Aerten Health and Fitness is committed to protecting the privacy and security of your personal information. This notice explains how we put that commitment into practice, describing how we collect your personal information through our services and treatments; this includes enquiries by phone, email, through our website or in person. This notice states the types of personal information we hold and how that information is used.

Aerten Health and Fitness, as defined by the General Data Protection Regulation (GDPR), is a data controller. This means that we are responsible for deciding how we hold and use personal information about you. We are therefore required to notify you of the information contained in this privacy notice.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

PRINCIPLES OF DATA PROTECTION

In the performance of our business we will comply with data protection law. This means 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.

6. Kept securely.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data that we may collect from you will usually include your name, surname, address, contact number, email address, date of birth, age, current and past medical conditions, physical activities, health goals (personal training only) and reason for massage/personal training.

We may from time to time capture images of our services and treatments to show on our website and on social media. We will only use images where you are recognisable if you have given your explicit consent.

HOW YOUR PERSONAL INFORMATION IS COLLECTED

We collect information from you when you book with us and register for services and/or treatment, and throughout your treatment and personal training sessions. We may also collect subsequent personal information when you contact us directly by telephone, email or through social media.

HOW WE USE YOUR PERSONAL DATA

We will only use your personal information when the law allows us to.  Most commonly, we will use your personal information for the direct purpose of providing you with our services and treatments. Following professional guidelines and best practice, we will keep clinical records on the services and treatments that we provide you with. These records will include information about your health and medical history, and details from each session. We may also use your personal information in response to any communication you may have with us, and to remind you of appointments. Where we process special categories of personal data (sensitive personal data), we will do so where applicable law allows us to in pursuance of our legal and professional obligations or when you have given us explicit consent.

From time to time, we may use your personal information to send you news, updates and promotional offers but will usually only do so where you have agreed or asked to receive such information, or if we are sending you information about services similar to those you may have received from us before.

If you wish to stop receiving marketing information from us, please contact us to inform us of this, as we do not wish to send you information you do not wish to receive. You can email us at aertenfitness@mail.com

In some cases, we may use your personal information to pursue legitimate interests of our own; provided your interests and fundamental rights do not override those interests. In other circumstances we may be required to process your information by law, e.g. for the prevention of fraud or crimes or if it is necessary to protect your interests or those of another person.

SECURITY AND STANDARDS

We take data protection very seriously and, in compliance with the GDPR, we have taken reasonable steps to safeguard your information. We use secure IT systems where sensitive personal data is concerned. Your analogue records are kept securely and locked away as soon as reasonably practicable.

CHANGE OF PURPOSE

We will only use your personal information for the purposes for which you provided it, unless we reasonably consider that we need to use such information for another reason, but that this reason is also compatible with the original purpose. If we need to use your personal information for an unrelated purpose we will notify you, and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DATA RETENTION

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for; this includes the purposes of satisfying any legal, accounting, or reporting requirements. With regards to any clinical records from your personal training sessions and treatments, we have carefully considered what length of time these need to be kept for in the event of a complaint or claim made against Aerten Health and Fitness. Taking into consideration professional best practice and professional guidance, we will hold personal data relating to treatment and services provided for 7 years. 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.

YOUR RIGHTS IN CONNECTION WITH PERSONAL INFORMATION

Under certain circumstances, by law you have the right to:

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.

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.

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).

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.

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.

Request the transfer of your personal information to another party.

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 us with a written request either by post or electronically.

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 email us ataertenfitness@mail.com. 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.

CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.