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Venue 360 privacy & cookie policy

looking after your data is very important to us...

 
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how to book

Step one
Make sure main reception have your current email address and that you obtain a booking PIN from them.
Step two
Click on the 'BOOK NOW' heading above or whereever you see the 'BOOK NOW' icons.
Step three
Use your email and PIN to login and away you go with booking and paying!
Step four
Navigate around to find your chosen activity before booking your desired date and time.
 
You can check your bookings in the 'manage bookings' section.
 
An email will only be sent to you confirming your bookings once it has been paid for.
 
Bookings not paid for will automatically be deleted after 20 minutes.
book now

The Venue 360 Ltd privacy promise

Venue 360 is a not for profit, public service. Everything we do is for the benefit of our members and regular non-member users.

​Transparency

We will always explain clearly what data we’re collecting about you and why. We will only collect data we need to:

  • give you a better experience

  • improve our services

  • fulfil our responsibilities as a public service.

Choice

It’s up to you how you use our services. And you can manage or cancel your membership at any time. 

Trust

Your trust is very important to us. So we’re committed to keeping your data safe and secure.

We promise to never sell your personal details to anyone.

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Privacy & Cookies Policy

What's in this policy?


This policy tells you: what information we might collect about you how we might use that information when we might use your details to contact you what information of yours we might share with others your choices about the personal information you give us




What does this policy cover?


This policy covers the services that are offered by Venue 360 Ltd.




What's not covered in this policy?


Our services sometimes link to services run by other companies, like Facebook or Twitter. Those companies have their own privacy and cookies policies, so remember that the information you give them will follow their rules and not ours.




How do you protect my personal information?


How do you protect my personal information? We're strongly committed to keeping your information safe and to do this we have policies and procedures in place with your safety in mind. At the same time, no service can be completely secure - if you have any concerns that personal information has been put at risk, for example if someone could have found out your password to online bookings, please get in touch straight away. Where we store your information Some companies that provide services to us run their services from outside the European Economic Area. We only let that happen if we are satisfied with their levels of security. Keep in mind that when you give us personal information it could be being transferred, stored or processed in a location outside the EEA. Regardless of where we store your information, all third parties holding our/your data are checked that they are GDPR compliant and have your best interests in mind as regards securing your data.




What types of personal information does Venue 360 collect about me?


We'll give details about why we need your personal information and how we'll use it before you begin, unless it's obvious. a. Information that you give us We might ask for your name and contact details, your date of birth or financial details, depending on what you're doing. If you are joining our gym then we will also ask for various medical information that we feel is relevant and important for the purpose of continuing to exercise at Venue 360. b. Device information Devices are lots of things like: your computer your mobile your TV your tablet your voice-enabled device We automatically collect some technical information from these devices and web browsers. This might include: IP (internet protocol) address device ID app ID vendor ID c. Information on your activities outside of Venue 360 when you talk about us Like if you've mentioned us in a Twitter post, we'll collect your Twitter handle. What if I have a Venue 360 membership? When you register for a Venue 360 membership or for non-member access to our online bookings system, or update your details or settings we ask for some personal information, like your email address and age.




How long will Venue 360 keep my personal information?


When you give us any personal information we'll let you know how long we'll hold it for. And always stick to these principles: we only hold your information for as long as we told you about or have a valid reason to keep it we think about what type of information it is, the amount collected, how sensitive it might be and any legal requirements we design our services so that we don't hold your information any longer than we have to. How long we keep information for is detailed in our Records & Retention Policy. This can be found in a link at the bottom of this page.




How can Venue 360 use my personal information?


We have to have a valid reason to use your personal information. It's called the "lawful basis for processing". Sometimes we might ask your permission to do things, like when you subscribe to an email. Other times, when you'd reasonably expect us to use your personal information, we don't ask your permission, but only when: the law says it's fine to use it, and it fits with the rights you have We use your information for these types of things: a. to deliver our services and to provide you with information about them b. to deal with your requests, complaints and enquiries c. to personalise services and give you things more tailored to your tastes Your preferences for receiving certain information is detailed under 'my account' in the online bookings portal. If you want to change these preferences then you can do so at any time via the 'my account' section. Even if you have preferences turned off, we still collect information about how you use Venue 360, but it will be anonymous.




