Data Protection & Privacy PolicyRudis Fitness Limited, is strongly committed to the security and protection of members’ personal information and we do our utmost at all times to ensure privacy. We take the security and privacy of our customers very seriously. We strive to conform to the UK and European Data Protection laws. We do not share any information with unrelated third parties (unless required to by law), nor do we collect or retain any information other than that necessary for us to provide our services to you.
We will uphold the 6 principles for data processing: Lawfulness, fairness and transparency; Purpose limitation; Data minimisation; Storage limitation; Integrity & confidentiality (security), and Accountability. This policy aims to cover these principles.
Data Controllers & Data Processors
There are two important roles regarding data use. These are:
Data Controllers– a person who (either alone, jointly or in common with other persons) determines the purposes for which, and the manner in which, any personal data is to be processed.
Data Processors– in relation to personal data, means any person (other than an employee of a data controller), who processes the data on behalf of the data controller. (“Processing”, in relation to information/data, means obtaining, recording or holding the information/data or carrying out any operation or set of operations on it, including; organisation, adaptation or alteration of the information/data, retrieval, consultation or use of the information/data, disclosure of the information/data by transmission, dissemination or otherwise making available, or alignment, combination, blocking, erasure or destruction of the information/data.
Under these definitions, Rudis Fitness Limited is a data controller, and TeamUp and GoCardless are both a data controller and processor. TeamUp and GoCardless have their own procedures for their responsibilities which conform to BS7799-3. Please visit https://goteamup.com/ and https://gocardless.com/ for more information on Team Up & GoCardless.
At present, Rudis Fitness Ltd only process personal data for core business purposes and so are exempt from registering with the Information Commissioner’s Office (ICO) at this time. Should this change, this policy will be reviewed immediately.
What data do we collect?
If you email us or sign up for a service, Rudis Fitness may obtain the following information; Name, Email Address, Address, and Phone Number.
How do we obtain your data?
You directly supply Rudis Fitness with any data we collect. This is collected and processed when you register online and register for our services, voluntarily complete a customer survey or provide feedback on any of our services, or use/view our website via your internet browser’s cookies.
Rudis Fitness may also receive your data indirectly from GoCardless and TeamUp when a service is purchased. This includes Name, Email address, Address and service purchased.
How do we use this data?
We use members’ personal information only as necessary for us to provide our services to you. We do not share any information with unrelated third parties (unless required by law) nor do we collect or retain any information other than is required for the provision of our products or services. Information collected during the online registration process is stored securely and will be securely destroyed if it is no longer required by Rudis Fitness. Members may request details of personal information, which we hold under the Data Protection Act 1998 and General Data Protection Regulation 2016 (GDPR). A small fee may be payable but is not usually charged, unless the request is manifestly unfounded or excessive; or an individual requests further copies of their data following a request. In these cases, a reasonable fee for the administration costs of complying with the request will be payable. Copies of this information can be obtained by writing to us at teamrudisfitness@gmail.com.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect. We request all members check their details for accuracy annually and make any necessary changes. This includes re-completion of our waiver if any information has changed (e.g. address, phone number, medical conditions). We will email reminders for this. Please note in order to receive emails from us, you need to ‘opt in’ and complete an email verification to confirm your consent, in order for us to comply with legal requirements. We require this to allow us to communicate with members effectively.
The data we collect is necessary to process your order, manage your account and email you as part of our update service. When your order is processed by our payment provider, Go Cardless, it may send your data to (and also use the resulting information from) credit reference agencies in order to prevent fraudulent purchases.
How do we store your data?
Rudis Fitness securely stores your data electronically.
Your data will be kept for a period of 1 year. Once this time period has expired, we will contact you to ask if you wish to remain on our database. If you ask to be removed, we will delete your data manually unless you have an ongoing service with us, in which case we will email you to ask to you review and update your details as outlined above. Data will be amended each year at the end of the Financial Year, or when document reviews are scheduled.
