This document sets out how your personal information is used by Ultimate fitness Retreats
This privacy notice lets you know how we handle your personal information and tells you about your privacy rights and how the law protects you.
Our Privacy Promise
Please read this Privacy Notice carefully
We are Ultimate fitness Retreats and we operate from the following premises 5 Harcourt Road, Aberdeen, Scotland, AB15 5NY.
For the purposes of data protection legislation, we are the Data Controller of your personal data. We are registered with the Information Commissioners Office (ICO) in the United Kingdom with reference number 00010213296.
When you use our services, you will share personal information with us. We want to be upfront and transparent about the personal data we collect, how we use it, who we share it with and the choices you have to manage, control and update your information.
In addition to our Privacy Promise, your personal data privacy is protected by law. Data Protection law states that we may only use your personal information where we have a proper reason to do so.
To process your personal data, the lawful basis we reply upon is:
A legitimate interest occurs when we have a business or commercial purpose for using your personal data. This must not however, go against your own rights and interests. Where we rely on legitimate interest as a lawful basis for processing your personal data we will inform you.
Your personal data is collected via our Website and may also apply to such information collected when completing a ParQ form, Nutritional questionnaire Member Induction form and Signed Terms and conditions.
We use your personal data in different ways. The table below provides information of the category of personal information collected, the purpose of its collection and the legal basis upon which it is processed.
Category of Personal Data:
Name and contact details
Photos and videos
Purpose for Processing:
Contact you with retreat
Information and planning our services.
Send you information by email/message.
Lawful Basis for Processing:
Performance of a Contract
We only collect the personal data required for the stated purpose. If use of your data is required for an additional purpose over and above the stated purpose, you will be contacted for consent.
Special Categories of Personal Data
Special categories of data are sensitive personal data. We process the following Special Categories of Personal data as indicated below:
Category of Personal Data:
Purpose for Processing:
Insurance cover and the interest of the client in case of an emergency.
Vital interest/legal obligation:
Lawful Basis for Processing
Protection of your personal data is important to us. We take the appropriate technical and organisational measures to keep data secure. These measures are put in place to prevent any accidental loss, alteration, disclosure, use or access in an unauthorised manner of your personal data.
Procedures are in place to identify and address any personal data breach. This includes obligates to inform you and the Supervisory Authority (Information Commissioners Office (ICO) in the UK) of a any breach where applicable.
We will retain your personal data only for as long as is necessary to fulfil the stated purpose(s) and if reasonably necessary or required to comply with legal or regulatory requirements.
We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 5 years after which time it will be destroyed. Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.
If we wish to retain your personal data for longer than the above stated period(s), we will write to you setting out our reason(s) for extending the retention period(s) and seek your consent to do so for an additional stated fixed period.
People who use our services
We offer various services to our members. We have to hold the details of the people who have requested our services, such as a gym membership, in order to provide it to them. However, we only use these details to provide the service the person has requested and for other closely related purposes. When people do subscribe to our services, they can cancel their subscription within the individual terms of their contract and are given an easy way of doing this.
People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
Your personal data is strictly confidential.Ultimate Fitness Retreats may, from time to time, employ the services of other parties for dealing with matters that may include, but are not limited to, payment handling, delivery of purchased items, search engine facilities, advertising & marketing. The providers of such services do have access to certain personal data provided by users of this web site.
We do not transfer your personal data out with the EEA
We may use your personal data to inform you about products, services and any offers that are relevant. This is what ‘marketing’ means.
The personal data we hold on you is collected from yourself. This information is used to determine the products, services and offers we consider will be relevant to you.
We can only send you marketing messages when we have:
Subscribers to our email newsletter have the right to opt out of our communication at any time. This can be done by e-mailing email@example.com or an unsubscribe link can be found at the bottom of every email you receive.
