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 voice-enabled device
We automatically collect some technical information from these devices and web browsers. This might include:
IP (internet protocol) address
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 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.
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.
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.
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.
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.
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 - firstname.lastname@example.org
by post - Marc Carter, Venue 360, 20 Gipsy Lane, Luton, LU1 3JH