We believe that your private information should be just that – private. To operate our services we need to collect some personal information about you. This privacy notice explains what we do with the personal data collected and why we do it.
Aristos Physiotherapy Ltd. (“Aristos Fitness & Physiotherapy”, “the organisation”, “we”, “us” or “our”) is committed to being transparent about how it collects and uses that data, and to meeting its data protection obligations. By using any of Aristos Fitness & Physiotherapy’s services, you confirm that you have read, understood and agree to this Privacy Policy.
What information does the organisation collect?
The organisation collects and processes information about you upon enquiring about gym membership. This information allows us to contact you in order to arrange a time for your free trial sessions and answer any questions you may have in relation to the gym and its program.
The information collected includes:
Prior to attending your first trial session with us, we require you to complete a waiver and Physical Activity Readiness Questionnaire (PAR-Q). This acts as a legal document, allowing us to ascertain your current health status and suitability to train safely with us. It also asks for your consent to confirm that you understand the nature of the training program, its stimulus and any risks involved.
The information collected in the client waiver / PAR-Q includes:
The information gathered in this questionnaire, is stored within your personal file on our
electronic practice management system, Cliniko. For further information on how Cliniko store
your personal information, please see below.
We also have a CCTV Surveillance System in place for the prevention and identification of crime; to monitor the facility in order to provide a safe and secure environment for members, users and staff; and to prevent the loss or damage to Aristos equipment. For more information about our CCTV usage please see our CCTV Policy.
Why does the organisation process personal data?
Your name, address and payment information will be used to set up your membership and process your payment.
Your email address is used to communicate with you regarding updates and opportunities within the gym in relation to its program.
Your phone number will only be used to contact you at short notice, i.e. to inform you of a last minute class cancellation, or in an emergency situation.
Your emergency contact details will only be used in an emergency situation to notify your designated contact.
Gender and date of birth information helps us to understand the demographic of our membership and allows us to improve the service for our members.
The PAR-Q data is used to ensure that you are in a fit and healthy condition to train with Aristos Fitness & Physiotherapy, and to ensure that all gym users understand and consent to the nature of the training program through the signed waiver. This helps to ensure that the organisation is complying with its legal obligations.
Personal data collected through the website in relation to products purchased will only be used in conjunction with that particular order, to allow for the payment to be processed and for the product to be produced.
Please note that we will only use your Personal Data in ways that are compatible with the purposes for which it was collected or as subsequently authorised by you.
How we store the information
Data will be stored in:
Who has access to data?
These third parties will access your information only to perform tasks on our behalf in compliance with this Privacy Policy. Aristos Physiotherapy requires its service providers that have access to Personal Data collected through Aristos Physiotherapy to provide at least the same level of privacy protection that is required by this Privacy Policy.
How does the organisation protect data?
The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by the Directors and members of staff in the performance of their duties.
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
How can the personal information we hold be updated or amended?
All of your personal information can be updated at any time by logging on to Wodify using your member username and password, or through the Wodify app. This can be accessed through menu / settings / and then selecting the personal data that you would like to update.
Alternatively please contact support@aristosphysiotherapy.co.uk.
For how long does the organisation keep data?
The organisation will not keep your personal information for any purpose(s) for longer than is necessary and we will only retain the relevant personal information that is necessary in relation to the purpose. We are also required to retain certain information by law or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions. For example, we will retain the personal information you provided on joining as a member so long as your membership remains in existence.
We are required to keep an electronic copy of your signed waiver for legal purposes.
Your rights
As a data subject, you have a number of rights. You can:
If you have any questions, comments or complaints about this Privacy Policy or our privacy practices or if you would like to exercise your rights, please email us at support@aristosphysiotherapy.co.uk.