Ultimate Fitness Retreats reserves all copyright which may subsist in the products of, or in connection with, the provision of all activities, services or facilities. ULTIMATE FITNESS RETREATS reserves the right to take such actions as it deems appropriate or necessary to restrain or prevent infringement of such copyright.
Law & Jurisdiction
These terms & conditions shall be governed & construed in accordance with Spanish law, & the parties shall submit to the non-exclusive jurisdiction of the Spanish Courts.
You have the right to access the personal data we hold on you. This is known as a Subject Access Request. This should be requested using the following link Click here
You have the right to rectify any personal information we hold on you. A request for rectification enables you to have any outdated, inaccurate or incomplete information held on you to be rectified. To allow us to keep this information accurate, there is also have an obligation on you to inform us of any changes to personal information to keep it up-to-date. Click here.
You have the right to have personal information held on you erased in certain circumstances. This enables you to request the erasure of this data. This right is not absolute. Personal data that is required to be retained to comply with legal or regulatory obligations will not be eligible for erasure. Click here
You have the right to have the processing of your personal data restricted in certain circumstances. This enables you to request the restriction of this processing data processing, but this right is not absolute. The processing of certain Personal data cannot be restricted where the processing is required comply with legal or regulatory obligations. Click here
You have the right to have your personal data transferred to another party. Click here
You have the right to object to any processing of your personal data where legitimate interest is relied upon as a lawful basis for processing. If you wish to stop receiving marketing information by Click here.
Automated Decision-Making / Profiling
We do not operate any automated decision-making system;
If you would like to exercise any of the above rights, all requests should be made in writing using one of the following:
When you contact us, please have enough information to allow us to identify you e.g. proof of identity and address (driving licence, passport etc.)
Any consent given can be withdrawn at any time. Please contact us if you want to withdraw consent please click here.
Once we have received notification of the consent withdrawal, we will cease any processing of your personal data and, subject to our stated retention policy and any statutory obligations, will securely delete your personal data.
We hope we can resolve any query or concern that you may have about our use of your personal data. You have the right to lodge a complaint if you are unhappy with how we use your personal data Please contact us by using the following link: click here
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO). The ICO website has more information on reporting concerns https://ico.org.uk/concerns/
Ultimate Fitness Retreats reserve the right to take any recordings of the client during the services, & the client accepts that all rights whatsoever arising in the recordings shall be solely owned by Ultimate Fitness Retreats. The client accepts & agrees that any recordings may be used by Ultimate Fitness Retreats at its absolute discretion in any manner, including but not limited to its web site, promotional material, social media posts & advertisements.
We have a Facebook page – https://www.facebook.com/ultimatefitnessretreats/
We have an Instagram page – https://www.instagram.com/ultimatefitnessretreats/
For you and your Minor, if applicable, you hereby grant permission to Ultimate fitness Retreats, and its affiliates and Ultimate fitness Retreats employees, agents and representatives to photograph or video you or, if applicable, your Minor’s image, likeness, or depiction (together, the “Photos”). You, for yourself and your Minor, if applicable, hereby further grant permission to Ultimate fitness Retreats to edit, crop, or retouch such Photos, and you, for yourself and your Minor, if applicable, waive any right to inspect or use or view such Photos. You, for yourself and your Minor, if applicable, hereby consent to and permit the Photos to be used by Ultimate fitness Retreats for advertising and promotional purposes in any medium, including print and electronic publishing. You, for yourself and your Minor, if applicable, understand and agree that Ultimate fitness Retreats may use such Photos with or without associating names thereto. You, for yourself and your Minor, if applicable, agree to and do hereby waive any claim for compensation of any kind as a result of Ultimate fitness Retreats use or publication of Photos. You, for yourself and for your Minor, as applicable, hereby fully and forever discharge
Please also visit our Terms and Conditions section click here.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 31st March 2018.
We have appointed a Data Protection Compliance Manager who can be contacted in relation to any queries you have with personal data privacy:
Name: Barry Stephen
Position: Owner/Data Privacy Manager