When will Venue 360 use my information to contact me?


We might use your information to contact you about different things, like: to update you on any changes to Venue 360's policies, practices and Terms of Use to check with you about any service or activity you've signed up for. to notify you if there are any important and urgent changes to our opening hours. to speak to you about any problems we have with your membership. to let you know if another member urgently needed to get hold of you (we would never just give them your number). to remind you of a forthcoming or need to book a gym re-assessment. to answer you when you've contacted us, or to respond to a comment or complaint to invite you to take part in surveys about Venue 360 services, which are always voluntary for marketing purposes to send you notification on your device if you've selected them in your preference settings We'll only contact you when we need to or when you've given us permission.




Will I be contacted for marketing purposes?


We'll only send you marketing emails if you've agreed to this. Keep in mind, even if you unsubscribe, we may still contact you if it is regarding your membership with us and not for marketing purposes. Our monthly newsletter, 'Venue Circular' will still be sent out to all members and regular non-members as we do not deem this as marketing but as important communication to you.




When does Venue 360 share my personal information with others?


We'll never sell your personal information. We do share it with others in these ways: a. When you make something public Like post a comment which the public can see. b. When we use other companies to power our services In order for us to give you quality experiences and to understand how you're using our services we often use other companies to process your personal information on our behalf. For example, sending you emails about things we think might interest you, or to ask you what you think about our services. We make sure that your personal information is looked after as if we were handling it directly. We carefully select these companies, only share with them what they need to do the work and we make sure they keep your information secure.




What's different for kids and teens?


Venue 360 offers activities that are specifically for 3-16 year olds. We will however only contact your parent or guardian directly and store their contact details. We will not and have no reason to store details of or contact anyone under the age of 16. We will always deal directly with the parent or guardian.
In the event of an injury or emergency and your safety whilst in our care, we will need to store information regarding your name, age, emergency contact details, medical conditions, allergies and collection password to ensure that we have all the relevant information to hand. You're in control of how we use cookies and tracking if you browse our website Cookies are bits of data that are stored on your device. Some things on our websites wouldn't be able to work without these cookies. So they're always on when you visit us. We use cookies and tracking to make things easier for you, like remembering where you got to in a game or what emoji you selected. You can switch off some cookies and similar tracking technologies. Or your parent or guardian can do this if you're under 13. You've got privacy rights, the same as adults, so get to know what they are. You can: ask us what personal information we hold about you ask us to correct or delete your personal information tell us to stop using your personal information If you're 13 or older, you can do this yourself, but not always. Sometimes we'll be asking for your parent or guardian to do that. If you're under 13 your parent or guardian probably has to do it for you.




Can I delete my information?


This depends on what information you're talking about. a. If you're talking about your contact details for marketing purposes then you can update your preferences at anytime via the online bookings system portal and navigating to 'my account'. b. If you cancel your membership with us and providing we have no lawful reason to retain some of your details, you can request to have your details deleted with immediate effect. Otherwise we will delete you from our system in accordance with our Records & Retention policy. Keep in mind: we keep a record of how you've used our services, but this information can't be linked back to you. we also keep anything you've uploaded or commented on




What are my rights?


Remember, you're in control of your personal information. You have the right to: request a copy of your information not let robots make big decisions about you to ask us to correct information that's wrong, to delete it or to request that we only use it for certain purposes to change your mind, and ask us to stop using your information. For example, unsubscribing from any marketing emails or turning off personalisation Bear in mind, sometimes we might not be able to help. Like if the law tells us we can't.




How does Venue 360 use cookies and similar tracking?


a. What are cookies and tracking technologies? Cookies are bits of data which are stored in your computer or mobile when you visit a website or app. There are also similar pieces of tracking information we collect. b. Why do we use cookies and other tracking? to remember information about you, so you don't have to give it to us again. And again. And again to keep you signed in, even on different devices to help us understand how people are using our services, so we can make them better to find out if our emails have been read and if you find them useful To do a few different things: A few things on our websites wouldn't work without some cookies. Tech people call these "strictly necessary cookies". They're always on when you visit us. But we want to use others like functional, performance and advertising cookies to make your experience more enjoyable. We'll only use them if you've agreed. You can always change your mind. Bear in mind there are some other cookies out there from other companies. These "third-party cookies" might track how you use different websites, including ours. For example, you might get a social media company's cookie when you see the option to share something. You can turn them off, but not through us. c. How long do cookies last? Some are erased when you close the browser on your website or app. Others stay longer, sometimes forever, and are saved onto your device so they're there when you come back. d. How do I control my cookies and tracking? When you first visit us, we'll tell you about our cookies and ask you to agree if we can use them. You can always change your mind by going to your settings. Stopping all cookies might mean you can't access some Venue 360 webpages or that some of them might not work properly for you. Another way to control some tracking is in the settings on your device. To learn more about cookies and how they are used, visit https://www.aboutcookies.org/




