Terms, Conditions and Privacy Notice

 

Privacy Notice

Edinburgh College is providing you with this information to comply with data protection law and to ensure that you are fully informed and we are transparent in how we collect and use your personal data.

 

Who is collecting the information?

Edinburgh College is the Data Controller. We have an appointed Data Protection Officer (DPO), Alice Wilson, who can be contacted by emailing: DataProtection@edinburghcollege.ac.uk

 

Why are we collecting it and what are we doing with it (Purpose)?

We collect your information to administer your gym membership application and manage, sustain the contract whilst you’re a member at Edinburgh College Club, gym and spa.

 

What personal data do we collect?

Personal Data

  • Name (Forename, Surname)

  • Address

  • Date of Birth

  • Telephone

  • Email address

  • Bank details

  • GP name and address

  • Gender

  • Next of Kin

 

Special Category Personal Data

  • Medical conditions

  • Disabilities

 

How are we collecting this information? What is the source?

All personal data is collected via application forms, induction forms and guest registration forms.

 

The lawful basis for the processing

We collect this personal data for the purposes of the provision of their gym memberships. Applicants who are successful will enter into a contract with the College and the condition of processing under GDPR Article 6(1) (b) is “the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract” If you do not provide this information we cannot process your membership at the club, gym and spa. In relation to collecting special category information (e.g. health  and disabilities) the condition for processing under GDPR is Article 9(2)(b) “processing is necessary  for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject”, processing this information is to comply with Health and Safety standards and Public Liability/Indemnity Insurance policies.

 

Whom we share the information with

In the case of failures in which we cannot collect outstanding fees, we would be transferring your details to our finance department. If they do not collect payment this is then sent to a third party/ debt collection agency. You will be fully informed in this process and we only pass to a debt collection agency when we have exhausted all other avenues.

Next of kin - we would contact your next of kin in the instance of emergencies

Emergency services- we would give your information to the emergency services if the situation warranted this.

 

How long do we hold personal data?

We will hold your information in relation to memberships for 7 years after you’ve cancelled your membership. After 7 years we would destroy the information securely.

 

Individuals’ rights in relation to this processing

Under data protection law you have a number of rights, some of these rights only apply in certain conditions. Your rights are as follows:

 

  • Right to be informed (i.e. this privacy notice)

  • Right to access – you can request access and/or copies of the personal data held about you. To do this please contact the College data protection mailbox: DataProtection@edinburghcollege.ac.uk and your request will be processed accordingly.

  • Right to rectification – this means you can correct or update any inaccurate or incomplete data about you.

  • Right to Erasure – this is commonly known as the right to be forgotten (RTBF) and means that you can request that the College destroys your personal data.

  • Right to Restrict Processing – this links   with rectification and objection and means you can request the processing is  restricted until the objection has been addressed

  • Right to Object – this is an absolute right with direct marketing and can apply with other instances. If you object to how your data is processed please email the data protection mailbox

  • Right to Data Portability – this means you can request your data in a machine-readable format (like a .csv file) and you can request it is transferred to another organisation (for example another gym).

  • Right to know of any automated decision making including profiling is done with their data. – The College does not use automated processes for this purpose.

 

For the purposes of club membership, all of the rights listed above apply except for the last one – automated decision making/profiling. To exercise any of your rights please email the data protection mailbox at DataProtection@edinburghcollege.ac.uk

 

Complaints to the UK Information Commissioner’s Office (ICO)

If you are concerned about how your personal data is being used by the College, in the first instance please can you contact the College Data Protection Officer (DPO) at DataProtection@edinburghcollege.ac.uk. If you are not satisfied with the outcome then you can complain to the regulator of data protection, the UK Information Commissioner’s Office (ICO). The ICO has guidance on its website 

You can email them at casework@ico.org.uk or call them on 0303-123-113 or you can send a letter to them at the following address:

Customer Contact

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, SK9 5AF

 

 Terms and Conditions for use of The Club facilities

 

Towels

  • Towels are available from The Club Reception. A charge is applicable if you do not have a towel membership

  • Used Towels are to left in the towel drop-box in front of reception.

  • Children who are not on towel membership do not receive a towel

  • Please see a member of The Club team for details about  our towel membership

Mobile Telephones & Cameras

  • The use of mobile telephones, cameras or video recording equipment is NOT PERMITTED in the swimming pool area or changing rooms unless permission has been granted by The Club manager.

  • Use of mobile telephones, cameras or video recording is only permitted within the studio or gym with the express permission of all members present

Medical Conditions

  • If at any time during the period you have a membership with us, your medical condition changes you MUST inform us immediately in writing as it may affect the type and frequency of the exercise/activity you are able to undertake.

  • If you feel unwell at any time whilst in The Club, please cease the activity and inform a member of staff.

 

Changing Rooms

Lockers

Provided for use by patrons and require a £1 refundable deposit to operate.

  • All items are left entirely at the owner’s risk.

  • All lockers are for temporary use only.

  • Items left overnight will be periodically removed without warning and placed in lost property.

  • A charge will be applied for replacing locks in the event locker keys are lost

Lost Property

  • All items placed in the lost property will remain there for 1 month.

  • If unclaimed after this period they will be disposed of.

Shaving

  • This should be restricted to Vanity areas only

  • In the interests of hygiene, shaving is NOT PERMITTED in the showers, steam room, sauna or indeed any other area of the Club.

Hair Dye

  • The use of hair dye NOT PERMITTED in The Club premises.

 

Swimming Pool

  • In the interests of hygiene, please ensure that you  SHOWER BEFORE ENTERING the pool on all occasions especially after using the Sauna or Steam Room. If this is not adhered to, the chemical balance of the pool may be altered and we may be forced to close the pool while it is being corrected.

