Privacy Policy

Privacy Promise

Security is our number one priority

We have to collect and keep a little data about you, like your name, your postal address, email address, payment details and health information if you are a member of ours. We also may need to share your data with our trusted partners directly linked to the products and service you have purchased like our third party coaching companies to enable them to provide the services.

We promise to collect, process, store and share your data safely and securely. We’ll also make sure that the other businesses we work with are just as careful with your data.

We use data to make your time with us easy

We can use the contact details you share with us to let you know if there are changes to your bookings, or other things that happen that might affect your visit, like any programme or instructor changes or any technical problems leading to closures.

Plus by listening to what our customers tell us, we can make changes, to make things easier where we can.

We use data to make your time with us more affordable

We can let you know when discounted products and services are on offer, when there are special promotions and also to tell you about new products and services.

We can also work with other businesses to put together exclusive offers that we think are right for you. Remember you’re in control and you can ‘unsubscribe’ from any of our electronic communication and manage your preferences by clicking the link on any emails at any time or by emailing us at data.protection@freedom-leisure.co.uk  with your name and email address.

You’re in control of your data

Remember you’re in control and you can ‘unsubscribe’ from any of our electronic communication and manage your preferences by clicking the link on any emails at any time or by emailing us at data.protection@freedom-leisure.co.uk  with your name and email address.

If the information we hold on you is wrong, you can email us at data.protection@freedom-leisure.co.uk, let us know what needs updating and we will correct it.

Full Privacy Policy

Read on for our full updated Privacy Policy or click on any link below that will take you to the relevant section:

1. Who is responsible for your data

Our Privacy Policy applies to the personal data that Wealden Leisure Limited T/A Freedom Leisure collects and uses.

References in this Privacy Policy to “Wealden Leisure Limited T/A Freedom Leisure”, “we”, “us” or “our” mean Wealden Leisure Limited T/A Freedom Leisure (a Registered Society under the Co-operative and Community Benefit Societies Act 2014, Number 29336R - Registered Office - The Paddock, 1 - 6 Carriers Way, East Hoathly. BN8 6AG.)

We control the ways your personal data are collected and the purposes for which your personal data are used by Wealden Leisure Limited T/A Freedom Leisure and are the “data controller” for the purposes of the GDPR 2018 and other applicable European Union data protection legislation. 

2. Personal data we collect about you

When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include for example your name, your contact details, information relating to the product or service you have purchased from us (e.g. your membership number) or information on how you use our website or you interact with us.

We collect some personal data from you, for example when you book a class or course with us, use our website, use our services or contact us. We may also receive your personal data from our suppliers who provide services to you on our behalf (for example when you provide feedback on our services, book a ticket online or use our free wi-fi). If you make any online booking on behalf of someone else, you must have their consent to use their personal information.

For more information on the parties who we may share your personal data with, please see section 7.

Categories of data we collect

We may collect and process the following categories of information about you:

Sensitive personal data

In the course of providing services to you, we may collect information that could reveal your racial or ethnic origin, physical or mental health, religious beliefs or alleged commission or conviction of criminal offences. Such information is considered “sensitive personal data” under the UK Data Protection Act 2018 and other data protection laws. We only collect this information where you have given your explicit consent, it is necessary, or you have deliberately made it public.

For example, we may collect this information in the following circumstances:

For your safety, when you have a specific medical condition, you will need to inform us of that and –where required – provide us with a medical certificate.

By providing any sensitive personal data you explicitly agree that we may collect and use it in order to provide our services and in accordance with this Privacy Policy.

If you do not allow us to process any sensitive personal data, this may mean we are unable to provide all or parts of the services you have requested from us. Please be aware that in such circumstances you will not be entitled to cancel or obtain a refund on any purchase you have made. 

3. How and why we use your personal data

We use your personal data for the following purposes:

• To manage your bookings and provide our services to you
  When you are a customer of ours, we use your information to perform our services in relation to your purchase, for example to issue your tickets, register your booking, issue your member cards and accept your purchases. We also use it to change your bookings if you request such changes. In addition, we may use your information when you are using our centre services, such as our cafés.

• To communicate with you and manage our relationship with you
  Occasionally we may need to contact you by email and/or SMS for administrative or operational reasons, for example in order to send you confirmation of your bookings and your payments, to inform you about your booking and to advise you of disruption and changes to your purchased products and services.

Please be aware that these communications are not made for marketing purposes and as such, you will continue to receive them even if you opt-out from receiving marketing communications.

We will also use your personal data if we contact you after you have sent us a request, filled in a web-form through our website or contacted us on social media.

Your opinion is very important to us, so we may send you an email or SMS to seek your feedback. We will use the communications you exchange with us and the feedback you may provide in order to manage our relationship with you as our customer and to improve our services and experiences for customers.

• To personalise and improve your customer experience
  We may use your personal data in order to tailor our services to your needs and preferences and to provide you with a personalised customer experience. For example, if you inform us about your preferred centre(s) we will be able to send you offers relevant to your location.
  We may also collect information on how you use our website, which pages of our website you visit most, which centres you search for and what pages you view, in order to understand what you like. We may use this information to tailor the content and offers that you see on our website and, if you have chosen your ‘favourite’ information and agreed to receive marketing communications we will send you relevant messages that we think you like.

• To inform you about our news and offers that you may like
  We will send you marketing communications, if you have indicated that you are happy to receive these, for example when you create an account on our website or make a booking or purchase with us and you do not express a wish to not receive such communications. You can also request us to send you marketing communications through managing your preferences in your account.
  If you are happy to receive marketing communications, we will provide you with news from us such as new classes and other products and services that you may be interested in or offers that you may like.

