PROTECTING YOUR PRIVACY

Staffs Fitness Privacy Policy

CONTENTS OF PRIVACY NOTICE

  1. Introduction
  2. Who are Staffs Fitness Ltd?
  3. Explaining the legal bases we rely on
  4. When do we collect your personal data?
  5. What sort of personal data do we collect?
  6. How and why do we use your personal data?
  7. Combining your data for personalised direct marketing
  8. How we protect your personal data
  9. How long will we keep your personal data?
  10. Who do we share your personal data with?
  11. Where your personal data may be processed
  12. What are your rights over your personal data?
  13. How can you stop the use of your personal data for direct marketing?
  14. Staffs Fitness Finance
    14.1  How we use your personal data
    14.2  How our providers use your personal data
    14.3  Joint use of your personal data
  15. Contacting the Regulator
  16. If you live outside the UK
  17. Any questions?

1. Introduction

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Staffs Fitness uses your data; for example we will explain things such as our credit checking procedure, and how we combine data across Staffs Fitness to build a picture of you. 

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.

When you are using the Staffs Fitness website, Staffs Fitness Ltd is the data controller.

 

2. Who are Staffs Fitness Ltd

Staffs Fitness Ltd is a UK Based Fitness Equipment Supplier – which we’ll refer to as ‘Staffs Fitness’ in this document

For simplicity throughout this notice, ‘we’ and ‘us’ means Staffs Fitness Ltd and its brands.

 

3. Explaining the legal bases we rely on

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

Consent

In specific situations, we can collect and process your data with your consent.

For example, when you tick a box to receive email newsletters.

When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.

Contractual obligations

In certain circumstances, we need your personal data to comply with our contractual obligations.

For example, if you order an item from us for home delivery, we’ll collect your address details to deliver your purchase, and pass them to our courier.

Legal compliance

If the law requires us to, we may need to collect and process your data.  

For example, we can pass on details of people involved in fraud or other criminal activity affecting Staffs Fitness to law enforcement.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

For example, we will use your purchase history to send you or make available personalised offers. 

We also combine the shopping history of many customers to identify trends and ensure we can keep up with demand, or develop new products/services. 

We will also use your address details to send you direct marketing information by post, telling you about products and services that we think might interest you.


4. When do we collect your personal data?

 

5. What sort of personal data do we collect?

For example, we collect notes from our conversations with you, details of any complaints or comments you make, details of purchases you made, items viewed or added to your basket, wish list choices, voucher redemptions, brands you show interest in, web pages you visit and how and when you contact us.

For example, which of our products you prefer to purchase.

We’ll only ask for and use your personal data collected for recommending items of interest and to tailor your shopping experience with us. Of course, it’s always your choice whether you share such details with us. 

 

6. How and why do we use your personal data?

We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.

We then use this to offer you promotions, products and services that are most likely to interest you. In the case of affiliate scheme members, we’ll also offer you relevant rewards.

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.

Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

For example, if you’ve asked us to let you know when an item comes back into stock, we can’t do that if you’ve withdrawn your general consent to hear from us.

Here’s how we’ll use your personal data and why:

For example, your details may need to be passed to a third party to supply or deliver the product or service that you ordered, and we may keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as refunds, guarantees and so on.

For example, by checking your password when you login and using automated monitoring of IP addresses to identify possible fraudulent log-ins from unexpected locations.

Of course, you are free to opt out of hearing from us by any of these channels at any time.

You are free to opt out of hearing from us by post at any time.

For example, we might display a list of items you’ve recently looked at, or offer you recommendations based on your purchase history and any other data you’ve shared with us.

For example, we’ll record your browser’s Session ID to help us understand more when you leave us online feedback about any problems you’re having

For example, when a court order is submitted to share data with law enforcement agencies or a court of law

Of course, you are free to opt out of receiving these requests from us at any time by updating your preferences in your online account.

 

7. Combining your data for personalised direct marketing

We want to bring you offers and promotions that are most relevant to your interests at particular times. To help us form a better, overall understanding of you as a customer, we combine your personal data gathered by Staffs Fitness as described above, for example your shopping history.

