Privacy Notice - Gym membership
Effective 30 October 2023
We keep our Privacy Notice under regular review and will update it if we undertake any new or amended processing. If there are any significant changes, we will bring these to your attention.
If you or someone you know would like this information in large print, braille, or translated into another language, please contact Customer Services.
At Plymouth Community Homes (PCH) we are committed to ensuring that your privacy is protected, and that data is used in accordance with the data protection legislation in force in England and Wales.
This privacy notice sets out why we collect personal information from you, how we use it and who we may share it with. It also explains your individual rights under the current data protection legislation.
If we ask you to provide information which can identify you, then we will only use it in accordance with this privacy notice.
The information provided in this notice gives an overview and examples of data processing; it does not necessarily provide exhaustive detail of all aspects of PCH’s collection and use of personal information.
A. Contact Details
If you have any concerns or questions, please contact our Customer Services Team or our Data Protection Officer:
• Contacting Customer Services: Tel 0808 230 6500 or email
• Contacting our Data Protection Officer: Tel 0808 230 6500, email
• You can also complete the enquiry form on our website: www.plymouthcommunityhomes.co.uk/contact
• Or write to: Plymouth Community Homes, Plumer House, Tailyour Road, Crownhill, Plymouth, PL6 5DH
B. Who we are
Plymouth Community Homes Limited is a registered housing provider. Our registration number is 30637R. Our registered office is Plumer House, Tailyour Road, Crownhill Plymouth, PL6 5DH
For the purposes of data protection legislation, Plymouth Community Homes Limited is a Data Controller.
At Plymouth Community Homes (PCH) we are committed to ensuring that your privacy is protected, and that data is used in accordance with the data protection legislation in force in England and Wales.
This privacy notice sets out why we collect personal information from you, how we use it and who we may share it with. It also explains your individual rights under the current data protection legislation.
C. Why we collect information
We collect this personal information to obtain confirmation that you have assessed any personal health risks associated with physical activity when using the Plumer House gym facilities and to issue you with a door access card.
D. What information we collect about you
The information we collect about you includes:
• Name
• Job title and department/organisation
• Some health/medical information
E. How we collect your information
Plymouth Community Homes collects personal information from you when you complete the Physical Activity Readiness Questionnaire (PAR-Q). Although we do not require the form to be updated regularly, we do expect you to let us know if there are any changes to your physical activity readiness.
In addition, the gym is fitted with CCTV cameras as part of Plumer House insurance and security requirements, so we collect film footage. We also collect real time information about your movements through areas that have the access control system installed. For more privacy information on CCTV and Access Controls refer to the separate Privacy Notice for CCTV and Access Controls in Plumer House on the Plumer House website. Alternatively, you can request a copy by telephoning the Facilities Team on 01752 388002.
F. Special category Information
Under data protection legislation health and medical information is classed as special category data.
We minimise our holding and use of special category personal information but, given the gym facilities we provide, it is necessary for us to ask you to confirm your suitability to use these facilities against a standard set of health criteria.
When we wish to collect specific special category data, we will seek your consent and notify you of how we will use it, including who it may be shared with. This consent is incorporated within the Physical Activity Readiness Questionnaire that we ask you to complete.
You have a right to withdraw this consent at any time by contacting our facilities Team on 01752 388002. However, if you do not wish us to process this data, we may be unable to provide you with the facilities you have requested.
G. What we do with your information
We use the information you have provided as confirmation that you have assessed any personal health risks associated with physical activity when using the Plumer House gym facilities.
H. How long we keep your information
We will securely store your information for as long as you are a user of the Plumer House gym.
We will keep your information for as long as you continue to work in the building. When you leave, we will be notified will securely dispose of your information.
Commercial tenants - when you or your employer tell us that you are no longer a gym user we will securely dispose of your information.
I. Sharing your information
Your information will be shared with the PCH staff member undertaking the induction so that they can review your suitability to use the facilities. It will also be shared with Facilities staff for administration purposes.
In addition, we will only share your information where we are legally entitled to do so, for example:
• To comply with the law
• Where there is a clear health and safety risk
• Where there is a clear risk to yourself, staff and others
• Insurance claims or complaints
We may therefore share your information with third parties, if necessary, such as:
• Local Authorities, the NHS and Primary care Trusts
• Legal advisors, the courts and our insurers and auditors
• Health professionals
J. How we store your information
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information.
K. Your Rights in relation to your personal data
In certain circumstances, data protection legislation gives you a number of individual rights in relation to your personal data. These are as follows:
• The Right to be Informed about how your data is managed – this right is met by this privacy notice and a range of other notices which relate to specific aspects of PCH, such as the CCTV privacy notice and the website privacy notice.
• The Right of Access to your personal information – so that you can be aware of and verify what personal data we hold. Click here for details on how to apply for this right or ask us for more information.
• The Right of Rectification - to have any personal data corrected if it is inaccurate, incomplete or out of date.
• The Right of Erasure of your personal data – this only applies in certain circumstances, such as where you have given consent for us to hold information and you withdraw that consent.
• The Right to restrict processing – in certain circumstances you have the right to block or restrict how we process your data.
• The Right to data portability – which in certain circumstances allows you to obtain obtain and reuse your personal data for your own purposes across different services
• The Right to object - in certain circumstances, to the processing of personal data. In particular you have the right to object to being sent direct marketing information.
• The Right Not to Be Subject to Automated Decision Making - PCH does not use automated decision making.
• The Right to Complain - about how your personal data is handled. If you wish to make a complaint, Section M provides more information.
More information on the individual rights and how they apply can be obtained by clicking here, or you can visit the ICO website (ico.org.uk)
If you wish to exercise any of the above rights, please contact:
Governance Team, Plymouth Community Homes
Plumer House, Tailyour Road, Crownhill, Plymouth, PL6 5DH
Alternatively, you can make a request to the Governance Team electronically, by email, to governance@plymouthcommunityhomes.co.uk. or telephone on 0808230 6500.
M. Making a complaint
If you believe that Plymouth Community Homes has not handled your personal information correctly you have the right to make a complaint. You can raise a complaint in several different ways.
Please refer to our Complaints Process Guidance on our website for full details or speak to a member of staff.
You also have the right to lodge a complaint with the Information Commission at:
Wycliffe House, Water Lane, Wilmslow,
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
This privacy notice does not provide exhaustive detail of all aspects of Plymouth Community Homes collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests should be sent to the PCH Data Protection Officer at the above address.
Plymouth Community Homes Group
Registered Office: Plumer House, Tailyour Road, Plymouth, PL6 5DH
Legal Status:
Plymouth Community Homes Ltd is a registered society under the Co-operative and Community Benefit Societies Act 2014 (which consolidates the Industrial and Provident Societies Acts) and is registered with the Financial Conduct Authority (registration 30637R) and the Regulator of Social Housing (registration L4543).
At the time of issuing this Notice, Plymouth Community Homes Ltd has two wholly owned subsidiaries, Plymouth Community Homes Regeneration Company Ltd (PCHR), company number 7272688 and Plymouth Community Homes Energy Ltd (PCHE), company number 8028170. Both subsidiaries are incorporated under the Companies Act 2006.
