Privacy Policy

 

INTRODUCTION

 

This Policy aims to give you information on how we collect and processes your personal data, including any data you may provide when you visit or browse our website located at https://move-hq.uk (“Website”), when you purchase a membership or other product from us, when you make a booking, sign up to receive our marketing newsletter and updates, use our app, visit us and/or otherwise communicate with us. Amendments and updates to this Policy may be made from time to time. Any revisions will be posted on this page, so you will always be aware of what information we collect and how we use that information. Please review this page regularly so that you are aware of any changes.

 

WHO WE ARE and how to contact us

 

For the purposes of this Policy, Move HQ Ltd a company registered in England and Wales with company number 10605240 and whose registered office is 680 Eskdale Road, Winnersh, Wokingham, England, RG41 5TS is the data controller. 

 

If you have any questions about this Policy, including any requests to exercise your legal rights, please contact us using the details set out below: 

Telephone: 0118 3344990 

Email: hq@move-hq.uk

 

changes to your information

 

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information (e.g. name,  address or contact number) changes during your relationship with us so that we can update our records. 

 

What is personal information and HOW is it used

 

We will only process your personal data when the law allows us to and for the purposes set out in this Policy. The lawful bases upon which we will process your personal data are:

  • when you give your consent;
  • when necessary for the performance of a contract we have entered into or are entering into with you;
  • when necessary to comply with a legal or regulatory obligation
  • for our legitimate interests or those of a third party, provided that your interests and fundamental rights and freedoms do not override those interests.

 

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. We will notify you if this is the case at the time. 

We may also use your personal data to meet our legal obligations, to deal with any complaints and for the enforcement of our terms and conditions. 

We may use your personal data for our legitimate business interests which include security purposes and for the prevention and detection of crime, improvements to our Website, improvements to our facilities, or products and for general marketing purposes. We will not do so though where our interests are outweighed by your interests, rights and freedoms.  

We have set out below a description of the types of personal data we may collect and how we will use it.

 

WHAT PERSONAL INFORMATION DO WE PROCESS?

 

MEMBERS AND VISITORS

 

When you become a member, make a booking with us or visit the centre we will collect personal information from you and use it as further described below.

 

Customer Records

 

Your Customer Record includes personal information, visit information and financial data. This information is only used for our own operational purposes and for the purposes of providing you with the services requested. If you provide an email address you will be asked if you consent to receiving emails from us for marketing purposes. For further information regarding marketing emails, please see the section below headed “Marketing Communications”.  

We store personal information for identification purposes. Personal information may include your name, address, email address, contact number, date of birth, age, gender, log in data. 

We record data relating to your visits to the centre including date and time of visit, bookings, treatments, sessions and workshops.

We record financial data relating to your customer account including bank account and payment card details. In the event you complete a Health and Safety form or Medical Disclaimer we will make a note against on your Customer Record. 

Finally we may record notes regarding a conversation with you if this is relevant to your account. 

 

Medical Information

 

When you visit us or become a member, we may collect special categories of personal data which might include health and medical information. We will only collect such information where you give it to us and where it is directly relevant to your visit or your use of the centre or any of its facilities. 

 

Health and Safety Record

 

If you are involved in a health and safety incident we will record this information in order to comply with our legal obligations and as necessary for the establishment, exercise or defence of legal claims. This information may include special categories of data.  

 

Treatment Disclaimer

 

If you are required to complete a Medical Disclaimer we will record this information on your Customer Record. 

 

CCTV

 

We employ CCTV around the centre for monitoring and security purposes to ensure a safe environment for our staff, members and other visitors. We also use it for evidential purposes in the case of an incident or where there has been a complaint.

In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for more information about the scheme. We will only disclose CCTV images to others for the purposes stated above. 

 

COMMUNICATIONS

 

We will collect personal information when you communicate with us (whether via email, telephone, post or in person) or interact with us in any other way, including but not limited to social media interactions, attending events, entering competitions, signing up for special offers and/or completing surveys. 

 

WEBSITE

 

When you visit our Website, we will collect certain personal information as further described below.

