Privacy Policy

Flexi-Fit is committed to a robust, transparent policy governing how data is collected, stored, and shared.

This document will outline what information we collect, why we collect it, and who we share it with. We also outline how you may request access to your data and how you can update or delete your data.

We have kept this simple by giving a simple, straightforward overview of how we ensure and respect your privacy. If anything is not clear, or you’d like to talk through any part of this document, please contact me at kerry@flexi-fit.com.

 

Who’s involved?

Flexi-Fit (the business)

A customer (“customer”, “you”, “your”) is a person who contacts Flexi-Fit, or registers for a course or class.

This Privacy Policy governs all data supplied to Flexi-fit by a customer.

 

What types of information do we collect?

Personal Data

Personal data is only ever collected voluntarily by the customer and provided to Flexi-Fit – either via the website, newsletter sign up (MailChimp) or via email, phone or in person.

Personal Data will only be used in ways that are in line with why it was originally provided. For example, we will not contact someone designated as your emergency contact for marketing purposes.

Sensitive Data

When a customer signs up to a particular service, class or course, we will request information on current health, injuries and recent medical history as deemed relevant to the service to be provided. This information is collected in order to ensure that the customer is able to take part in a particular service, class or course, to personalise the service as required and to be in compliance with Flexi-Fit’s insurance policy.

 

How do we collect personal information?

Personal information is collected directly from the User via email, the website (www.flexi-fit.com), or in person.

Some personal and sensitive information will also be collected on paper-based forms used in customer consultations. This information is kept in paper form in a locked filing cabinet.

 

Cookies

A cookie is a small amount of data sent from our server and stored on your computer’s hard drive.

We use cookies on our website to help us learn how users are using the site and so that we can improve and develop our content and marketing:

These cookies don’t collect information that identifies a visitor. All the information that these cookies collect is aggregated and is therefore anonymous. This information is only used to improve how our site works by collecting information about how visitors use our site, for example which pages visitors go to most often, and if they get error messages from web pages.

Cookies contain information that is transferred to your computer’s hard drive. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page.

We also use cookies that are necessary for the operation of our site: These cookies are essential in order to enable you to move around our site and use its features. Without these cookies, services you have asked for, like newsletters or membership areas, cannot be provided.

We may also use cookies to share information about your use of our site with our trusted social media, advertising and analytics partners (in particular Facebook and Google).

Your choices about cookies:

You can choose to disable or manage cookies as follows:

Browser settings: Some internet browsers are automatically set up to accept cookies, but you can set your browser to refuse a cookie or ask your browser to show you where a cookie has been set up. Certain services are only activated by the presence of a cookie and, if you choose to refuse cookies, particular features of our site may not be available to you. Further information about cookies can be found on the following link: www.allaboutcookies.org.

 

How we use personal information

We use personal information to manage the normal operations of Flexi-Fit classes, courses and coaching sessions.

We also use personal information to notify customers of changes to the services offered as well as updates on new services.

 

Disclosure to other parties

We may employ companies and individuals to manage or provide elements of the service on our behalf. These parties will only be given access to data necessary to perform the required task, must fully comply with this policy, and cannot use any data acquired from Flexi-Fit for any other purpose than what they were tasked to do.

Otherwise than as set out in this Privacy Policy, we will only ever share your data with your informed consent.

 

Communications and marketing

Where you have provided us with your email, we will contact you with communications to let you know about our services that we consider may be of particular interest.

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.

We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high-quality service.

 

Mailchimp

We may use some of your data to send you targeted and appropriate information and other aspects of our services which we consider may be of interest to you via Mailchimp. You are free to unsubscribe at any time by visiting the ‘unsubscribe and ‘preferences’ footer options at any time.

When you send an email marketing campaign, it bounces from server to server as it crosses the Internet. Along the way, server administrators can read what you send. Email was not built for confidential information. We do not use MailChimp to send confidential information.

For more detailed information please see Mailchimp’s Privacy Policy.

 

Retention

Sensitive data from customers will be retained for a maximum of 12 months from the last use of the services of Flexi-Fit. Paper copies of data will be shredded and electronic copies deleted from all sources.

Some personal information may be retained for legal or legitimate business purposes. For example, a customers’ payment history, class attendance will be retained for analysis of business performance.

In the event that you ask us to stop sending you direct marketing/other electronic communications, we will keep your name on our suppression list to ensure that you are not contacted again.

 

Requesting, changing, or deleting data

A customer can request to view and update the data held by Flexi-Fit. You can make such requests by emailing kerry@flexi-fit.com. We may require you to verify your identity before disclosing any personal information and will attempt to comply with the request within a reasonable period of time.

 

Third party websites

Our website may link directly to other sites. This Privacy Policy does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external websites you visit via links on our website.

Updates to this policy

We reserve the right to change this Privacy Policy from time to time. We encourage you to periodically review this document for the latest information about how we handle personal information and ensure privacy. If we make material changes to this Privacy Policy, we will notify Users via email or another method that is reasonably likely to reach the User.

Continued use of the Service will constitute acknowledgement and acceptance of the Service.

We are not required by law to have a “Data Protection Officer” however, please let me know if you have any queries or concerns whatsoever about the way in which your data is being processed by either emailing kerry@flexi-fit.com or by writing to me at the following address: