The data we process

This section explains what personal data we process, why and our lawful basis. We also explain what we do with that data, how long we keep it and who we share it with.

Categories of data

Where we use data in multiple processes we have grouped it into categories.


Contact Information

Your contact information consists of your name, contact telephone number(s), email address, telephone number, date of birth, gender, and in some cases a photograph of you. This data helps us identify you.


Goals and Interests

Your health, fitness and/or wellbeing goals and targets. What services and facilities you are interested in.


Marketing Preferences

Whether you would like to be contacted with news about our products, services and those of our partners. Whether you would like to receive offers and competitions from us from time to time.


Payment Information

Your payment details consisting of your bank account details. Depending on they type of purchase this may include your card payment information.


Sales Data

When you purchase products or subscriptions, make bookings, or attend our facilities we record these details and store them against your record.


Medical Conditions

This category contains information about any medical conditions or disabilities you may have that could impact your ability to participate in the services we provide.


Racial or Ethnic Data

We may ask for your racial or ethnic origin. These details are typically required for reporting and monitoring purposes and always captured with your explicit consent.


When you make an enquiry

When you make an enquiry with us about a product, service, or membership.


Purpose and lawful basis


  • Contact Information

  • Goals and Interests

  • Marketing Preferences


If you contact us to enquire about our products or services, we will use your Contact Information and your Goals and Interests to resolve your enquiry. We do this under the lawful basis of taking the necessary steps to potentially enter a contract of sale or service with you.


We may ask for your Marketing Preferences. This is entirely optional. In these circumstances we would rely on the lawful basis of processing your personal data with your consent.


What we do with your information

We will use this data to get in touch with you and resolve your enquiry. We will also use the aggregated, depersonalised, data to help us with business decisions and monitoring processes. Where you have permitted us to contact you for marketing purposes, we may send you information we believe may be of interest to you.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


When you join a membership scheme

When you sign up or register with us for a scheme such as a membership, or discount scheme.


Purpose and lawful basis


  • Contact Information

  • Marketing Preferences

  • Payment Information

  • Sales Data

  • Medical Conditions


This data is necessary for us to be able to administer your membership. Our lawful basis is the delivery of a contractual service to you.


We also use this data for our internal reporting and management to help us make business decisions, for example reporting on membership numbers. In this case we rely on the legitimate interest lawful basis.


Understanding your Medical Conditions helps us to minimise any risks while you participate in activities. This also helps us make reasonable adjustments to accommodate your needs. Our lawful basis for processing this data is that it is in our legitimate interests. We will only process this type of data with your explicit consent.


What we do with your information

We may need to contact you about your membership, collect payments, confirm your identity, confirm your entitlement to discount or let you know if your membership is due to expire. We will use your attendance and bookings data to monitor compliance with our terms and conditions which form part of our contract of service with you.


We use attendance, sales and bookings data to help with our business decisions and monitoring processes. We further use the data to ensure the security of our facilities and protect our organisation from fraud. The data is also used to monitor compliance with our terms and conditions.


Where we process any Medical Conditions, our team members will use this data to advise you on participation and make any reasonable adjustments to support your ability to use our services and facilities.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


When you purchase products, books, activities, courses or events

When you make a purchase or book activities, courses or events.


Purpose and lawful basis


  • Contact Information

  • Sales Data

  • Marketing Preferences

  • Payment Information

  • Medical Conditions


This data is necessary for us to be able to administer your purchases or bookings. Our lawful basis is the delivery of a contractual service to you.


We also use this data for our internal reporting and management to help us make business decisions, for example reporting on sales and bookings. In this case we rely on the legitimate interest lawful basis.


Understanding your Medical Conditions helps us to minimise any risks while you participate in activities. This also helps us make reasonable adjustments to accommodate your needs. Our lawful basis for processing this data is that it is in our legitimate interests. We will only process this type of data with your explicit consent.


What we do with your information

We may need to contact you about your purchases or bookings, collect payments, confirm your identity, confirm your entitlement to discount. We will use your attendance and bookings data to monitor compliance with our terms and conditions which form part of our contract of service with you.


We use attendance, sales and bookings data to help with our business decisions and monitoring processes. We further use the data to ensure the security of our facilities and protect our organisation from fraud. The data also allows us to monitor compliance with our terms and conditions.


Where we process any Medical Conditions, our team members will use this data to advise you on participation and make any reasonable adjustments to support your ability to use our services and facilities.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


Additionally, we work in partnership with PlayFootball to provide bookings services for our football pitches at Batley Sports & Tennis Centre and Leeds Road Sports Complex. Please see the section PlayFootball to find out more about our partnership.


When you call our customer service team

If you phone our customer service team, we may record the call.



  • Purpose and lawful basis

  • Contact Information

  • Marketing Preferences

  • Payment Information

  • Sales Data


 


We may record calls made to our customer service team. We do this as part of our legitimate interests.


What we do with your information


We use this information to help us to investigate incidents of inappropriate behaviour to our team members, ensure compliance with our procedures and policies, improve our customer service and for internal training and education.


How long we keep that information


Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?


We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


Health and wellbeing programmes

When you participate in our health and wellbeing programmes.


For details of these programmes please visit: www.kal.org.uk/health-wellbeing


Purpose and lawful basis


  • Contact Information

  • Marketing Preferences

  • Payment Information

  • Sales Data

  • Medical Conditions

  • Racial or Ethnic Data


We require this data to manage any bookings; you make or services you participate in. We also need to manage any sales transactions you complete with us and administer any memberships you hold with us. This data used to fulfil our contractual services to you.


We process your Medical Conditions and Racial or Ethnic Data under in order to fulfil our contractual services with you and with your explicit consent.


Your Marketing Preferences are used with your consent.


What we do with your information

We need this data to help administer your access to the scheme you are subscribing to. This may involve sales, booking or subscriptions data. We collect payments and, in some cases, may need to contact you to arrange appointments, discuss payments or advise you of service changes.


We may contact you with information about other products, services, those of our partners and with offers of competitions. We will only do this where you have provided your permission to do so.


Where we process any Medical Conditions, our team members will use this data to advise you on participation and make any reasonable adjustments to support your ability to use our services and facilities.


We use attendance, sales and bookings data to help with our business decisions and monitoring processes. We further use the data to ensure the security of our facilities and protect our organisation from fraud. The data also allows us to monitor compliance with our terms and conditions.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

Our Exercise Referral Schemes are conducted in partnership with other organisations. For more information see the section on Exercise Referral Schemes.


We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


Health and safety records

Recording of accidents, injuries and near-misses.


Purpose and lawful basis


  • Contact Information

  • Medical Conditions


We collect data about accidents, incidents and near-misses. These, may, depending on the circumstances, include your personal data and any medical conditions you have. In some cases, we have a legal obligation to capture and report specific incidents to the Health and Safety Executive (HSE).  We additionally use data collected to help investigate and improve following an incident taking place. We do this under our legitimate interests.


What we do with that information

We’re required by law to record data about some accidents and incidents and report these to the HSE. Where we don’t have a responsibility to report to the HSE we will still record incidents and accidents so we can fully investigate the circumstances and if needed learn from those incidents to improve our services and facilities.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

Accident reports may be provided to our insurers and solicitors in the event of claims or legal action.


We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


Safeguarding

The data we process to help safeguard individuals at risk of harm.


Purpose and lawful basis


  • Contact Information


Where a safeguarding concern is reported to us, we will make a record which will include personal data of the individuals involved where this information is available.


We process this data as it is in our legitimate interests to operate a safe environment for all members of the community. Where we process special category data, we do so with the exemptions provided under the Substantial Public Interest Conditions of the Data Protection Act 2018 (Schedule 1, Part 2, Paragraph 18, Safeguarding children and of individuals at risk)


What we do with your information

All our staff and volunteers are trained to report any safeguarding concerns they may have. Initially we will report these internally to our Designated Safeguarding Managers (DSM). The DSM(s) will review any reports and decide whether additional action is required where the concern may be escalated to the local authority or police. Where any of our staff believe there is an immediate risk of harm, they will contact the police immediately and this may require the sharing of personal information.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

In the event our DSMs believe the safeguarding concern needs referring to the local authority we will disclose any, relevant, collected personal information to the Local Authority Designated Officer (LADO) service.


Where we believe there is an immediate risk of serious harm our staff will contact the emergency services.


For more information about our local council’s LADO service please visit the following website: www.kirklees.gov.uk


For more information about exemptions we apply to the law in order disclose personal information in relation to safeguarding concerns please see the section Law enforcement and safeguarding


We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


Customer comments

Customer comments, complaints and compliments.


Purpose and lawful basis


  • Contact Information


We will also collect data about your feedback and comments; you provide us this data optionally. We process this data under our legitimate interests.


What we do with your information

We will use feedback provided to investigate any issues you may raise and attempt to identify resolutions for them. We will also use the data to learn from and improve the services we provide.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

Where the comments you provide us involve partners, we work with to deliver the service we may need to share that data including your personal data with that partner. For example, we may need to share details with the University of Huddersfield, where you make a comment about ActiveHud facilities.


We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


CCTV

When you visit our centres, your personal data may be captured on our CCTV system.


Purpose and lawful basis

It is in our legitimate interests to ensure that our facilities are safe and secure. We use CCTV footage where incidents of crime or misconduct are suspected. We further make use of CCTV to assist us in defence of legal claims.


What we do with your information

When you visit our facilities, we operate CCTV for security and safety management. Images of you in our facilities will be captured on these systems. Our facilities that operate CCTV systems have prominent signage displayed. We never record audio via our CCTV systems


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

We don’t routinely share our CCTV images with any third parties. However, there are some limited exceptions, for example law enforcement requests, where we will share data. Please see the law enforcement and others section for more information.


When you visit our websites

We use cookies on our website to help with functionality.


Purpose and lawful basis

It is in our legitimate interests to make sure our websites are working properly for you. As such we use necessary cookies to run our website. Where we use analytics cookies, we will only use those with your consent.


What we do with your information

When you browse our websites, we use necessary cookies to make our site work. we also use analytics cookies to help measure how visitors use our websites so and so we can make improvements.


To find out more about how cookies work please visit our cookie policy page.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


When you apply for a job

When you apply for job with us, we need assess your suitability for the role and contact you.


Purpose and lawful basis


  • Contact Information

  • Medical Conditions


We will also collect data about your application, your CV, including your work history, qualifications and references. We will also ask for any criminal convictions you may have.


We will collect your personal details such as your name, contact number(s), postal address, email address, work history, qualifications and references. The information you provide is necessary for us to potentially take steps to enter a contract of employment with you. We also have legal obligations when hiring new employees.


What we do with your information

We need to evaluate your application and suitability for employment with us. We have a legal obligation to make sure reasonable adjustments are made during our recruitment process where you have a disability that may impact your application.


How long we keep that information

Please see our retention schedule for details of how long we keep personal data.


Do we share this information or use data processors?

We do contract data processors to assist us in processing your personal data. For more information, please see the section: When do we share your personal information?


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