Privacy Policy

This Privacy Policy explains how Oceanfront Active Living ("we", "us", or "our") collects, uses, discloses, and protects your personal information when you use our services, visit our premises, or interact with us online or offline. We are committed to protecting your privacy and handling your data in compliance with applicable data protection laws in England, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are Oceanfront Active Living operates in the Sports and Active Leisure sector in England. We may provide facilities, classes, events, memberships, and related services designed to promote active and healthy lifestyles.

2. Personal Data We Collect We may collect and process the following categories of personal data:

   • Identification and contact information: name, address, email address, telephone number, date of birth.
   • Account and membership details: username, membership ID, subscription type, booking history.
   • Payment information: payment card details and transaction records (processed securely through third-party payment providers; we do not store full card details where not necessary).
   • Health and safety information: relevant health details you choose to share with us to allow safe participation in activities (e.g. existing medical conditions, injuries, or accessibility requirements), emergency contact details.
   • Usage and activity data: records of facility usage, class bookings and attendance, participation in events, and interactions with our staff.
   • Online usage data: IP address, device identifiers, login information, browser type, operating system, time zone setting, and information about how you use our websites, apps, or online booking systems (through cookies and similar technologies, where applicable).
   • Communications data: emails, messages, feedback, survey responses, and any correspondence you send to us.
   • Marketing preferences: your choices about receiving marketing communications from us.

3. How We Use Your Personal Data We use your personal data for the following purposes:

   • To provide and manage our services: creating and managing your account or membership, processing bookings and payments, facilitating facility access and class participation.
   • To ensure safety and suitability: assessing health and fitness information you voluntarily provide to help ensure that activities are appropriate and to respond effectively in emergencies.
   • To communicate with you: sending service messages about your bookings, membership, changes to timetables, closures, or updates to terms and policies.
   • To improve our services: analysing usage trends, feedback, and performance data to enhance our facilities, classes, products, and customer experience.
   • For marketing (with your consent where required): sending you information about our events, offers, classes, and services that may interest you, and managing your marketing preferences.
   • For administration and legal compliance: maintaining records, managing accounts, preventing fraud and misuse of our services, and complying with legal or regulatory obligations.

4. Legal Bases for Processing We process your personal data based on one or more of the following legal grounds:

   • Contract: where processing is necessary to enter into or perform a contract with you (for example, membership agreements or class bookings).
   • Legal obligation: where we must process data to comply with law or regulatory requirements.
   • Legitimate interests: where processing is necessary for our legitimate business interests, such as improving services, ensuring security, and managing our operations, and where your rights and freedoms do not override those interests.
   • Consent: where you have given clear consent for a specific purpose, such as certain health data or receiving marketing communications. You may withdraw consent at any time.

5. Special Category Data (Health Information) In some cases, we may collect health-related information you choose to provide so we can:

   • Assess your suitability for certain activities or programmes.
   • Tailor recommendations to your fitness level or medical needs.
   • Respond appropriately in case of an emergency. We only process such information with your explicit consent or where otherwise permitted by law, and we take extra care to protect its confidentiality.

6. How We Share Your Information We do not sell your personal data. We may share your information with:

   • Service providers and partners: third parties who provide services on our behalf, such as payment processors, IT and hosting providers, booking platforms, email and communication services, and professional advisers. They are required to protect your data and use it only as instructed by us.
   • Authorities and regulators: where required by law, regulation, or legal process, or to protect our rights, property, safety, or that of others.
   • Successors in business: if our business or part of it is sold, merged, or restructured, your data may be transferred to the new owner, who will continue to use it only as set out in this Privacy Policy or as otherwise notified to you.

7. International Transfers Where we or our service providers transfer personal data outside the UK or the European Economic Area (EEA), we will ensure that appropriate safeguards are in place, such as standard contractual clauses, to protect your data in accordance with applicable data protection laws.

8. Data Retention We retain your personal data only for as long as necessary for the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and our legal obligations. When data is no longer required, we will securely delete or anonymise it.

9. Data Security We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, encryption, secure storage, staff training, and regular review of our security practices. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights Under UK data protection laws, you have the following rights in relation to your personal data, subject to certain conditions and exceptions:

    • Right of access: to obtain confirmation that we process your data and to request a copy of the personal data we hold about you.
    • Right to rectification: to request correction of inaccurate or incomplete data.
    • Right to erasure: to request deletion of your data where there is no compelling reason for us to continue processing it.
    • Right to restriction: to request that we limit the processing of your data in certain circumstances.
    • Right to data portability: to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller where technically feasible.
    • Right to object: to object to processing based on our legitimate interests or for direct marketing purposes.
    • Rights related to consent: where we process data based on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.

If you wish to exercise any of these rights, please contact us using the details provided in the "Contact Us" section below. We may need to verify your identity before fulfilling your request.

11. Cookies and Similar Technologies If we use cookies or similar tracking technologies on our websites or online services, we will provide a separate Cookie Notice or banner explaining what cookies we use, for what purposes, and how you can manage your preferences. Where required, we will obtain your consent before setting non-essential cookies.

12. Children’s Privacy Our services are generally intended for adults and older teenagers. Where participation by children is offered (for example, youth sports or family activities), we will only collect and process children’s personal data with appropriate consent from a parent or legal guardian and in accordance with applicable law.

13. Third-Party Websites Our websites or communications may contain links to third-party websites, services, or platforms. We are not responsible for the privacy practices or content of such third parties. We encourage you to review the privacy policies of any external sites you visit.

14. Changes to This Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will take appropriate steps to notify you, such as posting a prominent notice on our website or contacting you directly where feasible. The date of the latest version will be indicated at the end of this Policy.

15. Contact Us If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, or if you wish to exercise your data protection rights, please contact us using the contact details provided on our official website or at our premises in England.

We will respond to your query as soon as reasonably possible and within the timeframes required by applicable data protection laws.

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