How will I find out about changes to this policy?


We update this policy sometimes. If we make important changes, like how we use your personal information, we'll let you know. It might be a notice or an email. If you don't agree to the changes, then you can always stop using our services, cancel your membership with us and stop giving us any more personal information. We'd be sorry to see you go.




How can I contact Venue 360?


Find out more and contact us about your rights. For any other questions or comments about this policy speak to our Leisure Manager: by email - m.carter@venue360.co.uk by post - Marc Carter, Venue 360, 20 Gipsy Lane, Luton, LU1 3JH





How do I know what happens to my information?


This is called the right to be informed. When we ask you to share your personal information we give you details of why we're using it, including things like: What we're using it for How long we'll keep it, and Who it will be shared with




How do I change my information?


This is called the right to rectification. It gives you the right to ask us to correct anything that you think is wrong with the personal information we have on file about you. If you have an online bookings login ● You can update your personal details and preference settings What about other information? If you think we have other personal information that needs changed, contact us for help. You'll need to give us details of what needs updating and why you believe it's not right. There might be some occasions where we can't fulfil a request.




How can I see what information you have about me?


This is called the right of access. This right allows you to ask for full details of the personal information we hold on you. You'll need to contact us explaining the details of what you want to help us find it. Bear in mind, when we get back to you, we might need some identification to check that you are who you say you are. There might be some rare occasions where we can't fulfil a request.




How can I move my information?


This is called the right to data portability. It's the right to ask for and download personal information you've given us electronically, so that you can: Move Copy or Keep it for yourself You can then send it to another company if you like. What about other information? This depends on what you're asking about. You'd need to contact us and give us more details to help us find it. Depending on what it is, we can then try and get it to you to share with another company. Bear in mind, when we get back to you, we might need some identification to check that you are who you say you are. There might be some occasions where we can't fulfil a request.




How can I delete my information?


This is called the right to erasure, also known as the "right to be forgotten". This right means you can ask for your personal information to be deleted. It does however depend on what information you're talking about. a. If you're talking about your contact details for marketing purposes then you can update your preferences at anytime via the online bookings system portal and navigating to 'my account'. b. If you cancel your membership with us and providing we have no lawful reason to retain some of your details, you can request to have your details deleted with immediate effect. Otherwise we will delete you from our system in accordance with our Records & Retention policy. Keep in mind:we keep a record of how you've used our services, but this information can't be linked back to you.we also keep anything you've uploaded or commented on for some personal information, like your email address and age.





GDPR

 

The General Data Protection Regulation, or GDPR for short, is one of the biggest changes to data privacy law in recent years. It is designed to put you in control of how your information is collected and used by organisations.

Your data matters.

We want to help you to understand these rights and exercise them as easily as possible. They're listed below along with some tips on what to do if you'd like more help.

Subject Access Request

All individuals who are the subject of personal data held by Venue 360 Ltd are entitled to:

  • Ask what information the company holds about them and why.

  • Ask how to gain access to it.

  • Be informed how to keep it up to date.

  • Be informed how the company is meeting its data protection obligations.

 

If an individual contacts the company requesting this information, this is called a
subject access request.


Subject access requests from individuals should be made by email to the Leisure Manager at
m.carter@venue360.co.uk

 

Individuals will not be charged for a subject access request. Information must be provided
without delay and at the latest within one month of receipt.

 

The data controller will always verify the identity of anyone making a subject access request
before handing over any information.

Records and Retention Policy

The purpose of this document is to provide a corporate policy framework to ensure that particular
documents (or sets of documents) are dealt with in the correct manner; being retained and/or
disposed of in the correct method and timescale.

Click HERE to view our full records and retention policy