General Data Protection Regulations

Supplier: The Movement Hub (a joint venture, Legal Partnership, between Kim Tomlin and Chris Kitson) In compliance with the General Data Protection Requirement (GDPR) we can confirm the following about how we store and manage information. The Movement Hub is also registered with The Information Commissioner's Office (ICO).

Personal Training Clients

The following data will be used to contact our Clients about their Personal Training Package with us and communicate any relevant information about The Movement Hub that directly affects them. Clients will be sent a link to our regular newsletter with the option to sign up to receive tips, advice, information and opportunities with The Movement Hub. Clients can “Unsubscribe” at any time.

  • Full Name
  • Email

The following generic data will also be used to stay in touch and contact someone in the case of emergency and will only be used to communicate relevant information that directly affects them.

  • Phone
  • Address
  • DOB
  • Emergency Contact Details (Name, Number and Relationship to you)

When any Client joins The Movement Hub they are asked to complete a Health and Safety Questionnaire (PAR-Q). This is a standard industry form used for all our Clients regardless of where we see them. These forms are an insurance requirement. We will also ask Client’s for more in-depth details to allow us to be able to design a safe, bespoke, training programme relevant to them and their lifestyle.

  • Occupation
  • Medical History
  • Nutritional History
  • Lifestyle History

In the case of session cover only relevant information to carry out a professional session will be shared with the third party who will be a qualified and an insured Level 3 Personal Trainer, or above, be approved by The Movement Hub and be compliant with GDPR. In the case of your Personal Trainer requesting advice from a third party, only non-identifiable information will be shared with a relevant qualified practitioner.

Osteopath and Sports Massage Clients

The following data will be used to contact our Therapy Clients and communicate any relevant information about The Movement Hub that directly affects them. Clients will be sent a link to our regular newsletter with the option to sign up to receive tips, advice, information and opportunities with The Movement Hub. Clients can “Unsubscribe” at any time.

  • Full Name
  • Email

The following generic data will also be used to stay in touch and contact someone in the case of emergency and will only be used to communicate relevant information that directly affects them.

  • Phone
  • Address
  • DOB
  • Emergency Contact Details (Name, Number and Relationship to you)

The following data is collected to make an informed decision about any treatment to be given to a Therapy Client, or whether a referral is necessary.

  • Occupation
  • Medical History
  • Nutritional History
  • Lifestyle History
  • FamilyHistory

If a Therapy Client is receiving in-house clinical treatment, relevant information will be shared with their in-house Personal Trainer to allow them to integrate it into their session if required and will form a part of their gathered medical history. Written consent is gained from the Therapy Client, prior to sharing any information with other third-party practitioners to assist their overall treatment.

Movement (Biomechanics) Coaching Clients

The following data will be used to contact our Movement (Biomechanics) Coaching Clients and communicate any relevant information about The Movement Hub that directly affects them.

Clients will be sent a link to our regular newsletter with the option to sign up to receive tips, advice, information and opportunities with The Movement Hub. Clients can “Unsubscribe” at any time.

  • Full Name
  • Email

A phone number is required to stay in contact with the Movement (Biomechanics) Coaching Client and will only be used to communicate relevant information that directly affects them.

  • Phone

Movement (Biomechanics) Coaching Clients are also asked to complete a Medical Guidance Form. This is a standard form used for all our Movement (Biomechanics) Coaching Clients regardless of where we see them. These forms are an insurance requirement. We will also ask Movement (Biomechanics) Coaching Clients for more in-depth details to allow us to be able to design a safe, bespoke programme relevant to them and their lifestyle.

  • Medical Guidance Form
  • Medical History
  • Lifestyle History

Relevant information will be shared with their in-house Personal Trainer to allow them to integrate it into their session.

If seeing a third-party fitness professional or therapist and the information can help assist them to help the Movement (Biomechanics) Coaching Client, then details can be shared directly to the Movement (Biomechanics) Coaching Client and/or, with consent, to the third party

Hub Class Members

The following data will be used to contact our Hub Class Members and communicate any relevant information about The Movement Hub that directly affects them.