 

Personal information collected by our Website 

 

Our website uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. This information does not identify you personally to us. 

Google Analytics also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. Google Analytics makes use of cookies; disabling cookies on your internet browser will stop Google Analytics from tracking any part of your visit to pages within this website.  Please see our Cookies Policy for more information on the use of cookies across the Website.

 

Contact forms and email links 

 

Should you choose to contact us using any of our contact forms or email links on our Website, the information you submit will only be used to respond to and deal with your enquiry.

We will not use this information for any other purpose, this includes marketing communications. The information you submit will not be stored by our Website, instead the data will be collated into an email to be actioned by our team. Where relevant, information may be transferred to your Customer Record. 

 

Customer feedback

 

This includes information that you voluntarily share with us about your experience in using our products and services and is used for our legitimate interests to allow us to develop and improve our products and services. Your personal information is only used if you have asked for a response to your feedback. Details of a response to you will be noted on your Customer Record. 

 

Marketing Communications and Newsletters

 

We may use your personal information to form a view on what we think you may want or need, or what may be of interest to you. Where we do so it is for our legitimate interests.

You will receive marketing communications from us if you have subscribed to receive them or otherwise requested to receive them from us.  We will not send marketing communications to you where you have not consented to or have opted out of receiving these.

You can ask us to stop sending you marketing emails at any time by following the opt-out links on any marketing email sent to you or by contacting us at any time via hq@move-hq.uk.

Where you opt out of receiving these marketing emails, we may still contact you for other purposes where we have a lawful basis to do so.

 

Links

 

Our Website may include links to third-party websites, plug-ins and applications. 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, we encourage you to read the privacy notice of every website you visit.

 

DISCLOSURES OF YOUR PERSONAL DATA

 

We will not sell your personal data and generally do not give your personal data to third parties but there are some exceptions. We may share your personal data in the following ways (as appropriate):

  • in order to provide any services requested by you which may involve us sharing your personal data with our partners, suppliers or third parties we do business with;
  • with any actual or prospective seller or buyer of our business and/or any assets. Information held by us about our customers and any users will be one of the transferred assets;
  • with our group companies, which means our subsidiaries and holding companies and any subsidiary or holding company of the same;
  • in order to comply with any legal obligation or as otherwise permitted by law;
  • for debt collection purposes;
  • for security purposes or to protect our rights or those of a third party; 
  • in the conduct or defence of legal claims or in order to enforce our terms and conditions; and
  • for the purposes of the prevention or detection of offences, and/or the apprehension or prosecution of offenders. 

 

DATA SECURITY

 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, suppliers and other third parties who have a business need to know and access the same. Where we have given you a password or you have created one to access certain areas of the Website you are responsible for keeping the password confidential.

 

DATA RETENTION

 

We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. Where processing is based on your consent, we shall only process your personal data until such time as you withdraw your consent unless we have another lawful basis on which we can continue to process your personal data.

 

International Data Transfers

 

It may be necessary for us to transfer your personal data outside the UK for example, to our partners, suppliers or third parties we do business with. In those cases we will comply with applicable UK laws designed to ensure the privacy of your personal data.

Where we transfer your personal data outside the UK, we do so on the basis of an adequacy decision or (where such is not available), standard contractual clauses approved by the ICO. 

 

YOUR LEGAL RIGHTS

 

Under data protection laws you have the following rights in respect of your personal data:

  • to request information regarding the personal data that we hold about you and the source(s) of that information.  You can request a copy of any personal data we hold about you. This service is usually free of charge, although we have the right to charge a ‘reasonable fee’ in some circumstances; 
  • to request that we rectify any inaccuracies in relation to the personal data we hold;
  • in some circumstances, to request the erasure of your personal data or object to the processing of your data; 
  • to object to any direct marketing;
  • in some circumstances, to request that your personal data be transferred to you or a new provider if the data is processed automatically; and
  • to withdraw consent to us processing your personal data. This will not affect the processing already carried out with your consent. 
  • You also have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Office. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to a person who does not have the right to receive it.