 

8. How we protect your personal data

We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all transactional areas of our websites and apps using ‘https’ technology.

Access to your personal data is password-protected, and sensitive data such as payment card information) is secured and encrypted to ensure it is protected.

We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.


9. How long will we keep your personal data?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Some examples of customer data retention periods: 

Orders

When you place an order, we’ll keep the personal data you give us for five years so we can comply with our legal and contractual obligations. In the case of certain products, such as electrical, we’ll keep the data for 10 years. 

Warranties

If your order included a warranty, the associated personal data will be kept until the end of the warranty period.


10. Who do we share your personal data with?

We sometimes share your personal data with trusted third parties.

For example, delivery couriers, technicians & engineers visiting your home or establishment, for fraud management, to handle complaints, to help us personalise our offers to you and so on.

Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:

Examples of the kind of third parties we work with are:

Sharing your data with third parties for their own purposes:

We will only do this in very specific circumstances, for example:

To help personalise your journey through Staffs Fitness websites we currently use the following companies, who will process your personal data as part of their contracts with us:

 

11. Where your personal data may be processed

Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA), such as Australia or the USA.

International orders

If you are based outside the UK and place an order with us, we will transfer the personal data that we collect from you to our headquarters in the UK.

Protecting your data outside the EEA

The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA.

For example, this might be required in order to fulfil your order, process your payment details or provide support services.

If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. If you wish for more information about these contracts please contact our Data Protection Officer.

Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice. 

 

12. What are your rights over your personal data?

An overview of your different rights

You have the right to request:

You have the right to request a copy of any information about you that Staffs Fitness holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact Data Protection Officer, Staffs Fitness Ltd, Unit 1 Staffs Industrial Estate, Alan Alfred Avenue, Fenton, Stoke-on-Trent, ST4 2LY, or email dpo@staffsfitness.co.uk. To ask for your information to be amended, please update your online account, or contact our Customer Services team.

If we choose not to action your request we will explain to you the reasons for our refusal.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Direct marketing

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

 

13. How can you stop the use of your personal data for direct marketing?

There are several ways you can stop direct marketing communications from us:

Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.

 

14. Staffs Fitness Finance

14.1 How we use your personal data

When you purchase a product or service from Staffs Fitness Finance, we might receive a copy of the information you supplied. If you agree to receive marketing communications from us, we will use your data to personalise what we send you. You are free to opt out of receiving marketing communications from us at any time.

Find out more about the use of your data for marketing in section 7.

14.2 How our providers use your personal data

When you then apply for a product or service from one of our chosen providers, your data will be collected and used by them under the terms of their own separate privacy policies.

14.3 Joint use of your personal data

We will share data with our providers to bring you relevant offers, updates, products and services, and discounts that reward your loyalty to our brands.

We may check your details with appropriate third parties (for example credit reference agencies, such as Experian) before we send you promotions for our financial services products, to ensure your information is accurate and fulfils our legal and regulatory obligations, and to tailor those offers to you.

Rest assured that all applications for financial services products will be assessed on a case-by-case basis.

 

15. Contacting the Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113.

Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites)

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 16.


16. If you live outside the UK

For all non-UK customers

By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. Of course, you still have the right to ask us not to process your data in certain ways, and if you do so, we will respect your wishes.

Sometimes we’ll need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties located in the UK.

By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes.

This may occur because our information technology storage facilities and servers are located outside your country of residence, and could include storage of your personal data on servers in the UK.

We’ll ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that’s not set out in this Privacy Notice. We’ll also make sure we adequately protect the confidentiality and privacy of your personal data.

 

17. Where do the cookies come from?

 

18. Cookie Removal

If customers wish to remove cookies then go to AboutCookies.org for further information.


19. Any questions?

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:

Staffs Fitness Ltd can use its discretion to update this privacy policy at any time. When we do we will revise the update date at the bottom of this page. We would expect our customers to take the responsibility to review this privacy policy as appropriate to take account of any changes.

This notice was last updated on 16/05/2018