this page if you wish to make such a request.
In addition, as a member, you may choose to participate in various health and fitness schemes that we operate, such as, but not limited to, Body Composition Analysis and the Team Buildr health and fitness tracking system. By choosing to participate in such schemes you consent to us recording and processing your physical, health and biometric data for the sole purpose of fulfilling the functions of the service you have chosen to participate in. If you decide to leave any of these schemes you have the right to request that we erase your data from those systems. Which we will do within 30 days.
VISITORS TO OUR WEBSITES
When someone visits axsomonline.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
TERMS AND CONDITIONS OF WEBSITE USE
The content of the pages of this website is for your general information and use and is subject to change without notice. Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable, and it shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements. This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with ‘fair use’ as set out by the Digital Millennium Copyright Act (DMCA). Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
SECURITY AND PERFORMANCE
AXSOM Sports website uses an integrated application to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to our website and logs any IP addresses that make unauthorised attempts to log in or that try to examine the non-public content.
PEOPLE WHO CONTACT US VIA SOCIAL MEDIA
We may from time to time use a third-party provider, Hootsuite, to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Hootsuite for three months.
PEOPLE WHO EMAIL US
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we create a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We may at times compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
PEOPLE WHO USE OUR SERVICES
We offer various services to our members. We have to hold the details of the people who have requested our services, such as a gym membership, or coaching/assessment services in order to provide it these services to them. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a service to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription within the individual terms of their contract and are given an easy way of doing this.
Incomplete registrations sometimes occur when a person begins to subscribe via our membership management system and then either changes their mind or decides to finish the process at a later date. In these cases we send a single service related email to that person to see if they require assistance in completing the registration process. Incomplete registrations that do not respond to that email will be deleted after 30 days.
We use third-party data processors to manage memberships, fitness/sports performance data and to process payments:
These data processing companies are PCI and or GDPR compliant. They include, but are not limited to, Exercise.com, TeamBuildr, Shopify, Stripe and EZFacility, Statsports, Assess2Perform, Polar heartrate, Smartspeed online, CoachmePlus, Smartabase. Further information on these companies can be found on their websites or supplied by us upon request.
These data processing companies are compliant with the 1998 Data Protection Act and are working towards being GDPR compliant before the 25th May 2018;. Further information on these companies can be found on their websites or supplied by us upon request.
In addition, should a member fall behind with their monthly payments, it may be necessary for us to share their name, address, contact details and payment information with our accounting, legal and or debt recovery companies.
People who may be recorded by our CCTV system
We utilise CCTV cameras within our premises and on the perimeter areas adjacent to our premises to protect our members, employees, property and visitors. Video is recorded on a central CCTV system and is stored for up to 90 days after which time it is automatically overwritten. Access to the camera images is password protected and restricted to approved staff. Should the need arise, copies of recordings may need to be given to the authorities to aid in any investigation – this will be done within the guidelines issued by the Information Commissioners Office.
JOB APPLICANTS, CURRENT AND FORMER AXSOM SPORTS EMPLOYEES
When individuals apply to work with us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates may be held for up to 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once a person has taken up employment with us, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with us has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
COMPLAINTS OR QUERIES
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
ACCESS TO PERSONAL INFORMATION
We try to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
Give you a description of it;
Tell you why we are holding it;
Tell you who it could be disclosed to;
Let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us at the address provided below.
DISCLOSURE OF PERSONAL INFORMATION
In most circumstances, we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the persons or organisation concerned and with other relevant bodies.
You can also get further information on agreements we have with other organisations for sharing information;
circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
our instructions to staff on how to collect, use and delete personal data; and how we check that the information we hold is accurate and up to date.
LINKS TO OTHER WEBSITES
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
CHANGES TO THIS PRIVACY NOTICE
We keep our privacy notice under regular review. This privacy notice was last updated on 10th May 2018.
ADDRESS AND CONTACT INFORMATION
You can write to us at:
Email us via firstname.lastname@example.org
Or, telephone us on 0949377401