This privacy notice explains how FORDERS will collect and process your personal data if you are a customer, supplier, use our website, are a referee/emergency contact or apply for a job to work at FORDERS. 

 

We comply with the latest data protection legislation, including the General Data Protection Regulation (GDPR). Please note that we may amend this Privacy Notice from time to time and will post any changes here. 

 

About us 

FORDERS gym provides in-person and online training to its members and runs a small ecommerce store on the website. In providing these services we process personal data (including some sensitive personal data at times) and in doing so, we act as a data controller and data processor. 

 

Who to contact regarding your personal data 

Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights. We would be happy to answer any of your questions about this privacy notice and how FORDERS uses your data. 

 

Contact us via info@fordersgymbirmingham.co.uk 

 

How we collect and process personal data 

 

You may provide personal details to FORDERS, such as on a contact form, over the phone, in person or via our website. FORDERS will only use your personal data when legally permitted to do so. For the purposes of providing you with training services and/or information relating to services that are relevant to you. 

 

We collect the minimal personal data necessary for the provision of our services. We endeavour to keep this information accurate and up to date, only use it for the purpose for which it was provided and not keep it longer than is necessary. 

 

If you are a customer 

 

FORDERS processes customer and prospective customer data so that it can introduce and match the best services. We only ask for and collect the information we genuinely need, which is necessary for our legitimate interests to be able to provide our services. 

 

Where we have a contract with you, by law, for tax purposes, we have to keep basic information about our customers for six years after they cease being customers. This includes contact, identity, financial and transaction data. 

 

Where there is no contract in place, we keep your data whilst we have meaningful contact with you, this includes written and verbal communication, and where you click through from our marketing communications. If there has been no meaningful contact for two years, we will securely delete your information. 

 

The main ways we may process your personal data: 

 

So that you can engage our services. This may be direct through our website, email or phone, social or by visiting our site in person. 

 

If you are referred to us by a 3rd party e.g. a friend or family member. We will always inform prospective customers that we have received their data and will provide them with an option to object to their data being added to our database. 

 

If we have identified you as a prospective customer. This may be from an event we have held, social media or research. We will always inform prospective customers that we have collected their data and will provide them with an option to object to their data being added to our database. 

 

The personal data we collect and process 

If you have not engaged us directly but have been referred to us or we have identified you as a prospective customer (items 2 and 3 above) we will process information such as name, contact details and social media profile. We do process other personal data about you, but only when you have chosen to share that information with us. 

 

So that we can send you related marketing communications. We may send marketing communications to you about similar products and services. We do this under our legitimate interests where you have engaged our services. It is important to note that you can opt-out at any time by clicking the ‘Unsubscribe’ link in any marketing communications email or by contacting us. 

 

If you are a supplier 

 

We process your personal data to ensure that contract arrangements between us are properly managed. This ensures that the relationship runs smoothly, and we comply with legal requirements. 

By law, for tax purposes, we have to keep basic information about our suppliers for six years after they cease being suppliers. This includes contact, identity, financial and transaction data. 

 

If you apply to work at FORDERS 

 

FORDERS will process your personal data if you make an application to work with us. We only ask for and collect the information we genuinely need, which is necessary for our legitimate interests to be able to recruit the best people to join our team. 

 

We keep all application data for 1 year, and then it is destroyed unless you give consent to be added to our database for future roles or you are successful and hired to work with us. 

 

If you use our website 

 

This applies to all users of our websites – the general public, customers, members, suppliers, emergency contacts and applicants wanting to work at FORDERS. We only ask for and collect the information we genuinely need, which is necessary for our legitimate interests to be able to provide a great website experience and our services. 

 

Cookies and IP addresses 

 

We use cookies, which are small text files that are placed on your computer when you visit. We do this to make our website work more efficiently and to promote our news, products and services on social media, display and email messages. You will be asked for your cookie consent when you first visit our website. You can manage your consent and visit our Cookie Notice for more information. 

FORDERS uses a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses (a number assigned to each of your devices connected to the internet by your broadband provider) of visitors to our websites. 

 

Sensitive Data 

 

We may collect some sensitive data from you if you are a customer or apply for a job, this can include details of medical conditions and disabilities, if disclosed voluntarily. 

 

Disclosure of personal data to 3rd parties 

 

Other than to our own service providers, FORDERS will not pass on your personal data to any other third parties without your consent, unless the law requires us to do so or where there is an immediate danger to your health. 

 

We may pass on your personal data to service providers contracted to FORDERS in the course of dealing with you. They act as a data processor on our behalf and are obliged under contract to keep your details securely, and only use them to fulfil the services they provide on our behalf. When they no longer need your data to fulfil this service, they dispose of the information in line with FORDERS procedures. 

 

In the future, if we were to sell FORDERS, we may disclose your Information to the buyer as part of the completed sale and the new owner would become the data controller and be bound by the latest data protection legislation. 

 

Data Security 

 

We have put in place appropriate security measures to prevent your personal data being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 

 

There are also procedures in place to deal with any suspected personal data breach and we will notify you and the Information Commissioners Office (ICO) of a breach where we are legally required to do so. 

 

Your rights as a data subject 

 

Right of access – you have the right to request a copy of the information that we hold about you. You can do that by contacting us via info@fordersgymbirmingham.co.uk. 

 

If we do hold information about you we will: 

• GIVE YOU A DESCRIPTION OF IT 

• TELL YOU WHY WE ARE HOLDING IT 

• TELL YOU WHO IT COULD BE DISCLOSED TO 

• LET YOU HAVE A COPY OF THE INFORMATION IN AN INTELLIGIBLE FORM 

 

Please note that you will need to provide proof of identity – passport, driving licence or birth certificate. 

 

Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete. 

 

Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be  

erased from our records by getting in touch via the contact form

 

Right to restriction of processing – where certain conditions apply to have a right to restrict the processing. 

 

Right of portability – you may have the right to have the data we hold about you transferred to another organisation. 

 

Right to object – you have the right to object to certain types of processing such as direct marketing. 

 

Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling. 

 

Right to judicial review: in the event that FORDERS refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below. 

 

Complaints 

 

We take the processing of your personal data very seriously and are here to help with any concerns  

you may have. Please do contact us using info@fordersgymbirmingham.co.uk. 

 

If you are still not happy with how your personal data is being processed by FORDERS or how your complaint has been handled, you also have the right to lodge a complaint directly with the Information Commissioners Office at    https://ico.org.uk/concerns/ or by calling 0303 123 1113.