The Thames Club Privacy Notice
This is our Privacy Notice. In it you can find all the information you need about how we use your personal data.
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Who We Are
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The Thames Club Ltd (registered in England and Wales under company number 06574957 with registered office at The Granary, Harleyford Golf Club, Harleyford, Henley Road, Marlow, SL7 2SP.
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The registered office: The Granary, Harleyford Golf Club, Harleyford, Henley Road, Marlow, SL7 2SP
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We take your privacy and the security of your personal data very seriously and have such laid out the following privacy notice. We will only gather and process your personal information in accordance with this privacy notice and in compliance with the General
Data Protection Regulation 2018. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
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Any changes to this policy will be communicated to members via email and updated via our website.
Personal information we collect
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The Thames Club Ltd process your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
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Contact and identification details
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We record your name, postal and email addresses, telephone number(s) and contact preferences when you enquire online. If one of our members makes a booking for you as a guest or recommends you as a friend they may provide us with your name, phone number and email address.
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When you join, we record your date of birth and gender and next of kin. We may also take your photograph when you join. We store your user’s name and password if you register online with us via the app. If you give us evidence in support of your membership application, we will keep it on file (for example Student ID).
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Usage and attendance details
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We may capture your image on CCTV when you visit.
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We keep a record attendance at the club via the entrance turnstiles and booking app. We also hold information about your bookings. We keep a note of hot yoga & reformer credits and bolt on packages. We keep a record of your health and fitness goals if you choose to share them with us.
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Payment details
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We keep details of your membership package and fees for you and others linked to your membership and the payments you make to us. If you pay your membership and other fees by direct debit, we keep a record of your bank details. If you pay for goods and services in our clubs by card we record your payment card details.
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We collect information in the below ways
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Membership forms, Information forms, Online forms, Par-Q (health declaration), website forms, bank details, credit/debit card details, orders, employment CV’s, CCTV and entrance turnstiles.
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How We Use Your Personal Data (Legal Basis for Processing)
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If you are not a member, we use the information that you provide or that we collect in line with this Privacy Policy, in addition if you are a member we use the information that you provide or that we collect in line with our Terms and Conditions of Membership and on the basis of our contract with you.
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Contact and identification details
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We use your contact details to respond to your enquiry or manage your booking and to let you know about our products and services which may be of interest through the use of email, phone and text if you have agreed to receive this information from us electronically.
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Payment details
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We use your payment card details to collect payment for goods and services. We use your payment details to collect membership fees and other payments due from you in line with our terms and conditions; to take advice and action in relation to the collection of debts and to assist us in resolving any disputes.
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Usage and attendance details
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We use CCTV for the prevention and detection of crime and the health and safety of guests, members and staff
We use usage and attendance data to administer our booking policy and the terms and conditions on the use of our facilities; to improve your experience of our facilities and to tailor our communications with you regarding changes to any of our products.
Correspondence and incidents
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We record details of incidents to comply with our obligations under health and safety legislation.
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Your personal circumstances
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We use the information you give us to administer our policy on suspension or cancellation.
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Sharing Your Information With Others
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The Thames Club Ltd take your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.
Your Rights
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You have the right to access any personal information that The Thames Club Ltd and process about you and to request information about – What personal data we hold about you, The purposes of the processing, The categories of personal data concerned, The recipients to whom the personal data has/will be disclosed, How long we intend to store your personal data for and If we did not collect the data directly from you, information about the source.
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If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
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You can opt out from any promotional, non-essential or marketing content at any time by clicking the unsubscribe link in an email or by contacting us directly.
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You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
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To request any of the above, please email enquiries@thethamesclub.co.uk
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If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
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Safeguarding Measures
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The Thames Club Ltd take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of physical and managerial security measures in place, as well as electronic security measures including: – SSL, restricted access, IT authentication, firewalls, anti-virus/malware protection.
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Legitimate Interests
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As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.
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We use the legitimate interests’ legal basis for processing data for anyone that has given their details to us within a reasonably recent time, who have shown interest in a trial, short term membership, membership, or have been referred to the Club or have been a recent ex member. In addition, we must have identified that our interests are aligned and that you could reasonably be considered to be interested in further information relating to promotions, offers and benefits and expect to hear from us on this basis.
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How Long We Keep Your Data
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The Thames Club Ltd only ever retain personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details and account details) for a minimum of 6 years after which time it will be destroyed.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
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Special Categories Data
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Owing to the products, services or treatments that we offer, The Thames Club Ltd sometimes need to process sensitive personal information (known as special category data) about you, like a pre-exercise questionnaire, lifestyle questionnaire, medical information, doctor notices. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.
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Third party Sites, Apps and Services
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We cannot be responsible for the privacy policies and practices of other websites, apps or services even if you access them using links from our sites, or during the delivery of our services. We recommend that you check the policy of each site you visit, any apps you use or any third-party services that you may register with.
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Social Media
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We advise Members and visitors to ensure that if they are to take photos or record video on the premises, that no other individual appears in the footage. We do occasionally arrange filming or photographs for use on our social media or other communications. All due care will be taken to ensure that no one appears in filming or content created by us without expressing active consent to be included. If you find you do appear in error, and would like an image or video of you to be removed from our Social Media channels or communication please contact us immediately.
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Cookie Notice
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A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.
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Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.
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Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies, you may find this affects your ability to use certain parts of our website or services. For more information about cookies visit https://www.aboutcookies.org.
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Lodging A Complaint
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The Thames Club Ltd only processes your personal information in compliance with this privacy notice and in accordance with the General Data Protection Regulation 2018. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
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Questions about this privacy notice should be addressed in writing to: General Manager, The Thames Club, Wheatsheaf Lane, Staines, Surrey TW18 2PD.