Last Updated January 2023
We are Energise Health and Fitness Limited, a company registered in England and Wales under company number 11316395 and with our registered office at Great Ketlam Farm, Low Road, Pentney, King's Lynn, Norfolk, England, PE32 1JF.
Our use of your data:
We typically use your personal information in order to register your membership, booking or appointment, to monitor website activity and for marketing purposes.
Marketing:
We rely on a legitimate commercial interest to use your personal data for marketing purposes which we consider does not unduly impact your rights. You may ask us to stop sending you marketing information at any time by clicking unsubscribe or contacting us using the contact details below.
Sharing:
We will never share your data with a third party without your express consent.
Security:
We respect the security of your data and treat it in accordance with the law.
THE PURPOSE OF OUR PRIVACY STATEMENT
Under data protection legislation, Energise Health & Fitness Limited is required to explain to you why we collect information about you, how we intend to use that information and whether we will share your information with anyone else.
This statement applies to customers, users of our website and those who wish to receive marketing information from us. Please read this statement carefully to understand our views and practices regarding your personal data and how we will treat it.
This statement (together with the separately posted Website Cookie Policy) tells you how personal information which we collect from you, or which you provide to us, will be processed by us.
This statement relates to information collected from you through your use of our
websites www.energise-pentney.co.uk, www.narvalleycottagesnorfolk.co.uk, our social media channels and any other website on which this policy is posted or expressly referenced (collectively “our websites”). It also relates to information which we collect from you at Energise Pentney, over the telephone, by you entering our competitions & promotions or interacting with emails we send you, or if you contact us in writing.
Please do not use our websites, or purchase any products or treatments over the telephone or online, or enter our competitions or promotions unless you agree with this policy.
This statement does not form part of any contract to provide services. We may update this statement at any time.
It is important that you inform us of any changes to your personal information which we hold so that the information which we hold is accurate and current.
WHO WE ARE
Energise Health & Fitness Limited is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.
OUR DATA PROTECTION OFFICER
Our Data Protection Officer is responsible for overseeing what we do with your information and monitoring our compliance with data protection laws. If you wish to contact the Data Protection Officer you can do so by writing to reception@energise-pentney.co.uk.
If you have questions about our use of your personal data, you can raise them with us at reception@energise-pentney.co.uk.
WHY ARE WE COLLECTING YOUR INFORMATION?
The information that you provide to us is required in order for us to:
1. fulfil your membership, booking or appointment with us;
2. provide you with offers and marketing information about products, events or promotions in which you may be interested;
3. for our monitoring of the use of our websites by users;
4. for profiling purposes so we can better tailor our websites’ content and marketing activities to users' browsing behaviour;
5. to administer our competitions and promotions;
6. for the purpose of keeping Energise Pentney Health Club secure and to prevent fraud;
7. to process and respond to any queries that you might have;
8. to allow you to subscribe for relevant regulatory alerts;
9. to conduct customer surveys in relation to our services.
THE TYPES OF PERSONAL INFORMATION WE COLLECT
We are collecting information about you in order to achieve the purposes set out above (see 'Why are we collecting your information?'). This includes:
1. Personal details and payment
2. personal details (such as name, gender and date of birth);
3. contact details (such as your address, phone number and email address);
4. payment information (such as payment methods, billing address details and other information related to payment. Please note Energise Health & Fitness Limited does not retain or store credit card, debit card or other confidential payment information.
5. Website use, interaction and communications
6. details of any contact with our Booking Coordinator, Reception or Management (such as a record of your correspondence with us);
7. details of your visits to our websites, or of opening marketing emails, and any calls that you make to us;
8. browser information and online identifiers (such as your browser types, browser version host operating system, browser language and your IP address);
9. information about your visit to any of our websites, such as full Uniform Resource Locators (URL) clickstream to, through and from our site, whether your visit was directly from a marketing email we
have sent, products viewed or searched for, page response times, download errors, lengths of visits to certain pages, page interaction information (such as scrolling, clicks and mouse overs) and methods used to browse away from the page);
10.aggregated information (such as aggregate traffic information collected from your visit to our websites);
11.Marketing, competitions and survey information
· competition entries;
· your responses to our surveys;
· details of any agreement or objection to receiving marketing information from us;
· On-site security: images of you and your vehicle if applicable captured through the use of our CCTV cameras.
PRIVACY OF UNDER 18’S/SPECIAL CATEGORY INFORMATION
We do not knowingly collect personal data from anyone under the age of 18. We do not knowingly obtain or store any Special Categories of Personal Data, such as race or religious beliefs. In some instances, we do collect and store information about health or medical conditions with your express consent, for membership or Treatment purposes.
