ASND Privacy Policy
11/10/2024
Thank you for using the ASND mobile application and visiting our website. This Privacy Policy explains how we collect, use, disclose, retain, and protect your personal data, including health and fitness data, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Our gym management services are powered by Wodify Technologies, LLC ("Wodify"), a third-party platform that helps us manage memberships, class scheduling, performance tracking, and communications. [Business Name] is the data controller responsible for your personal data, and Wodify acts as a data processor on our behalf. Where Wodify processes data outside the UK, we ensure appropriate safeguards are in place as required by UK data protection law. This Privacy Policy covers our practices as well as how data is handled through the Wodify platform.
1. Information We Collect
We collect and process the following categories of information:
1.1 Personal Information
When you register for a membership, use our mobile application, or interact with our services, we may collect:
- Name, email address, phone number, and postal address
- Date of birth and gender
- Profile photo (if you choose to upload one)
- Emergency contact information
- Payment and billing information
1.2 Health and Fitness Data
Our application collects health and fitness data to help you track your progress and achieve your fitness goals. This is treated as "special category data" under UK GDPR and is processed only with your explicit consent or another applicable legal basis. This may include:
- Workout Performance Data: Exercise results, personal records, weights lifted, repetitions, times, and benchmark workout scores
- Physical Activity Data: Class attendance, workout frequency, exercise types, and training history
- Body Measurements: Weight, body composition metrics, and physical measurements (if you choose to log them)
- Heart Rate Data: Real-time heart rate monitoring during workouts (if you connect a compatible device)
- Nutrition Information: Food logs and dietary tracking (if you use these features)
- Health Questionnaire Responses: Information from Physical Activity Readiness Questionnaires (PAR-Q), injury history, and health conditions relevant to your safe participation in fitness activities
1.3 Usage and Device Data
We automatically collect certain information when you use our services:
- IP address and device identifiers
- Browser type, operating system, and device information
- App usage patterns and interaction data
- Pages visited and features used
- Date and time of access
1.4 Cookies and Similar Technologies
Our website uses cookies and similar tracking technologies to enhance your experience, remember your preferences, analyse website traffic, and improve our services. In line with the UK Privacy and Electronic Communications Regulations (PECR), we will ask for your consent to non-essential cookies via a cookie banner when you first visit our site. You can also manage your cookie preferences through your browser settings.
2. How We Use Your Information and Our Legal Bases
Our legal bases for processing your personal data under UK GDPR include: performance of our contract with you (e.g., providing membership services), your explicit consent (e.g., for health data collection and marketing communications), our legitimate interests (e.g., improving our services and ensuring safety), and compliance with our legal obligations.
- Provide Gym Services: Managing your membership, processing payments, scheduling classes, and facilitating your fitness journey
- Track Fitness Progress: Logging workouts, tracking personal records, displaying leaderboards, and helping you monitor your health and fitness goals
- Personalise Your Experience: Tailoring workout recommendations, providing performance insights, and customising content based on your activity
- Communicate With You: Sending class reminders, gym announcements, workout information, and responding to your enquiries
- Ensure Safety: Using health questionnaire information to help our coaches provide appropriate modifications and ensure safe workout participation
- Improve Our Services: Analysing usage patterns to enhance our app, website, and overall member experience
- Legal Compliance: Fulfilling our legal obligations and protecting our rights
3. Data Sharing and Disclosure
We may share your information with the following parties:
- Wodify Technologies: Our gym management platform provider, who processes data on our behalf to deliver services. Wodify's privacy policy is available at wodify.com/privacy-policy
- Service Providers: Third-party vendors who assist with payment processing, email communications, analytics, and other operational functions
- Fellow Members: If you participate in social features such as leaderboards or community challenges, your name and workout results may be visible to other gym members
- Legal Requirements: When required by law, court order, or to protect our legal rights and the safety of others
- Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same protections set out in this policy
We do not sell your personal data or health data to third parties. Health and fitness data will not be used for advertising, marketing purposes, or other use-based data mining, other than for improving our health management services to you.
4. International Data Transfers
Where your information is transferred outside the UK — for example, to service providers based in the United States or elsewhere — we ensure this is done in compliance with UK GDPR, using safeguards such as the UK's International Data Transfer Agreement (IDTA), UK-approved Standard Contractual Clauses, or an adequacy decision recognised by the UK government. You can request further details of these safeguards by contacting us using the details in Section 10.
5. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Specifically:
- Active Membership: Your data is retained throughout your membership and for a reasonable period afterward to support your account and any potential return
- Workout and Performance Data: Retained to preserve your fitness history and personal records unless you request deletion
- Financial Records: Retained for up to 6 years, in line with HMRC requirements
- Legal Obligations: Data may be retained longer if required for legal, audit, or dispute resolution purposes
- After Deletion Request: Upon receiving a valid deletion request, we will delete or anonymise your data within 30 days, except where retention is required by law
6. Your Rights and Choices
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data ("the right to be forgotten"), subject to certain legal exceptions
- Restrict or object to certain processing of your data
- Data portability — receive your data in a commonly used, machine-readable format
- Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal
6.1 Access and Correction
You can access and update most of your personal data directly through your account in the Wodify app or by logging into your member portal. For information you cannot update yourself please contact Wodify directly or the ASND team.
6.2 Data Deletion
You may request deletion of your personal data at any time. To request deletion:
1. Email your request to gdpr@wodify.com with the subject line "Data Deletion Request"
2. Include your full name and the email address associated with your account
3. We will process your request within 30 days and confirm deletion via email
Please note that some data may be retained as required by law (e.g., financial records for tax purposes) or to fulfil legitimate business interests. We will inform you if any data cannot be deleted and explain why.
6.3 Data Portability
You may request a copy of your personal data in a commonly used, machine-readable format. Contact us at [email] to make this request.
6.4 Opt-Out of Communications
You can opt out of promotional communications by clicking the "unsubscribe" link in our emails or by updating your notification preferences in the app. You may still receive transactional messages related to your membership.
6.5 Cookie Preferences
You can manage cookie preferences through your browser settings or our cookie banner. Note that disabling certain cookies may affect website functionality.
6.6 Right to Complain
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO), at ico.org.uk or by calling 0303 123 1113. We would, however, appreciate the chance to address your concerns directly before you approach the ICO.
7. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including encryption, access controls, and secure data storage, in line with our obligations under UK GDPR. However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to protecting your data using industry-standard practices.
8. Children's Privacy
Our services are not intended for children under 13 years of age. We do not knowingly collect personal data from children without parental or guardian consent. If you believe we have collected information from a child, please contact us immediately so we can delete it.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and app, and by updating the Effective Date at the top of this policy. Your continued use of our services after any changes constitutes acceptance of the updated policy.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
ASND
Email: sam.woodall@asnd.co.uk or rich.keyworth@asnd.co.uk
ASND, The Brickworks, Adlington business park, SK10 4NL.