Privacy Policy

1. Who we are

The Southwold Gym, trading as Old Hospital Hub Ltd, is responsible for the personal information described in this policy.

Our address is: 4 The Old Hospital, Field Stile Road, Southwold, IP18 6LD.

For privacy questions or requests, email sydney@oldhospitalsouthwold.co.uk

This policy explains how we use information about members, prospective members, website visitors and people who contact us.

2. Information we collect

Depending on your interaction with us, we may collect:

• Identity and contact details, including your name, date of birth, address, email and telephone number.
• Emergency Contact details
• Membership details, payment status, purchases and billing records.
• Gym and class bookings, attendance and door-access records.
• Messages, enquiries, feedback and complaints.
• CCTV images captured at the premises.
• Website technical information and cookie preferences.
• Marketing preferences.
• Accident/ Incident Records
• Data collection upon registration
• Survey and Questionnaire data stored to help member satisfaction.

We receive information directly from you, through our membership and booking providers, and through our access and security systems.

Payment providers handle payment credentials under their own arrangements.

3. Why we use information

• Memberships, payments and bookings: to perform our contract with you.
• Steps you request before joining: to take necessary steps before entering a contract.
• General enquiries: our legitimate interest in providing customer service.
• Access control, prevention of misuse and security incidents: our legitimate interests in protecting members, staff and premises.
• Accounting records and legal requirements: compliance with applicable legal obligations.
• Disputes and legal claims: our legitimate interests in resolving disputes and protecting legal rights.
• Optional promotional emails: consent.
• Optional website technologies: consent where required, as explained in our Cookie Policy.

Where we rely on legitimate interests, we consider the impact on your privacy and use only information reasonably necessary for the purpose.

Health information is only collected if the unfortunate circumstance of an Accident or Incident occurs.

Information needed to administer your membership, take payment and control access is necessary to provide those services. If you do not provide it, we may be unable to create or maintain your membership. Optional marketing consent is not a condition of joining.

4. CCTV and access records

We use CCTV and recorded door access to support safety, protect property, prevent unauthorised access and investigate incidents.

CCTV operates 24 hours a day. This does not mean footage is watched continuously or that staff are always on site.

Camera coverage of CCTV covers all areas within the gym, excluding toilets and private changing areas. Please see our CCTV Privacy Policy for more details.

Only members of staff who have access to CCTV is senior management at The Old Hospital.

5. Who receives information

Where necessary for the purposes above, we share information with:

• Gymflow, which supports our membership and booking services.
• Payment service providers.
• Website hosting and IT support providers.
• Door-access and CCTV service providers.
• Professional advisers and insurers.
• Emergency services, regulators or law enforcement where there is an appropriate lawful basis.

We limit sharing to information relevant to the service or purpose.

6. How long we keep information

We retain information only for as long as needed for its purpose, including applicable legal requirements and the reasonable handling of disputes.

• Membership and account records: If existing members request their information to be removed.
• Payment and accounting records: Once account has been terminated and direct debit stopped.
• Bookings and door-access logs: 24 hours
• CCTV footage: 24 hours, for any incidents will be stored for security reasons.
• Enquiries and complaints: Will be reviewed annually.
• Accident and Incident information, if collected: Will be reviewed annually.
• Marketing preferences: until changed or withdrawn; limited suppression records may be retained to respect an opt-out.

Records are securely deleted or anonymised when no longer required.

7. Marketing

We send optional promotional emails where you have agreed to receive them. You may unsubscribe using the link in a message or by contacting us.

You can object to the use of your information for direct marketing at any time.

Essential messages about your membership, payments, bookings or safety are separate from marketing.

8. Your rights

Depending on the circumstances, you may ask us to give you access to your personal information, correct inaccurate or incomplete information, delete information, restrict its use, or provide certain information in a portable format.

You may also object to processing based on legitimate interests.

Where we rely on consent, you can withdraw it at any time without affecting processing that was lawful before withdrawal.

We may need proportionate information to verify your identity. We normally respond within one month; if a lawful extension applies, we will explain it.

9. Privacy complaints

Please contact sydney@oldhospitalsouthwold.co.uk if you are concerned about how we handle your information.

We will acknowledge a data-protection complaint within 30 days, investigate appropriately and tell you the outcome without undue delay.

You may also complain to the Information Commissioner’s Office.

10. Updates

We may update this policy when our services or data practices change. The latest version will appear on our website, with its revision date. We will draw significant changes to your attention where appropriate.