As some of you may know, the new General Data Protection Regulations (GDPR) came into force in May 2018. GDPR gives you (the client), more say in how organisations communicate with you and how they can use the data you supply. As a data controller and processor, I (Stuart Clark of Set the Tone Fitness) am required to state my reasons for collecting your personal data and to explain how it will be used and stored. These regulations also state that any information held must be accurate and up to date.
What we collect and why:
When you join a fitness class or begin a specific personal training program I will ask you to provide the following personal information -:
Full name – for identifying you and communicating with you.
Date of Birth – for identifying appropriate exercises and programs for different age groups.
Contact number – for contacting you about class specific information.
Email address – for contacting you with important class / PT session specific information and for promotional / marketing communications where you have given your permission for us to do so.
Next of Kin and their contact number – in case of emergencies during a class or personal training session.
Physical Activity Readiness Questionnaire (PAR-Q)
Set the Tone Fitness takes its’ clients safety very seriously and the answers that you provide in this questionnaire help me to ensure that the exercises and activities undertaken during a session are appropriate for you.
Genetic and biometric data
For Personal Training clients Set the Tone Fitness will collate information in respect of weight, body composition and fitness performance for the purpose of tailoring a fitness program that will enable the individual to reach their specific fitness goals. The information will also be used to ensure that the exercises are safe and appropriate for the individual concerned.
The answers you provide to these questions about day to day life, again help me to be aware of anything which may impact your ability to engage in the exercises and activities safely: for example, you may have an occupation which has an impact on posture. This should be taken into consideration before undertaking any program of exercise.
How can Set the Tone Fitness contact you?
The new GDPR regulations require organisations to obtain their clients / customers consent for collecting, processing and storing their data. That consent must be explicit and unambiguous. For this reason, there are yes/no questions on the attached form which enable clients to be clear as to how Set the Tone Fitness may contact them and for what purposes.
Who has access to your data?
Your information is held within a password protected database on a password protected desktop computer. The PC itself is protected with McAffee LiveSafe and is monitored constantly for virus’ and spyware. I, Stuart Clark and my Personal Assistant (Rachel Dowland) have access to the information. Paper copies of your ‘Data Collection’ forms are also held in files in a locked room. Your data will not be shared with anyone else and will be disposed of upon your request or when you stop attending classes and / or personal training sessions.
Where did it come from and how often is it updated?
The data was supplied by you when you signed up for personal training or joined a class. Information will be updated as and when you advise us of changes. It is up to you to keep Set the Tone Fitness informed of any changes to both your own and your next of kin’s contact details. It is also important to advise us of changes in your health. If you stop attending your class or personal training session, after 12 months of non-attendance your details will be both shredded and deleted from our database. Of course, you can ask us to delete your personal details from our systems at any time.
If you no longer wish to hear from Set the Tone Fitness, or if you would like to hear more, speak to me in person or contact me at firstname.lastname@example.org with your preferences.