Sports Massage Academy Ltd is a registered company in England (Company no. 09028018). We also trade as “The Therapy Empire”, an online retailer. Our registered address is 102 Queens Road, Cheadle Hulme, Stockport, Cheshire, SK8 5HS
THE PURPOSE OF THIS NOTICE
This Notice is designed to help you understand what kind of information we collect in connection with our products and services and how we will process and use this information. In the course of providing you with products and services we will collect and process information that is commonly known as personal data.
This Notice describes how we collect, use, share, retain and safeguard personal data.
This Notice sets out your individual rights; we explain these later in the Notice but in summary these rights include your right to know what data is held about you, how this data is processed and how you can place restrictions on the use of your data.
WHAT IS PERSONAL DATA?
Personal data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, gender and contact details.
Personal data may contain information which is known as special categories of personal data. This may be information relating to and not limited to, an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to sexual orientation.
Personal data may also contain data relating to criminal convictions and offences.
For the purposes of safeguarding and processing criminal conviction and offence data responsibly, this data is treated in the same manner as special categories of personal data, where we are legally required to comply with specific data processing requirements.
PERSONAL DATA WE COLLECT
In order for us to provide and administer services, products and membership services for you, we will collect and process personal data about you. We will also collect your personal data where you request information about our services, products, customer events, promotions and campaigns.
We may also need to collect personal data relating to others in order to provide our services. In most circumstances, you will provide us with this information. Where you disclose the personal data of others, you must ensure you are entitled to do so.
You may provide us with personal data when completing online application or contact forms, when you contact us via the telephone, when writing to us directly or where we provide you with paper-based forms for completion or we complete a form in conjunction with you.
We will only grant access to or share your data with authorised partners, third parties and our market service providers such as awarding bodies, insurers and finance providers and where we are required or entitled to do so by law under lawful data processing.
We also share personal data with authorised third parties, this is necessary where we are required to do so by law and where we need to administer our business.
If you have undertaken a training course with us that requires certification from an external body, we will share all necessary personal data with the relevant Awarding Organisation to issue this certificate.
If you have purchased a physical product from us or a service which requires a physical product be posted to you we will pass your delivery details onto our suppliers, delivery partners as required.
As a graduate of the Sports Massage Academy we may share your details with our partner Balens, the providers of our affinity insurance scheme.
We will collect your personal data when you visit our website, where we will collect your unique online electronic identifier, commonly known as an IP address.
We will also collect electronic personal data when you first visit our website where we will place a small text file that is commonly known as a cookie on your computer. Cookies are used to identify visitors and to simplify accessibility, and to monitor visitor behaviour when viewing website content, navigating our website and when using features.
We may record your communications with us when contacting our team members and business services.
Where we collect data directly from you, we are considered to be the controller of that data i.e. we are the data controller. Where we use third parties to process your data, these parties are known as processors of your personal data.
A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the processing of personal data.
A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller.
As a provider of training services, products and membership services we will process the following categories of data:
Personal data such as an individual’s name, address, date of birth, gender, contact details.
Special categories of personal data such as current and past medical history to determine your suitability to undergo training and associated physical tasks.
Data relating to criminal convictions and offences where relevant.
If you object to the collection, sharing and use of your personal data we may be unable to provide you with our products and services.
For the purposes of meeting the Data Protection Act 2018 territorial scope requirements, the United Kingdom is identified as the named territory where the processing of personal data takes place.
If you require more information about our processes, or further details on how we collect personal data and with whom we share data with, please contact our Data Privacy Representative by e-mailing firstname.lastname@example.org
WHY DO WE NEED YOUR PERSONAL DATA?
We will use your personal data for the performance of our contract with you, to quote for and provide you with products and services, to process certification, to respond to any requests from you about services we provide and to process complaints. We will also use your personal data to manage your account, perform statistical analysis on the data we collect, for financial planning and business forecasting purposes and to develop new and market existing products and services.
We will use the special category and criminal conviction data we collect about you for the performance of our contract with you which is deemed to be necessary for reasons of substantial public interest.
In purchasing our products and services you should understand that you are forming a contract with us. If you contact us for a quote or request details on the services we provide, we consider ourselves as having a legitimate business interest to provide you with further information about our products and services. You may request to be withdrawn from all such marketing activities at any time.
