Premium Members Coffee Reward Privacy Notice

Privacy policy

At Club Towers, we recognise that we have a responsibility to treat the personal information that you provide us with carefully and to use it sensibly. This privacy policy sets out the types of personal information that we may collect from you in order to process your premium member discounts, the purposes for which we use this information, the circumstances under which we may share this information, and the steps we take to safeguard the information and protect your privacy.

Data Controller

For the purposes of the General Data Protection Regulation (“GDPR”) and UK data protection laws, the data controller is Club Towers Limited, Clapham Road, Bedford, MK41 6EL (hereinafter “the Club”)

The types of information we collect

The information that we collect helps us to continually improve the service that we offer at the Club. We may collect the following types of personal data about you:

• Contact and communications information, including your contact details (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
• Other sensitive personal information including your photograph, date of birth, and gender.
• Financial information, including bank or Direct Debit details;
• Information about your attendance at the Club and use of the various facilities and services we offer.
• Certain other information which you volunteer when making use of your membership benefits (for example, making court bookings, using the creche or summer camps, making use of other Club facilities, or completing surveys).
• CCTV recordings – we use CCTV in our Club for security reasons, and these recordings are retained for around 30 days.

How we collect your information

We may collect your personal data in a few limited ways, namely:

• Directly from you, when you register for Premium membership thorough our Zonal Rewads platform, when you provide information via the Club’s management software or court booking system, or when you interact with us during your time as a member in various other ways (for example, where you enter a competition, sign up for a course or lessons etc).

How we use your personal data

Many of the details that you provide are stored on the Club Management system provided to us by Perfect Gym Club Management Systems (hereinafter “Perfect Gym”). Perfect Gym holds ISO9001:2015 and ISO27001:2013 certifications which are both externally assessed by BSi.

If you have set up a Zonal Rewards premium membership account, then the details you provide will be stored in the Zonal system.

Zonal have reported GDPR compliance to us for their systems.

Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.

More specifically, we will use your personal data for the following purposes:

• Administration of the Club and your premium membership, including:
• maintaining premium membership records;
• taking payment of premium membership fees and maintaining accounting records;
• Fulfilment of orders for goods and services associated with premium membership offers, including free drinks, PT sessions, swimming lessons and coaching;
• To carry our research and statistical analysis about activity levels at the Club or our Premium Members (e.g. what services are being used and what is most popular) to enable us to improve facilities and services at the Club.
• To communicate with you about the Club activities that we think may be of interest to you;
• To promote the Club and promote goods and services of closely related third-parties (for example, our treatment room partners, external coaching courses) where we think these will be of interest to you;
• Where this is necessary, for our legitimate interests (or the legitimate interests of a third party).

Your marketing preferences

Club Members

It is important  for us to be able to communicate with our premium members for the smooth running of the offer. This includes important correspondence such as:

• Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
• Membership related mailings such as chasing outstanding balances, fee changes, notices of formal meetings and information about any changes to terms and offers.
• Newsletters informing members about upcoming activities, procedures or events relevant to your premium membership.

Therefore, when you sign up as a member of the Club and as a premium member, you are consenting for us to communicate with you on this basis, including us sending you our regular newsletter, which is published every two weeks.

Ending your Premium Membership

When you choose to end your premium membership (either through cancelling just your premium membership or by leaving the Club entirely) you will be cancelled on the system and will cease to receive correspondence from us directly relating to premium membership.

Any queries about what information we hold about you, and how we use this information should be directed to “The Data Controller”:

Telephone: 01234 607111

Email: [email protected]

Post: Towers Health & Racquets Club, Clapham Road, Bedford, MK41 6EL.

Sharing your information with others

We do not ever sell your personal data. We do not share your personal data with third-parties other than as set out below.

Personal data collected and processed by us may be shared with the following third parties, where necessary:

• Our employees and volunteers, for the purposes of administering your premium membership and giving you access to the membership benefits to which you are entitled.
• Our contractors and suppliers, including coaches, the provider of our premium member management system (Zonal), and any other third parties who would need access to this data in order to carry out their duties for the benefit of the Club and its members.

How long your information is kept

We keep your personal data only for as long as necessary for each purpose we use it. For most membership data, this means we retain it for so long as you have a valid Premium membership and for a period of three years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).

Your rights

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data only for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.  You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
• Request the transfer of your personal data to another party.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact the Data Controller;

• by email: [email protected]
• by telephone: 01234 607111
• or by post: Clapham Road, Bedford, MK41 6EL.

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.