Privacy Policy for REP ROOM LTD (2020-2028) Effective Date: 6/7/2020 Last Updated: 1/1/2025 At REP ROOM LTD ("we", "our", or "us"), your privacy is of the utmost importance to us. This Privacy Policy explains how we collect, use, protect, and disclose your personal information when you use our services, including our gym membership system, direct debit collections, and interactions through the ClubRight membership system.
This policy applies to all members, clients, and visitors to our gym and covers both in-person and digital interactions.
1. Information We Collect: We collect personal information when you sign up as a member, use our facilities, or interact with us in any way. This includes: Personal Information: Full name, date of birth, address, email address, phone number, and emergency contact details. Health Information: Medical history, injuries, physical activity readiness questionnaire (PAR-Q) responses, and any other health-related information you provide. Payment Information: Credit/debit card details, bank account information, and direct debit authorisation for membership payments processed through ClubRight on our behalf. Usage Data: Data on how you use our services, including gym attendance, class participation, and equipment usage. Cookies and Tracking Technologies: When you interact with our website, mobile apps, or other online services, we may use cookies and similar tracking technologies to gather data on your browsing behaviour to improve your experience.
2. How We Use Your Information: We use the personal information we collect for the following purposes: Membership Administration: To process your membership, provide you with access to the gym, manage your profile, and handle bookings for classes or services. Direct Debit Collections: To collect your membership fees through direct debit payments via ClubRight on our behalf. This includes managing payment schedules, processing renewals, and issuing receipts. Health and Safety: To ensure that your participation in gym activities is safe by using the health information you provide, especially if you have specific medical conditions, injuries, or other concerns. Marketing and Communication: To send you promotional communications, offers, newsletters, and updates about our services (only with your consent). You can opt out at any time. Improvement and Research: To improve our services and offer personalised experiences based on your usage data and feedback.
3. How We Protect Your Information: We take your privacy seriously and employ a range of security measures to protect your personal data: Data Security: We use encryption, secure servers, and other technical measures to safeguard your personal information. Access Control: Only authorised staff have access to your personal and payment information, and they are trained to handle it with confidentiality. Third-Party Providers: We work with third-party providers, such as ClubRight, to process payments and manage memberships. These providers are trusted and comply with strict data protection standards.
4. Direct Debit Collections Through ClubRight: We partner with ClubRight, a third-party payment processing platform, to handle membership payments via direct debit on our behalf. By using our services, you acknowledge that your direct debit payments will be processed by ClubRight and are subject to their terms and conditions, as well as this Privacy Policy. The personal and payment information you provide for direct debit will be securely transmitted and stored by ClubRight. Payment Processing: Your payment information (e.g., bank account or credit/debit card details) is securely collected and processed by ClubRight for monthly or recurring payments related to your gym membership. Billing and Invoices: We use ClubRight to generate invoices and receipts for payments made, which will be accessible via your member portal. Payment Failures and Delays: In the event of a failed or delayed payment, ClubRight will notify us, and we may contact you to resolve the issue.
5. Sharing Your Information: We may share your personal information in the following situations: Service Providers: We may share your data with third-party service providers, such as ClubRight (payment processor), to facilitate payment processing, membership management, and communication. Legal Compliance: We may disclose your information if required by law, such as to comply with a court order, subpoena, or other legal obligation. Business Transfers: In the event of a merger, acquisition, or sale of REP ROOM LTD, your personal information may be transferred as part of that transaction. We do not sell, rent, or share your personal information with third parties for their marketing purposes without your consent.
6. Your Rights and Choices: You have the following rights regarding your personal information: Access and Correction: You can request access to the personal information we hold about you and ask for any inaccuracies to be corrected. Opting Out: You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or by contacting us directly. Data Deletion: You may request that we delete your personal information, subject to certain exceptions (e.g., legal retention requirements). Withdrawing Consent: If we process your data based on your consent (e.g., for marketing), you can withdraw that consent at any time.
7. Data Retention: We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including processing payments and maintaining membership records. We may retain certain information, such as payment history, for a longer period to comply with legal obligations and to resolve disputes.
8. Data Privacy and Transfers: Your personal information may be stored and processed in the UK or other locations where REP ROOM LTD, its affiliates, or third-party service providers operate. By using our services, you consent to the transfer of your data to these locations, which may have different data protection laws than your country of residence.
9. Changes to This Privacy Policy: We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with legal requirements. Any changes will be posted on this page, and we will notify you if the changes are significant. The updated policy will be effective as of the date posted.
10. Contact Us: If you have any questions or concerns about this Privacy Policy or wish to exercise your rights, please contact us at: REP ROOM LTD UNIT 2 STOCKBRIDGE CLOSE, CHESHUNT, HERTS, EN7 6GT. Email: Helpdesk@reproomgym.co.uk Phone: 07817949420 This Privacy Policy applies to all personal information collected from members, clients, and visitors of REP ROOM LTD from 2020 to 2028. Important Notes: ClubRight Integration: By agreeing to this Privacy Policy, you consent to the use of ClubRight for processing direct debit payments and membership management. Opt-In and Opt-Out: All marketing communications and promotional materials sent to you are subject to your explicit consent, and you can opt out at any time.