Clients will be sent a link to our regular newsletter with the option to sign up to receive tips, advice, information and opportunities with The Movement Hub. Clients can “Unsubscribe” at any time.

  • Full Name
  • Email

A phone number is required to stay in contact with the Hub Class Member and will only be used to communicate relevant information that directly affects them.

  • Phone

When someone joins a class at The Movement Hub they will be asked to complete a Health and Safety Questionnaire (PAR-Q). These are a standard industry form used for all our members regardless of where we see them. These forms are an insurance requirement.

The health information given by Hub Class Members will only be shared with a third party in the case of class cover. The third party will be a qualified and insured fitness instructor, be approved by The Movement Hub and be compliant with GDPR.

Working with Others

If you employ the services of The Movement Hub to provide a service to you, your customers or employees, they will be asked to complete a Health and Safety Questionnaire (PAR-Q) as a basic requirement. This form will also contain their full name. If we require further information to carry out the work required, this will be conveyed in writing and agreed at the start of a project or piece of work. This information will not be used for any other purpose other than to perform our job safely, with the individual in mind.

Any other consent and project parameters will be agreed in writing, on a project by project basis.

Clients will be sent a link to our regular newsletter with the option to sign up to receive tips, advice, information and opportunities with The Movement Hub. Clients can “Unsubscribe” at any time.

Third Party Privacy Policies

How we store our information

Storage of written notes

All written forms and notes are stored in a locked filing cabinet, when they are not in use. Information collected by either Kim Tomlin or Chris Kitson, Legal Partners of The Movement Hub, will remain confidential to them, or as stated above in ‘The information we collect’ section. Both Kim Tomlin and Chris Kitson will be the sole key holder to the filing cabinet containing their Client and/or Patient details.

Information is either stored at The Movement Hub or home office.

Archived written notes

Personal Training, Sports Massage, Movement (Biomechanics) Coaching, Hub Class Members and Others

As per our insurance and auditing terms all notes are kept for 7 years from the last date a client was seen. They are put in a sealed envelope with the date of archiving written on the front and stored in the filing cabinet as above.

Osteopathy

Notes will be stored as above but as stated by The General Osteopathic Council (GOsC), they will be kept for a minimum of 8 years but no longer than 30 years. Notes for anyone under the age of 16 will be kept until their 25th Birthday.

Destruction of out of date written notes

After the relevant archive period has passed The Movement Hub will use a professional shredding company to destroy all documents and will hold a certificate of destruction.

Electronic record keeping

All individual electronic devices registered to Kim Tomlin, Chris Kitson or The Movement Hub are password, thumb print, or facial recognition protected.

We keep various electronic records that could include all or some of the data listed above to help us provide a professional service and to keep our Clients/Patients informed of any important business. Basic information is used to send our regular newsletter(s), as mentioned above, and are never shared with other organisations.

A Client/Patient can request at any time to be removed from the mailing list or use the “unsubscribe” function on the newsletter itself.

Often, we receive enquiries by email, or through Social Media platforms, and we reply via these same methods. These messages are kept only if necessary and details are not added to a database.

Access to data

In line with ICO guidelines, we are willing and able to respond to subject access requests for any data we hold. Following guidelines, requests need to be made in writing and we will respond within the 1 month allowed. There will be no charge made for data requests. We reserve the right to refuse or charge for requests that are manifestly unfounded or excessive, informing the individual why and notifying the relevant supervisory authority within the month.

CCTV

MP FIT Gyms, Birstall, has CCTV installed and monitors comings and goings in our Hub Space as well as other areas in the gym. We do not control its usage or storage of footage. Anyone wanting to know more would need to contact the Manager at MP FIT Gyms, Britannia Mills, Geldard Road, Birstall WF17 9QD.

Website

Our Privacy Policy and T&C’s can be viewed on our website or an electronic copy can be requested.

Signed by

Chris Kitson and Kim Tomlin

The Movement Hub

24 May 2018

ICO Registered

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