Alternatively, you may email us at any time at TeamRudisFitness@gmail.com and ask us to delete your data.
Security of information
Personal information collected by Rudis Fitness and our website www.rudisfitness.co.uk is stored in secure operating environments that are not available to the public. Security measures include strong, multiple password protected systems and 2-step authentication processes.
We will protect your personal information no matter where we process or store your data.
Marketing
Rudis Fitness would like to send you information about products and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes. Please email us at teamrudisfitness@gmail.com to action this.
What are your data protection rights?
Rudis Fitness want to make sure you are fully aware of your data protection rights. As such, every user is entitled to the following:
The right to access – You have the right to request copies of your personal information from Rudis Fitness. We may charge you a small fee for this service, as detailed above, but usually do not.
The right to rectification – You have the right to request correction of any information you believe to be inaccurate, and completion of any information you believe to be incomplete.
The right to be informed – we cover this by the information included in this policy.
The right to erasure – You have the right to request that we erase your personal information under certain conditions.
The right to restrict processing – You have the right to request the restriction of processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to the processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Rudis Fitness transfers the data that we have collected to another organisation, or directly to you, under certain conditions.
Rights relating to automated decision-making including profiling – You have the right to challenge and request a review of the procession provisions if you believe the rules are not being followed.
If you make a request, we have one month to respond. To exercise any of these rights please email us at teamrudisfitness@gmail.com or write to us at: Rudis Fitness, Unit 11a Robins Business Park, Bagnall Street, Tipton, DY4 7BS. Any requests for personal information go straight to the Data Protection Officer for action under ERM028b Subject Access Request Procedure.
Data Protection Officer for Rudis Fitness LTD: Mitchell Hickinbottom
Email: teamrudisfitness@gmail.com
Privacy policies of other websites:
Please note that Rudis Fitness does provide links to other sites via our website, Facebook, Instagram, YouTube and Team Up accounts, Once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites, which are not governed by this statement. You should exercise caution and look at the privacy statement applicable to the website(s) in question. We also have no responsibility for the content of the linked website(s).
Third Parties
Where we engage third party contractors (e.g. coaches, presenters) to perform services for us, those third-party contractors may be required to handle your personal information. Under these circumstances, those third-party contractors must safeguard this information and must only use it for the purposes for which it was supplied, although we are not responsible for ensuring this. Other than the above, we will not disclose your personal information without your consent unless disclosure is either necessary to prevent a threat to life or health, authorised or required by law, reasonably necessary to enforce the law or necessary to investigate a suspected unlawful activity.
Team Up - Booking Software
Rudis Fitness makes use of third-party software to manage client payments, bookings and membership, provided by Team Up. Team Up, has their own privacy and data security policy with regard to client information. You can access this information on their website: https://goteamup.com
Go Cardless - Payment Software.
Rudis Fitness makes use of third-party software to manage client payments, bookings and membership, provided by Go Cardless. Go Cardless has their own privacy and data security policy with regard to client information. You can access this information on their website https://gocardless.com.
Changes to our Policy:
From time to time, it may be necessary for us to review and revise this Policy. We reserve the right to change our Policy at any time and should this occur, the amendment will be posted on our website and will be effective immediately. This policy was last reviewed 24/08/2021.
Our business Terms and Conditions are also available on our website which outline how we use personal information. This is freely available information so anyone visiting our website can access it.
Contacting us
If you have any questions about our Data Protection & Privacy Policy, the data we hold on you, or you would like to exercise one or more of your data protection rights, please get in touch. You can email us at teamrudisfitness@gmail.com or write to us at Rudis Fitness, Unit 11a Robins Business Park, Bagnall Street, Tipton, DY4 7BS. Please also use this address if you require this document in large print.
Should you wish to report a complaint, or you feel that we have not addressed your concern in an appropriate manner, you may contact the Information Commissioner’s Office.