Privacy, CCTV & Data Policy

Introduction
At Mind Muscle Fitness we are committed to protecting your privacy.
We collect and process personal data about you 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, CCTV & Data Policy explains how we collect, use, share and protect your personal information. When we update this policy we will post any changes on our website.
If you have any queries about this policy please contact us at Mind Muscle Fitness, Unit 3 The
Shakespeare Centre, 145-147 Sandgate Road, Folkestone, Kent, CT20 2DA. Alternatively send an email to kayleigh@mindmusclefitness.co.uk

Identity of Data Controller
Mind Muscle Fitness Ltd. is registered with the Information Commissioner’s Office (the ‘ICO’) as a
data controller.
The ICO is the United Kingdom’s independent Regulatory Authority in relation to data protection
and information rights. The ICO provides a helpline and complaints service and can be contacted
at: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or at www.ico.org.uk or by telephone on 0303 1231113.

When do we collect information?
We collect your personal information when you:
 Complete an Online Membership Agreement
 Ask us for more information about a product or service, or contact us with a question or
complaint
 Take part in a competition, prize draw or survey
 Contact our Member Services support team through telephone, email or online chat
 Send an email to an @mindmusclefitness.co.uk email account
 Enter your PIN number or swipe your fob into our gym
 You have an accident in our gyms or there was an incident where you were a witness or
personally affected
 When you courses and inductions
 CCTV – when you are using our gyms.
 When our teams take photos of your attendance at the gym (Your permission will be asked
beforehand)
When using our gyms CCTV is being recorded 24 hours a day and actively monitored between
8pm and 8am by our internal CCTV team. CCTV is permanently erased after 31 days.
We may also collect, match or acquire information about you from other organisations such as
Google and Facebook.
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 Mind
Muscle Fitness and includes:
 Name, date of birth, gender, e-mail address, postal address, telephone number, health
declaration and whether you require disabled access
 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 preferences for particular products or services or interests when you tell us what they are
– or when we assume what they are, depending on how you use our products and services
 Your contact with us, such as a note or recording of a call you make to our contact centre, 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:
 Bill you for using our services as part of your membership
 Keep you informed about our services including operational matters relating to your
Membership
 Provide relevant services to you
 Confirm your attendance to appointments or lessons
 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 Mind Muscle Fitness, 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 6 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 Mind Muscle Fitness. We may contact you about Mind Muscle Fitness
services during these 6 years if you haven’t opted out of receiving marketing communications from us.

Basis of Lawful Processing
Mind Muscle Fitness Ltd. relies on the following lawful bases for processing, storing and retaining
your personal data:
1. In relation to your membership of Mind Muscle Fitness:
1. your explicit and freely given consent for the specified purpose of membership and the
use of Mind Muscle Fitness’ facilities;
2. the processing is necessary for the performance of your membership contract with
Mind Muscle Fitness
3. the processing is necessary for a legal obligation that Mind Muscle Fitness is subject to
4. the processing is necessary for the legitimate purposes of Mind Muscle Fitness or by a
third party

2. In relation to your personal data relating to your health
1. your explicit and freely given consent for the specified purpose of membership and the
use of Mind Muscle Fitness’ facilities;
2. processing is necessary for reasons of public interest in the area of public health
3. processing is necessary to protect your vital interests
3. In relation to your retained data following termination of your membership
1. the processing is necessary for a legal obligation that Mind Muscle Fitness is subject to
4. In relation to marketing information
1. the processing is necessary for the legitimate purposes of Mind Muscle Fitness or by a
third party

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Opt Out
Mind Muscle Fitness 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 Mind Muscle Fitness we will only send you information that we think will be of
interest to you. If you want to opt out of receiving marketing messages from us, please email us at
kayleigh@mindmusclefitness.co.uk. You can choose to opt out of all marketing or select your
marketing preferences.
Will we disclose the information we get 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 freelance personal trainers when you sign up to classes
 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.

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 kayleigh@mindmusclefitness.co.uk or in writing to the address below. There is not normally a fee for this service.

Rectification.

If you believe we are holding inaccurate information about you, or your personal
details change, please email us to update your profile.
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: Mind Muscle Fitness, Unit 3, The Shakespeare Centre, 145-147 Sandgate Rd, Folkestone, Kent, CT20 2DA.
Changes to this Privacy Notice
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.