privacy

THE CHAPEL GYM Privacy Policy

The Chapel Gym Corby CIO

This Privacy Notice explains how The Chapel Gym Corby CIO collects, uses, stores and protects your personal information in accordance with UK data protection law.

Who we are

The data controller is:

The Chapel Gym Corby CIO
Registered Charity Number: 1185403

ICO Registration Number: ZA787071

The Chapel Gym
Elizabeth Street
Corby
Northamptonshire
NN17 1TU

Data Protection Lead: Sam Hearsum
Email: sam@thechapelgym.org.uk

1. Why we collect and use your personal data

We use personal information to:

Administer gym memberships and access to our facilities.
Manage membership payments, Direct Debits and other transactions.
Contact members about their memberships and gym services.
Assess whether members can exercise safely.
Administer the Youth Fitness Project and other activities for young people.
Respond to enquiries and provide information about our services.
Maintain the safety and security of our premises, including through CCTV.
Provide accommodation and support through Chapel Homes.
Provide recovery support and related activities through Chapel Recovery.
Manage employees and volunteers.
Meet our safeguarding responsibilities.
Maintain financial and administrative records.
Meet our legal obligations and protect the interests of the charity.

2. The categories of personal data we collect

Depending on your involvement with The Chapel Gym, we may collect:

Names and contact details.
Dates of birth.
Gym membership and attendance information.
Payment and transaction details.
Emergency contact information.
Information relating to children and young people.
Information provided through enquiries, applications and referrals.
CCTV images.
Information relating to employees and volunteers.
Information needed to provide accommodation, recovery or other support services.

We may also collect sensitive personal information, including relevant health information, where necessary for our activities and services.

Gym memberships

We use ClubManager to manage gym memberships and related records.

ClubManager may hold members' contact details, membership information, attendance records and payment information.

Access to this information is restricted to authorised staff.

Health information

We collect relevant health information through our Physical Activity Readiness Questionnaire (PAR-Q) to help assess whether members can use our facilities safely.

This information is treated as confidential and is only accessible to authorised staff who need it for gym administration and member safety.

We process health information only where we have a lawful basis and meet the additional data protection requirements that apply to sensitive personal information.

Payments

We use payment providers including GoCardless, Stripe and Zettle to process membership fees and other payments.

Bank account numbers and sort codes used for Direct Debit administration may be held in ClubManager, with access restricted to authorised staff.

Payment providers may also process personal information in accordance with their own privacy notices.

Children and young people

We collect information needed to administer the Youth Fitness Project and other activities involving young people.

This may include names, contact details, dates of birth, parent or guardian information, emergency contacts and relevant health or safeguarding information.

We take particular care to protect children's information and restrict access to authorised staff and volunteers.

CCTV

We operate CCTV at The Chapel Gym for safety, security and the prevention and investigation of incidents.

CCTV records video images and does not intentionally record audio.

Footage is normally retained for approximately 30 days, unless it is needed for an investigation, safeguarding matter or legal purpose.

Access to CCTV recordings is restricted to authorised personnel.

Chapel Homes

We operate Chapel Homes as a franchise of Hope into Action UK, providing accommodation and support.

We collect and use personal information needed to assess applications, arrange accommodation and provide appropriate support.

Where necessary, relevant information may be shared with Hope into Action UK and other organisations involved in providing support.

People using Chapel Homes may receive additional privacy information specific to that service.

Chapel Recovery

Chapel Recovery provides recovery-related support, including peer support, one-to-one sessions, groups, counselling and referrals.

We collect information necessary to provide these services, which may include sensitive information about health and personal circumstances.

This information is handled confidentially and access is restricted to authorised people.

People using Chapel Recovery may receive additional privacy information specific to that service.

Safeguarding

We process and share relevant personal information where necessary to protect children and adults at risk.

The Parochial Church Council of St John the Baptist with the Epiphany, Corby has safeguarding responsibilities at The Chapel Gym.

Where appropriate, information may be shared with safeguarding officers, statutory authorities and other relevant organisations.

We only share information where there is an appropriate legal basis for doing so.

3. The lawful basis for processing your personal data

We process personal information where necessary for one or more of the following reasons:

Contract: To provide gym memberships, services and other arrangements that you have entered into with us.
Legal obligation: To comply with requirements relating to employment, finance, safeguarding and other legal responsibilities.
Legitimate interests: To administer and operate the charity, maintain security and provide our services, where your rights and freedoms are not overridden.
Consent: Where we ask for your agreement to a particular use of your information.
Vital interests: In exceptional circumstances where information must be used to protect someone's life.

Where we process sensitive personal information, including health information, we ensure that the additional legal requirements for using that information are met.

4. Where we collect your data from

We may collect personal information from:

You directly.
Parents or guardians.
Gym membership applications and registration forms.
Health questionnaires and other forms.
Our membership and payment systems.
Schools, professionals and organisations making referrals.
Hope into Action UK and other organisations involved in providing support.
CCTV recordings.
Other appropriate sources where information is lawfully provided for our activities or safeguarding responsibilities.

5. Sharing personal data

Your personal information is treated as confidential and is only shared where necessary and lawful.

Depending on the circumstances, we may share information with:

Authorised trustees, staff and volunteers.
ClubManager, for membership administration.
GoCardless, Stripe and Zettle, for payments.
IT and other service providers, including Google Workspace.
Hope into Action UK, in connection with Chapel Homes.
The PCC of St John the Baptist with the Epiphany, Corby, where appropriate for safeguarding.
Payroll providers, HMRC and other relevant financial or professional organisations.
Organisations involved in referrals, counselling, accommodation or support.
Safeguarding organisations, local authorities and statutory bodies.
The police and other authorities where necessary and lawful.

We do not sell your personal information.

Some service providers may store or access information outside the UK. Where this happens, we ensure that appropriate data protection arrangements are in place.

6. How long do we keep data?

We keep personal information only for as long as necessary for the purposes for which it was collected, taking account of applicable legal, financial, safeguarding and other record-keeping requirements.

Different types of information may need to be retained for different periods.

CCTV recordings are normally kept for approximately 30 days, unless they are required for an investigation or other legitimate purpose.

When personal information is no longer needed, it is securely deleted, destroyed or anonymised.

7. How we protect your information

We take appropriate steps to keep personal information secure.

These include:

Restricting access to authorised staff and volunteers.
Using appropriate passwords and access controls.
Storing electronic information securely.
Keeping paper records in secure storage.
Taking additional care with health, safeguarding and other sensitive information.

8. Website cookies

Our website uses cookies and similar technologies to support its operation and, where applicable, understand how visitors use the website.

Some cookies are necessary for the website to function. Where other cookies require consent, visitors will be given appropriate information and choices.

Further information about the cookies used on our website is available through our cookie settings, where provided.

9. Your rights and your personal data

Subject to applicable exemptions, you have the following rights in relation to your personal information:

The right to request a copy of the personal information we hold about you.
The right to request correction of inaccurate or incomplete information.
The right to request deletion of personal information in certain circumstances.
The right to withdraw consent where we rely on consent.
The right to request restriction of processing in certain circumstances.
The right to object to certain uses of your personal information.
The right to request that your information is transferred to you or another organisation in certain circumstances.
The right to complain to the Information Commissioner's Office.

To exercise your rights, please contact our Data Protection Lead.