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Privacy Notice – Unique Fitness

At Unique Fitness we take your privacy very seriously and always treat your personal data with the utmost respect.

We collect and use information which identifies you and which is about you , known as personal data. We are subject to the UK’s data protection laws: the UK GDPR and the Data Protection Act 2018 which govern the processing of personal data.

Unique Fitness is part of the University of Bradford and the University of Bradford is known as the “Controller” as it is the organisation responsible for the processing of your personal data.

Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or the supervisory authority in the event that you have a complaint.

What do we use your personal data for? (Purposes of Processing)

  1. We collect and use your personal data to provide you with use of our facilities in the form of a membership or use of space and equipment which you pay for. This could be on an annual, monthly, individual use or short-term basis.

  2. We ask for further information which helps us to make sure that we are able to offer you the most appropriate services. It is up to you whether you provide this information but if you do not, it may delay or prevent us from providing you with the products and services we offer. Some of the data we collect is special category personal data e.g. your ethnic origin and medical information. In the case of health and medical information, we use this information to ensure that you are physically able to use our facilities in a manner which is safe and not likely to cause you any injury. 

  3. We may use your personal data to send you updates about our membership, facilities and services including exclusive offers, promotions or new membership offers or services. We may ask you to confirm or update your marketing preferences if you ask us to provide further products or services or in the future.

  4. If we hold health information about you, we may pass this on to paramedics or other professionals in the event of an emergency.

Under what legal basis does the processing of my personal data take place?

The UK’s data protection laws provide specific limited reasons why an organisation may process personal data.  Each of these is known as a legal basis. In this case, the following legal bases apply:

Performance of a contract: This is the legal basis we use for the Purpose No 1 above.  The contract is the contract of service between you and Unique Fitness.

Consent: This is the legal basis we use for the Purpose No 2 above.  If you wish to withdraw your consent by speaking to us on the reception desk emailing us: [email protected], or by telephone: 01274 234871.

Legitimate interest: This is the legal basis we use for the Purpose No 3 above.  You have the right to opt out of receiving marketing communications at any time by contacting us at [email protected] with “unsubscribe” in the subject line, using the ‘unsubscribe’ link in emails or updating your marketing preferences via our Portal.

Vital interests: This is the legal basis we use for the Purpose No 4 above. This would only be done if you were unable to communicate with medical professionals yourself.

What categories of personal data are used?

We may collect and use the following personal data about you:

  • your name and contact information, including email address and telephone number;
  • information to check and verify your identity, e.g., your date of birth.
  • your gender;
  • location data;
  • security information from CCTV and access control systems;
  • usage data from door entry systems and reception logs;
  • your billing information, transaction, and payment card information;
  • your personal or professional interests;
  • information from social media accounts;
  • your responses to surveys, competitions, and promotions;
  • emergency information, health and medical data.

Where do we get your personal data from?

We collect most of this personal data directly from you—in person, by telephone, text, or email and/or via our website and apps. However, we may also collect information from other sources.  These include:

  1. from a third party, e.g. When you agree to be referred by your GP under the BEEP (Bradford Encouraging Exercise in People) exercise referral programme.

  2. from cookies on our portal or website or portal — we use session-based cookies on our member portal to facilitate user authentication. These are necessary to allow the portal to work. For more information on our use of cookies on the website, please see our Website Privacy and Cookie Policy page.

  3. through automated monitoring of our websites and other technical systems, such as our computer networks and connections, communications systems, email, member portal and instant messaging systems.

Who else do we pass this information on to?

Information is used internally within the University of Bradford for relevant purposes. For example, if you opt to pay for your membership by direct debit, your bank details will be processed by the Finance Department for your payments to be set up. Personal details will not be processed when there is no reason to do so.

We would never transfer your information overseas.

We never share personal data with other organisations for marketing purposes.

As mentioned above, in emergency situations, we will share information we deem necessary when you are unable to do so yourself.

 

How long do we keep this information for?

We will keep your personal data while you have an account with us or we are providing services to you. Thereafter, we will keep your personal data for 6 years. This is a standard retention period for contracts and it allows us to:

  1. respond to any questions, complaints or claims made by you or on your behalf;

  2. show that we treated you fairly;

  3. meet our legal obligations.

What are your rights as a data subject?

As a person whose personal data we are processing, you have certain rights in respect of that personal data; you have the right:

  • to withdraw consent where this is the legal basis for processing;
  • to access the personal data of yours that we process;
  • to rectify inaccuracies in personal data that we hold about you if it is inaccurate or incomplete;
  • to request the deletion or removal of your personal data where there is no compelling reason for its continued processing;
  • to restrict the processing of your personal data in certain ways;
  • to obtain your personal data for reuse;
  • to object certain processing of your personal data;
  • to complain to the supervisory authority (i.e. the Information Commissioner’s Office) about the way in which we process your personal data.

For further guidance on how to exercise these rights, please speak to Unique Fitness or the University’s Data Protection Officer using the details below.

Where can I get more information?

For more information about Unique Fitness and how we use your personal data, you can speak to us on the reception desk tel: 01274 234871.

For more information about data protection, please contact the University’s Data Protection Officer, tel: 0303 123 1113.

Written by:

Diana Holmes

Reviewed by DPO:

Matthew Stephenson 05/05/2023

Next Review Date:

01/04/2025

Version Number:

1.5