In some situations, we may request your consent to market our products and services to you, to share your data or to transfer your data outside the European Economic Area. Where we require consent, your rights and what you are consenting to will be clearly communicated to you. Where you provide consent, you can withdraw this at any time by contacting our Data Privacy Representative at email@example.com
For all qualification delivery we will retain your personal data at the end of any contractual agreement indefinitely. This data will be retained as a record of your training with us and any qualification/certification issued. For the majority of our qualification delivery this data will also be used indefinitely to provide support through our graduate support network as this forms part of the service you are purchasing.
Where you have requested a quote or contacted us for details of our products and services, and where this quote does not progress to a purchase of a product or service and we do not have any contracts with you, we will retain your personal data for a period of 18 months from last contact with yourself.
Where you have purchased a product from us we will retain all personal data collected until the end of any warranty or guarantee period or 24 months, whichever is longer. Limited data will be retained indefinitely as part of our financial record keeping.
Where you make a complaint, we will retain the data for 10 years.
If we have provided you with treatment we will retain all relevant data, i.e. personal data and a record of treatment for 7 years from your last treatment with us, or if under 18 at the time of treatment, for 7 years after your 18th birthday.
Where you or law enforcement agencies inform us about any active investigation or potential criminal prosecution, we will comply with legal requirements when retaining this data.
The retaining of data is necessary where required for contractual, legal or regulatory purposes or for our legitimate business interests for statistical analysis (profiling) and product development and marketing purposes.
Sometimes we may need to retain your data for longer, for example if we are defending ourselves in a legal dispute or as required by law or where evidence exists that a future incident may occur.
You should be aware that we may use automated decision making (services/tools and techniques) to check for customer suitability to our products, for example we might perform a credit search to check an individual’s solvency and credit rating. We also analyse data to identify products and services that customers may be interested in, this is commonly known as profiling. You have the right to object to the use of profiling activities and the use of automated decision making (services/tools and techniques).
Please contact our Data Privacy Representative at firstname.lastname@example.org if you object to the use of, or you have any questions relating to the use of, your data, the retention of your personal data or the use of profiling and automated decision-making services/tools and techniques.
You can opt out of receiving marketing services by e-mailing email@example.com
Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data.
These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:
The right to be informed about the personal data being processed;
The right of access to your personal data;
The right to object to the processing of your personal data;
The right to restrict the processing of your personal data;
The right to rectification of your personal data;
The right to erasure of your personal data;
The right to data portability (to receive an electronic copy of your personal data);
Rights relating to automated decision making including profiling.
Individuals can exercise their Individual Rights at any time. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.
In exercising your Individual Rights, you should understand that in some situations we may be unable to fully meet your request. For example if you make a request for us to delete all your personal data, we may be required to retain some data for insurance, taxation, prevention of crime and for regulatory and other statutory purposes.
You should understand that when exercising your rights, a substantial public or vital interest may take precedence over any request you make. In addition, where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters.
If you require further information on your Individual Rights or you wish to exercise your Individual Rights, please contact our Data Privacy Representative by e-mailing firstname.lastname@example.org or by writing to The Data Protection Representative at Sports Massage Academy Ltd, 102 Queens Road, Cheadle Hulme, Stockport, Cheshire, SK8 5HS
PROTECTING YOUR DATA
We will take all appropriate technical and organisational steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within our group of companies and authorised third parties.
DATA PRIVACY REPRESENTATIVE
To ensure data privacy and protection has appropriate focus within our organisation we have a Data Privacy Representative who reports to our senior management team. The Data Privacy Representative is Alexander Hall, who may be contacted at: email@example.com
If you are dissatisfied with any aspect of the way in which we process your personal data, please contact our Data Privacy Representative. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO). The ICO may be contacted via its website which is https://ico.org.uk/concerns/, by live chat or by calling their helpline on 0303 123 1113.
HOW TO CONTACT US
If you have any questions regarding this Notice, the use of your data and your Individual Rights please contact our Data Privacy Representative at Sports Massage Academy Ltd, 102 Queens Road, Cheadle Hulme, Stockport, Cheshire, SK8 5HS or by e-mailing firstname.lastname@example.org or by telephoning 03300571873
Sports Massage Academy Limited is registered with the UK Information Commissioner, registration number ZA186071