If we are made aware that we have received information from anyone under the age of 18 or Special Categories of Personal Data, we will use reasonable efforts to locate and remove that information from our records.
PERSONAL INFORMATION SOURCES
The information which we collect about you will be obtained through a variety of sources which include:
Information provided by you
1. if you register as a member, create a booking or buy a product
2. if you are registering or booking, either on site at Energise Pentney Health Club, or over the telephone. We will never ask you to confirm or supply any card details via email or text message. If you receive
such an email or text message, please do not respond and notify us immediately at: reception@energise-pentney.co.uk;
3. if you enter a competition or promotion sponsored by us;
4. when you report a problem with our websites;
5. when you contact Reception;
6. when you complete surveys that we use for research purposes;
Information collected automatically about you
1. information automatically collected about you and your visit to any of our websites;
2. information automatically collected about you when you open a marketing email;
3. CCTV footage when you visit Energise Pentney Health Club, including Vehicle Registration
Information collected from third parties
1. we may collect information about you from third parties for marketing where you have provided your express consent to the third party for your information to be shared for such purpose;
2. we may collect information about you from third parties who we have partnered with to run competitions.
3. We use Trybe as a booking system. You can find out more about their policies here:
Privacy policy: https://try.be/legal/privacy-policy
Terms and conditions: https://try.be/terms-and-conditions.pdf
WHAT WE DO WITH YOUR INFORMATION
We may use your personal data for the following purposes:
Marketing purposes
We may use your personal data to provide you with information that you haverequested from us and to inform you of offers or other goods or services that may be of interest to you (but only where you have not objected to be contacted for such purposes).
We will do this where you have provided us with your email address or you have otherwise confirmed that you agree to us sending you such information (see 'What is our lawful basis for using your information' below).
Please note that you have the right to ask us not to process your personal data for marketing purposes. We will usually inform you before collecting your data if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right
to prevent such processing by:
1. not checking certain boxes on the forms we use to
collect your data; or
2. you can also request us not to use your personal
data for this purpose when setting up your membership; or
3. by emailing us at reception@energise-pentney.co.uk
Making a booking or an appointment
We use your personal data to process and fulfil your bookings and appointments effectively and to carry out any further obligations arising from any contracts entered into between you and us. This will include using your email address and/or mobile phone number so that we can send you information confirming your booking or appointment.
We collect health information where necessary to perform the agreed services appropriately, and potentially highlight areas that services potentially may cause issues to clients because of their health, and ensure a safe service and provide industry standard advice.
Health questions are asked in many of our consent forms to potentially highlight information that may have a negative effect on your health due to medication you are taking or a medical condition(s) you may have.
Energise Pentney asks for consent prior to gathering and processing this information. At any time after giving consent you can withdraw your consent, subject to legal, insurance and contractual restrictions (see more on ‘your rights’). Your privacy is very important to us and we only use this information to for
determining your suitability for the treatment.
Use of our websites or opening our emails
When you use our websites we may use your personal data to:
1. Administer our websites and for internal operations such as to help diagnose problems with our server, trouble shoot, analyse data and other administrative purposes;
2. improve our websites and to ensure that content is presented in the most effective manner for you and your computer, tablet or mobile phone;
3. allow you to participate in interactive features of our service when you choose to do so;
4. keep our websites safe and secure;
5. improve the services we offer and to develop marketing programs (we may use personal data for these reasons as a result of you opening our emails too); and
6. if you report a problem with our websites, use your personal data to investigate and resolve the reported problem.
Administering competitions or promotions
We will use your personal data in relation to your entry into competitions run by
Energise Health and Fitness Limited and promotions sponsored by us.
If you complete a survey for us, such as a customer satisfaction survey, we will
review and analyse your answers to the survey questions.
We may also use your personal data to notify you about changes to our business.
Prevention of fraud and security
We may use your personal data to help to protect you from fraud. For instance, we may carry out identity verification, credit or anti-fraud checks against your name using third party databases which may involve disclosure of your personal details to registered credit reference or fraud prevention agencies who may
retain and use your personal information.
Where you enter Energise Pentney, your image may be recorded by our CCTV cameras. CCTV footage may be used in order to ensure the security and safety of our staff and customers and could potentially be used as evidence in an investigation or civil or criminal legal proceedings.
Placing an order or a request for information
Many of the services that we offer are only made available if we have certain information about you. To access these services, you will, from time to time, be asked to submit personal data about yourself. If you do not provide that personal data, we will not be able to offer those services to you. For example, if you do not provide information about your method of payment or address, we will not be able to complete your membership registration or Treatment with us.
USE OF OUR WEBSITES
If you do not agree for us to your personal information when you access our websites, you should not use our websites.
