Privacy Policy

Nuneaton and Bedworth Leisure Trust ("We") are committed to protecting and respecting your privacy.

This policy (together with our terms and conditions and any other documents referred to on it) sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed and stored by us and fulfills the requirements of the General Data Protection Regulation (GDPR).

Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it. We keep certain basic information as an employer; when you visit our websites or, as a customer, you complete a form at one of our sites. We recognise the importance of keeping that information secure and letting you know what we will do with it.

Personal Information we may collect from you

We may collect and process the following personal information about you:

  • Information that you provide by filling in forms at either one of our sites or by visiting one of our websites. This includes information provided at the time of registering to use services or our websites, subscribing to our service or requesting further services.
  • If you contact us, we may keep a record of that correspondence.
  • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
  • Information that you provide if you are employed by us.
  • Details of your visits to our websites whether this is required for our own business purposes or otherwise and the resources that you access.

IP addresses and cookies

We may collect information about your computer, including where available your IP address, for system administration and to report aggregate information. This is statistical data about our users' browsing actions and patterns, and does not identify any individual and we will not collect personal information in this way.

We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us to:

  • estimate our audience size and usage pattern.
  • store information about your preferences, and so allow us to customise our site according to your individual interests.
  • speed up your searches.
  • recognise you when you return to our site.

You may refuse to accept cookies by either activating the setting on your browser, which allows you to refuse the setting of cookies, or by refusing to agree to them when you first log on to our websites. However, if you select this setting or refuse to allow them, you may be unable to access certain parts of our site.

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network. You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about visits activity. For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page

Where we store your personal information

Any personal information that we receive from you either in written or electronic form will be stored in a secure location. This personal information may be inputted into our management software for business purposes. It may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by organisations operating outside the EEA who are employed by us, for one of our support services. By submitting your personal information, you agree to this transfer, storing or processing. Any such organisations will have their own privacy procedures which will be checked by us to ensure they are maintaining the privacy of any personal information.

We will take all steps necessary to ensure that your personal information is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers or in a secure area. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our websites/systems, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

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 personal information 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 prevent unauthorised access.

Uses made of the information

We use information held about you in the following ways:

  • To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To carry out our obligations arising from any contracts entered into between you and us.
  • To allow you to participate in interactive features of our service, when you choose to do so.
  • To notify you about changes to our service.
  • As an employee, to allow us to calculate and process any monies due to you and to be paid to any third parties on your behalf e.g. HMRC.

We may also use your personal information to provide you with information about goods and services which may be of interest to you and we may contact you about these by email, post, text or telephone.

If you do not want us to use your personal information in this way, please tick the relevant box situated on the form on which we collect your personal information.

If you are providing us with another person’s personal information you should first ask them to read this Privacy Policy. By giving us personal information about another person you are confirming that they have given you consent to provide the personal information to us and that they understand how their details will be used.

Disclosure of your information

We will not disclose your personal information to third parties, unless:

  • We are under a duty to disclose or share your personal information in order to comply with any legal obligation. This includes exchanging information with other companies and statutory bodies that we are required to do so by law.

Your rights

You have the right to ask us not to process your personal information for marketing purposes. We will request your permission (before collecting your personal information) if we intend to use it for such purposes.

You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your personal information. You can also exercise the right at any time by contacting us via the ‘contact us’ page on our website.

Our websites may, from time to time, contain links to and from the websites of our partner networks and affiliates. Any such organisations will have their own privacy procedures which will be checked by us to ensure they are maintaining the privacy of any personal information. If you follow a link to any of these websites please be aware that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

How long we will keep your information

Unless a longer retention period is required by law, we will only hold your personal information on our systems for the period necessary to fulfil the purposes outlined in this Privacy Policy or until you request it to be deleted. If a person ceases to be an employee or customer, all personal information will be destroyed after two years of leaving. We may, however, keep it where we may need it by law or for legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. fighting fraud and financial crime, and responding to requests from regulators.

 

Table of Retention

Employees / Applicants
What information we hold? How long the information is held

For Employees - Personal Information relevant to employment 

(name, address, DOB, medical history, qualifications)

Duration of employment and up to 4 years following employment

For unsuccessful applicants – personal information relating to application

(name, address, DOB, qualifications)

6 months

Emergency Contact Details

(name, address, telephone number, email address)

Duration of employment and up to 4 years following employment

 

Gym users
What information we hold? How long the information is held

Personal information required for us to provide membership

(name, address, medical history, parental consent, if under 16)

Duration of membership and up to 2 years following membership

Personal information in order to take payments

(e.g Bank details)

Duration of membership and up to 2 years following membership

unless otherwise required to keep to fulfil legal requirements

Personal information required to ensure wellbeing whilst using the facilities

(e.g medical history, blood pressure)

Duration of membership and up to 2 years following membership

unless otherwise required to keep to fulfil legal requirements

Emergency Contact Details

(name, address, telephone number, email address)

Duration of membership and up to 2 years following membership

 

Children & young people
What information we hold? How long the information is held

Personal information required to provide childcare services

(name, address, DOB, medical/allergy information, Parent/Guardian details,

SEND details (if required) , details of authorised persons to collect child)

Until the child is aged 21

Personal details required ro provide activities for children & young people

(name, address, DOB, medical/allergy information, Parent/Guardian details,

SEND details (if required) , details of authorised persons to collect child)

Until the child is aged 21

Child Protection/Safeguarding information (if required)

(name, address, contact details of professionals)

Until the child is aged 24

 

Customers
What information we hold? How long the information is held

Personal information required to enable us to provide

our services (name, address, contact details, age)

Up to 2 years unless unsubscribed.

 

Fitter futures
What information we hold? How long the information is held

Personal information required for referral

(name, address, DOB, medical conditions, parent/Guardian details, if under 16)

Whilst the programme is active and up to 4 years after the programme ends.

Personal information required to monitor progress and feedback

(name, address, DOB, height, weight, BMI, blood pressure, mental wellbeing score, changes in medical conditions)

Whilst the programme is active and up to 4 years after the programme ends.

 

Accidents / incidents
What information we hold? How long the information is held

Personal details held following any accident or incident in one of our sites

(name, address, DOB, contact details, details of accident/incident, treatment given)

Up to 18 years

 

Access to information

The Regulation gives you the right to access information held about you. Your right of access can be exercised in accordance with the Regulation by contacting us.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page. However, we advise that you check this page regularly to keep up to date with any necessary changes.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be made via the ‘contact us’ page.