  • Please read and observe all notices on poolside before using this facility

  • ONLY WATER is to be consumed in the pool area

  • Members and guests are only permitted to drink water on poolside. ON NO OCCASION MUST ANY GLASS, METAL OR CERAMIC CONTAINERS BE USED IN THE POOL AREA

  • The use of cleansing products, such as shower gels and shampoos, are NOT PERMITTED on poolside.

  • The pool will be used for classes and other activities at certain times. This may result in part or all of the pool being unavailable (please see the pool timetable for further information).

  • UNDER NO CIRCUMSTANCES are mobile phones permitted on poolside

 

Swimming Pool Age Restrictions

Persons under the age of 16 are NOT PERMITTED access to the pool facility without the supervision of an adult. 

Acceptable ratios of adults: children of different ages.

  • 0 - 4 years: 1 Adult 1 Child

  • 5 - 15 years: 1 Adult 2 Children

  • 16 or over: Unaccompanied

 

Children

  • Children MUST (under 16’s) be accompanied by an adult at all times while on poolside

  • Entry for children from 2 -15 years old is £3.50 per visit (or you can add your child on to your membership for an additional £7 per month)

 

Sauna

  • Individuals aged under the age of 16 are not permitted to use the sauna

  • The use of oils and lotions is not permitted in the sauna.

  • Flammable or combustible materials (newspapers, magazines) should not be  taken into the sauna

 

Steam Room

  • Individuals aged under the age of 16 are not permitted to use the steam room

  • The use of oils and lotions is not permitted in the steam room

 

Gym

  • All gym users must be aged 16 YEARS AND OVER

  • Suitable and appropriate clothing and footwear must be worn whilst in The Club for the activity you are undertaking.

  •  (If you are unsure, please contact a member of staff).

  • Members: Prior to using the gym, members should have completed a PARQ and had a gym induction.

  • Guests: may only use the gym if accompanied by a FULLY INDUCTED MEMBER and after filling in a guest registration form and disclaimer.

  • Personal Training: may only be performed by employees of the Club. Members are not permitted to use external personal trainers unless prior agreement is reached with the Club management.

  • We ask that you respect other gym users by following all items on the Gym Etiquette section at all time.

 

Class Timetable

The Club reserve the right to remove fitness classes from the timetable at quiet periods during the year.

 

Studio – Classes

 

All Members may book into classes by telephone or in person up to seven days in advance from 8.00am. Answer machine messages left before 8.00am will only be added when all other bookings have been processed.

Bookings will only be taken Monday – Friday 8 am - 8 pm and Saturday & Sunday 9 am - 5 pm.

 

  • When cancelling please give as much notice as possible classes place.  Repeat failure to attend bookings without notice will lead to the withdrawal of advanced bookings.

  • Members can only make a booking for themselves on the understanding that they will be participating in the activity.

  • Please ensure that you arrive for your class at least 5 MINUTES BEFORE the scheduled start time.

  • All studio users must be 16 YEARS OF AGE

  • All studio users must complete a guest registration form or PARQ prior to using the studio.

 

Gym Etiquette

 

  • At busy times we ask that you please limit your time on the equipment to a MAXIMUM OF 15 MINUTES.

  • In the interest of hygiene, all gym users are requested to wipe down all equipment after use with the paper towels and cleaning products provided.

  • DO NOT lift weights which you can’t put down in a controlled manner and have to drop. This damages the equipment.

  • Please unload the bars when finished with them and return the weights to the correct storage rack.

  • Do not sit on equipment you are not using.

  • Do not train too close to other equipment or block access.

  • Do not interrupt people mid-set while they are working.

  • Do not stand too close to people while they are lifting (this can be dangerous and distracting).

  • Please check with other gym users if they are finished with the equipment.

  • Ensure you use appropriate language in the gym (No swearing).

  • Do not leave personal belongings on equipment as this prevents others from using it.

  • Do not stare at other gym users (this can be seen as intimidating)

 

Membership Freezing Policy

We do allow our members to freeze their membership. Please see the conditions of this option below:-

  • After completion of the initial fixed term, a member may freeze their membership for a minimum of 1 month and a maximum of 12 months. There will be a £5 charge per month for this service, via direct debit

  • Please speak to a member of staff if you are within the initial term of your contract and are experiencing difficulties using the Club through illness.

  •  

This benefit is at the discretion of the Club management

Use of the Club is not permitted while paying less than the full monthly amount (e.g. freezing).

 

We cannot freeze fixed term memberships (6week, 3month or 12 months)

 

Membership Cancellation Policy

 

  • All memberships will be expected to be fully fulfilled to the minimum term of the agreement. For example, a minimum twelve-month contract will not be cancelled within its initial fixed twelve months period

  • All cancellations (including after the date of initial contract expiration) require one complete calendar month’s advance notice.

  • Cancellations must be received by email to the.club@edinburghcollege.ac.uk. If you do not have access to email then a cancellation form can be filled out at Club reception. Failure to cancel will result in The Club continuing to collect your monthly fees. 

  • We will consider the release of members from their contract on grounds of redundancy, medical reasons or relocation (out with one hour’s travelling distance of the Club by whichever means of transport the member has). Proof will be required.

This benefit is at the discretion of the Club management

  • All membership cancellations will be followed up by either a telephone call or in writing (in the form of a letter or email) to confirm the last date of payment and entry to the Club facilities.

  • If membership expires or lapses for more than one month then a re-joining fee of £25.00 will be required for the member to re-join.

 

 

  • Facebook Social Icon