Privacy Policy

  1. Who we are

We are ONE XPS Fitness Limited (company number: 13085581) (“ONE XPS Fitness”, “we”, “our” and “us”) and we are the company that collects your personal data and controls how it will be used (the “data controller”).

  1. Scope of this policy

We are committed to respecting your privacy and protecting the personal data you share with us and that we collect about you. This policy tells you about how we use the personal data we collect about you when you use our “website(www.onexpsfitness.co.uk) and “app” ONE XPS. It also provides more information about your privacy rights and how the law protects you.

This privacy policy also applies to the personal data of the guests you bring to the gym (via your two free passes per year) that you provide to us during their check-in at the gym.

  1. How do we collect your personal data, what do we collect and what do we do with it?

We have set out below the personal data we may collect from you during your use of our website and app and how this is used by us to deliver your membership services to you.

How and what personal data do we collect?

What do we do with it?

We collect your full name, title, address, email address, phone number and date of birth (should you choose to provide it) when you register as a member with us.

·            register you as a member with us.

·            create your online account through which you can log in and access the secure member area of the website and app.

·            store your details so it is easier for you to login on your next visit.

·            process any bookings or purchases you make with us.

·            check you are old enough to become a member and use the gym, website and app.

·            send you updates about our membership services (including updates to our terms and policies).

 

We collect your email address and telephone number when you register as a member with us so we may send you our latest news and information by email and/or SMS (unless you tell us you do not want us to).

 

·            to ensure you receive all the latest news and information about the gym for example, any promotional offers, gym closures, product releases and events.

We collect your full name, title, billing address, email address, phone number and payment details when you register as a member with us and when you make further payments via our website or app, for example, when you book a personal training session.

 

·            to process your bookings, membership and payment

·            we may also use your email address and phone number to send you our latest news and information by email and/or SMS relating to your additional purchase(s) (unless you tell us that you do not want us to).

Details of your visits to the gym via our app, and how long you spent at the gym each visit.

·            to analyse your engagement with the gym and monitor the gym’s capacity at any given time.

·            for health and safety purposes (for example, logging who is in the building in case of a fire, or monitor the gym’s capacity).

·            send you information about the gym’s capacity and/or a monthly round up of your engagement by email and/or SMS.

 

Your name, email address and any other information you include in your message when you send us a message with a comment or question on our website or app, by post, email, WhatsApp, phone or on any of our social media pages (Facebook, Twitter or Instagram).

 

·            to deal with your comment/question and contact you about this, if necessary.

Technical information about your computer, tablet or phone (including your IP address, screen resolution, browser type, operating system software type and device type).

·            to enable you to store your preferences on your device (so you can, for example, save your login details and your preferred language).

·            display adverts to you about our services and offers which we think you might like when you are browsing other sites.

·            to analyse whether you enjoy reading the communications we send to you (by checking whether you have opened these or taken advantage of any of the offers in them).

·            to improve our website and app so it is easier to use for our customers.

 

 

We may also collect, use and share data relating to you which is not “personal data”, such as demographic data or details of your typical use of our website and app.  You can’t be identified from this information. We will use this information, for example, to improve our website and app and tailor our marketing strategy.

  1. Our lawful basis for what we do with your personal data

We will never use your personal data unlawfully. We have set out below our lawful basis for the various ways we use your personal data.

Our use of your personal data

Our lawful basis

Creating and maintaining your account.

Performing our contract with you.

Some of this information will also be required for legal reasons such as fraud prevention.

 

Processing bookings you make and any other customer service queries.

Performance of our contract with you (we need to use your personal data to provide the bookings to you).

 

Our legitimate interests of ensuring we provide the best possible customer service.

 

Some of this information will also be required for legal reasons such as fraud prevention and for our legitimate interests of defending against any claims made against us.

 

Sending you details of our services, offers and events by email or SMS.

Our legitimate interests of communicating with our customers to tell you about our new services, offers and events and growing our business.

 

Displaying our services and offers we think will be of interest to you on our website, app and third party sites (including our social media accounts).

 

Your consent (where this involves the use of cookies, see our Cookies Policy which you can access via our website) and our legitimate interests of serving relevant adverts to you to get you to come back to our website and app and see all the great services we have on offer.

 

Analysing your purchase and browsing history and engagement with our communications.

Our legitimate interests of ensuring that we are targeting our customers effectively which means that you do not receive news and information we don’t think you’re interested in and we can ensure that we are creating the best possible experience for our customers so they enjoy their membership with us.

 

Improving and securing our website and app.

Legal requirement of preventing fraud and our legitimate interests of ensuring that our website and app works effectively and is secure.

 

 

  1. Marketing

Where you have logged into your members account on our website or app, we want to make sure that you are kept up to date with all the latest services, events and offers available to you so will send you messages by email and/or SMS unless you tell us that you do not want to continue receiving these messages by “opting out” or contacting us at mike@onexpsfitness.co.uk.

  1. Children

Children under the age of 16 should not use our gym, website or app and we will require you to verify your age when you register as a member with us.

  1. Sharing of Personal Data

We do not sell your personal data to any third parties. We may share your personal data with our carefully selected third party service providers who help us provide our services to you, including:

  • Our app provider, Fit Cloud Technology Ltd (trading as Membr). Membr have their own terms and conditions and privacy policy which you will be asked to accept when you register with the app. Please make sure you read these carefully before accepting to understand how Membr will use your personal data.
  • Our payment providers.
  • Our professional partners, including our marketing agencies and website hosts.
  • Our IT and technical service providers.

In certain circumstances we may also need to share your personal data with our legal advisers, bankers, auditors and insurers and our regulators, including HM Revenue & Customs and with any third parties to who we choose to sell or transfer any part of our business or assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to use your personal data for specified purposes and in accordance with our instructions.

  1. International Transfers

We do not transfer your personal data outside of the European Economic Area (EEA).

  1. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such information. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Our website and app may include links to third party websites, plug-ins and apps. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. When you leave our website and app, we encourage you to read the privacy notice of every website and app you visit.

  1. How long will we keep your information for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

We will retain your name, email address, address, phone number, date of birth, gender, billing address, payment details and details of previous bookings or searches for such time as you continue to be a member of us.

We will treat your payment information in line with the PCI DSS standards which are recognised worldwide.

Where you register to receive our latest news, services and offers, we will keep your contact details (generally your email address and/or phone number) for such time as you wish to continue to receive such updates from us.

We may need to retain your personal data for other purposes, e.g. operating your membership account or dealing with any enquiry you have made.

  1. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the following:

  • The right to request access to personal data we are holding about you.
  • The right to request that the personal data we are holding about you be updated/corrected.
  • The right to request erasure of the personal data we hold about you.
  • The right to object to our processing of your personal data on the basis of our legitimate interests.
  • The right to object to processing for direct marketing.
  • The right to request that we restrict our processing of your personal data.
  • The right to request that your personal data be transferred to you or another provider.
  • The right to withdraw your consent to our processing (where we are relying on your consent).

If you wish to exercise any of the rights set out above, please contact us at mike@onexpsfitness.co.uk.

You also have the right to make a complaint to your data protection regulator (in the UK, this will be the Information Commissioner’s Office) but please contact us first before escalating your complaint.

  1. Contacting us

If you have any questions about this policy or the personal data we collect about you, please contact us at mike@onexpsfitness.co.uk.

  1. Changes to this Policy

We may change this policy from time to time to reflect how we are processing your personal data so you should review this policy regularly. If we make any significant changes to the policy we will contact you to let you know.

Last updated: February 2021