Privacy Policy for Rings Boxing Limited
Last updated: 21/09/2024
1. Introduction
We at Rings Boxing Limited are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and share your personal information in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This policy applies when you use our services, including memberships, bookings, our website, and any communication channels.
2. Changes to This Privacy Policy
We may update this policy from time to time to reflect changes in how we handle personal data, or to comply with legal requirements. If there are significant changes, we will notify you. The "Last updated" date will reflect the latest update.
3. What Information We Collect
We collect personal data to provide our services, including:
- Personal Information: Name, address, age, email, telephone number, emergency contact, and health information (through the PAR-Q form).
- Identification: We require identification on your first visit to verify age.
- Payment Information: Managed directly through third-party processors like Stripe and ClubRight Pay.
- Communication Data: Including email, telephone, SMS, WhatsApp, Instagram Direct Message, and Facebook messages.
- Lead Forms: Collected via platforms like Facebook, gathering name, phone number, and email.
- Children’s Data: Parents or guardians must provide personal data and health information on behalf of members under 16.
4. How We Use Your Data
We use the information collected to:
- Provide and manage memberships, class bookings, and 1:1 personal training.
- Ensure the health and safety of participants.
- Process payments securely using Stripe or ClubRight Pay.
- Communicate through multiple channels, including email, SMS, WhatsApp, social media, and phone calls.
- Fulfil legal obligations, including tax, accounting, and insurance claims.
5. Consent for Health Data (PAR-Q)
Health data provided via our PAR-Q questionnaire is processed with your explicit consent and retained only for the duration necessary to ensure your safety and compliance with legal obligations. By completing the PAR-Q form, you confirm that you are voluntarily engaging in an acceptable level of exercise, acknowledge the risk of injury, and affirm that the information provided is true and accurate. You can withdraw this consent at any time by contacting us at info@ringsboxing.co.uk.
6. Marketing
We may send you promotional material via email or text if you’ve consented. You can opt out at any time by contacting us or using the unsubscribe link provided in marketing emails.
- Mailchimp: We use Mailchimp to manage our marketing communications. By opting into our mailing list, you consent to Mailchimp storing and processing your email address in accordance with their privacy policy. You can unsubscribe from marketing emails at any time by using the 'unsubscribe' link in our emails.
7. How We Share Your Data
We only share your personal data:
- With service providers, such as Shopify, ClubRight, Stripe, and Mailchimp, to manage memberships, process payments, and send communications.
- In the event of an insurance claim.
- To fulfil legal obligations or in response to a lawful request by public authorities.
Shopify-Specific Data Handling
We use Shopify to power our online store. Shopify collects, uses, and stores customer data in accordance with their privacy policy and GDPR. For more details on how Shopify processes your data, please refer to Shopify's Privacy Policy.
8. International Data Transfers
We may transfer your personal data outside the European Economic Area (EEA). For such transfers, we ensure an adequate level of protection through the use of Standard Contractual Clauses or other appropriate safeguards. For transfers to the US, we rely on Privacy Shield or similar protections where applicable.
9. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations. For tax and accounting purposes, we keep personal data for at least six years.
10. Security of Your Information
We take the security of your personal data seriously and use appropriate security measures to protect it. We cannot, however, guarantee 100% security, so we encourage you to avoid sharing sensitive information over insecure channels.
11. Your Rights
Under GDPR, you have the right to:
- Access: Request a copy of your personal data.
- Rectification: Correct inaccuracies in your data.
- Erasure: Request the deletion of your data (under certain conditions).
- Restriction: Restrict the processing of your data.
- Portability: If you are under 16, you or your parents can request that we transfer your data once you reach 16.
- Objection: Opt out of direct marketing or data sharing.
- Complaint: Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we are processing your data unlawfully.
To exercise these rights, contact us at info@ringsboxing.co.uk. We aim to respond to all requests within 30 days as mandated by GDPR.
12. Data Subject Access Requests (DSAR)
If you wish to request a copy of your personal data or exercise any of your data rights under GDPR, please contact us via email at info@ringsboxing.co.uk. We will handle your DSAR in compliance with GDPR and aim to provide a response within 30 days.
13. CCTV Monitoring
Our facility uses CCTV to ensure security and safety. Footage is retained for 30 days unless required for an investigation. Access is restricted to authorised personnel only, and cameras are not placed in private areas such as changing rooms.
14. Parental Responsibility and Child Data
Parents or guardians must create and manage their child’s account for anyone under the age of 16. This includes providing accurate health information and giving necessary consents.
For children aged 16 and older, data portability rights can be exercised independently if requested.
Children’s Section – In Simple Terms
We collect your name, age, and some health details to keep you safe in classes. We use this information to ensure you can safely take part in boxing classes, and that we have emergency contact details in case of an emergency. Only the coaches and people who run the club see your information. Your parent or guardian can ask us to change or delete your information.
15. Cookies
Our website uses cookies to enhance your browsing experience and for analytics purposes. We use Shopify and Mailchimp, which may place cookies to track interactions and improve services. You can manage your cookie preferences in your browser settings.
16. Identification Verification
On your first visit to the club, we require identification to verify your age and eligibility for certain age-restricted classes.
17. Contact Information
If you have any questions or concerns about this Privacy Policy or how we handle your data, you can contact us at:
Rings Boxing Limited
Unit 5, 30 Meadow Lane, Loughborough, Leicestershire, LE11 1JY
Email: info@ringsboxing.co.uk
Phone: 07706 370 100