COMPLYING WITH DATA LAW
We will comply with data protection law. At the heart of data protection laws are
the "data protection principles" which say that the personal information we hold about you must be:
1. used lawfully, fairly and in a transparent way;
2. collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
3. relevant to the purposes we have told you about and limited only to those purposes;
4. accurate and kept up to date;
5. kept only as long as necessary for the purposes we have told you about; and
6. kept securely.
Our lawful basis for using your information
1. In accordance with the data protection laws, we need a "lawful basis" for collecting and using information about you. There are a variety of different legal bases for using personal data which are
set out in the data protection laws.
2. The lawful bases on which we rely in order to use the information which we collect about you for the purposes set out in this statement will be:
1. Contract: Using your information will be necessary for us to either perform the contract between us or in order to take steps at your request prior to entering into the contract;
2. Legal compliance: Using your information will be necessary for us to comply with a legal or regulatory obligation which is placed on Energise Health and Fitness Limited;
3. Legitimate interest: Using your information will be necessary for our legitimate commercial interest and our interest is not outweighed by the potential impact on your privacy. For example, we rely on legitimate interest as our lawful basis to send you marketing information by email or by post if you have placed an order with us and you have not objected to receiving such marketing information. If you would prefer not to receive marketing information from us, please email us at reception@energise-pentney.co.uk;
4. Consent: It is possible that you may give us your consent to use your information for a particular purpose.
SECURITY OF YOUR DATA
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We will never ask you to confirm or supply any account or credit card details via email or text message. If you receive such an email or text message, please do not respond and notify us immediately at: reception@energise-pentney.co.uk.
If you are using a computer or other device to access our websites in a public location we recommend that you close the website browser down when you complete an online session for your security.
Unfortunately, the transmission of information via the internet is not completely secure.
Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
THIRD PARTIES SECURITY MEASURES
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions, and with your express permission.
USING YOUR INFORMATION FOR ANY OTHER PURPOSE
We typically will only use your personal information for the purposes for which we collect it. In limited circumstances we may use your information for a purpose other than those set out in this policy. If we intend to do so, we will provide you with information relating to that other purpose before using it for the new purpose.
We may use your personal information without your knowledge or consent where such use is required or permitted by law.
LINKS TO EXTERNAL SITES
Our websites may contain links to third party websites. If you follow a link to any such website, please note that your use of such website will be subject to the terms of that website’s privacy policy and we do not accept responsibility or liability for your use of such website. Please check the terms of the third party website’s privacy policy before submitting any personal data to such a website.
COOKIES
Our websites use cookies to distinguish you from other users of our websites. This helps us to provide you with a good experience when you browse our websites and also allows us to improve our websites. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.
STORING YOUR INFORMATION AND DELETING IT
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Energise Pentney retains your personal data for as long is necessary to provide you with our services as our
client. Energise Pentney is required by law to keep your personal data for a minimum of 7 years. Health & safety records will be retained for 10 years and where we have your consent for marketing purposes, we will retain the minimum required data until you notify us that you no longer wish to receive such information.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those
purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
YOUR RIGHTS
If you have any questions about our use of your personal data, you are welcome to contact us. You will find our contact details at the bottom of this page. If you notice any errors in your personal data, you have the right to have them corrected.
Under certain circumstances, by law you have the right to:
1. Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
2. Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
3. Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask
us to delete or remove your personal information where you have exercised your right to object to processing (see below).
4. Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to
object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
5. Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its
accuracy or the reason for processing it.
6. Request the transfer of your personal information to another party.
7. You are not always entitled to exercise each of these rights. The rights which you are entitled to exercise depend on a number of factors including the lawful basis on which we rely to use your personal data. Therefore, if you make a request to exercise a right which is not available to you, we have the right to decline the request.
8. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to
another party, please contact reception@energise-pentney.co.uk in writing.
YOUR RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact reception@energise-pentney.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
YOUR RIGHT TO COMPLAIN TO THE ICO
You also have the right to complain to the Information Commissioner's Office (the "ICO") if you are not satisfied with the way we use your information. You can contact the ICO by writing to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
CHANGES TO THIS PRIVACY POLICY
We may amend this privacy policy at any time so please review it frequently and at least each time you submit personal information to us. The date at the top of this page will be amended each time this policy is updated. Our current privacy policy applies to all information that we have about you and your account.
CONTACT US
If you have any questions, comments or requests regarding this policy or our website, please email us at: reception@energise-pentney.co.uk.
Alternatively, you can call us on: 01760 338933 or you can write to us at:
Energise Health and Fitness Limited, Great Ketlam Farm, Low Road, Pentney,
King’s Lynn, Norfolk, PE32 1JF, England.