In addition, if you are happy to receive marketing communications, we may send you communications promoting our partners’ products and services that may be related to either the products and services you have paid for or relate to the use of our leisure centres. These products may include: courses and classes operated by a third party organisation or information on events hosted at our centres on behalf of third party hirers. Please note that this is not an exhaustive list and is subject to change.

Please note that we do not share your contact details and other personal data with other companies for marketing purposes, unless we have obtained your consent to do so.

If you do not want to receive marketing communications from us, you can simply tell us so by NOT clicking the relevant box before submitting your details. You can also choose to opt out from receiving marketing communications at any time, by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us or by emailing data.protection@freedom-leisure.co.uk.

You can easily manage your marketing preferences by clicking on the “Preferences” section in the body of our email newsletters. If you prefer, you can also call our Customer Service team and express or change your preference to not receive marketing communications (Tel. 01825 880260) or send an email to data.protection@freedom-leisure.co.uk with your name, email address (if different to the one you are using) and the subject line “Unsubscribe".

• To improve our services, fulfil our administrative purposes and protect our business interests
  The business purposes for which we will use your information include accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing, maintenance and development.
  To comply with our legal obligations, for example, our obligation to provide your information to the police (when requested to do so.)

4. Requesting access to your personal data

You have a right to request access to the personal data that we hold about you. This could include your membership information relating to products and services you have taken with us.

If you have questions in relation to your personal data, please contact us at: data.protection@freedom-leisure.co.uk.

5. Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. When you provide your personal data through our website this information is transmitted across the internet securely using high-grade encryption.

As described in this Privacy Policy, we may in some instances disclose your personal data to third parties. Where Wealden Leisure Limited T/A Freedom Leisure discloses your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data; however in some instances we may be compelled by law to disclose your personal data to a third party and have limited control over how it is protected by that party.

The information that you provide to us will be held in our systems, which are located on our premises or those of an appointed third party. We may also allow access to your information by other third parties who act for us for the purposes described in this Privacy Policy or for other purposes approved by you. We will retain your personal data for as long as we need it in order to fulfil our purposes set out in this Privacy Policy or in order to comply with the law.

6. Cookies or other tracking technologies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website, we may use technologies, such as cookies, pixels or tracking software. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies.

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website in order to enhance the experience of the visitors to our website. This software does not enable us to collect any personal data. In addition, in order to understand how our customers interact with the emails and the content that we send, we use analytics that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or html form.

We also use cookies in our website. Cookies are small pieces of information stored by your browser on your computer's hard drive. They enable you to navigate on our website and allow us to make improvements to our customers’ online experience. You can delete cookies if you wish; while certain cookies are necessary for viewing and navigating on our website, most of the features will be still accessible without cookies.

For more information on how we use cookies and how you can remove them, read our Cookie Policy.

7. Sharing your personal data

Your personal data may be shared with other centres within our Group. It may also be disclosed to a third party who acquires us, a centre(s) within our Group or substantially all of our assets.

We may also share some of your personal data with, or obtain your personal data from other third parties as outlined below:

• Local authority or other client partners in order to maintain your membership.
  At the point where the management of a prospective client’s facilities is transferred to ourselves we will need to contact you to inform you of the change of management provider and where applicable the new direct debit collection information.

• Suppliers providing services to us in order to help us run our business and improve our services and your customer experience
  We may for example share your personal data with the companies who provide services for us in our centres which we operate. We may also disclose your information to the companies who help us get your feedback on our services. At Wealden Leisure Limited T/A Freedom Leisure, we select very carefully our suppliers who process your personal data on our behalf and require that they comply with high security standards for the protection of your personal data.

• Credit and debit card companies
  Wealden Leisure Limited T/A Freedom Leisure shares some of your personal data, which includes information about your method of payment and your booking, to the credit or debit card company that issued the card you used to make your booking. In order to ensure the security of your transactions and prevent or detect fraudulent transactions, we may also share your information with our fraud screening partner.

• Our partners who offer health and fitness related products and services on our website, promote offers or co-organise events and competitions on our website
  From time to time, we make certain third party offers available through our website or we publish competitions co-organised by third parties. If you choose to purchase products or services offered on our websites by third parties, accept offers or participate in a competition, some of your personal data, such as your contact details and your billing information, may be directly collected by or disclosed to that third party. As such, if you purchase their products or services, your information may be collected by or transferred to those parties.

Our partners have their own privacy policies and terms of use over which Wealden Leisure Limited T/A Freedom Leisure does not have control. Whilst Wealden Leisure Limited T/A Freedom Leisure carefully selects these partners, it has no responsibility or liability for their privacy policies, terms of use or the way they process your personal data. Please ensure that you review the relevant privacy policies and terms of use of these partners prior to purchasing their goods or services, using their websites, apps or services or providing any personal data to them.

In addition, we may disclose your personal data when this is required by the law of any jurisdiction to which Wealden Leisure Limited T/A Freedom Leisure may be subject.

Through our website we provide links to third party websites which are subject to separate Privacy Polices. Please be aware that this Privacy Policy does not apply to such websites and Wealden Leisure Limited T/A Freedom Leisure is not responsible for your information that third parties may collect through these websites.

8. Updates to our Privacy Policy

We may make changes to this Privacy Policy from time to time. We will update the Privacy Policy and we will publish on our website any new versions of this Policy.

9. Contact information

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to data.protection@freedom-leisure.co.uk.

For our Employees

As your Employer, Wealden Leisure Ltd trading as Freedom Leisure needs to keep and process information about you for normal employment purposes.  The information we hold and process will be used for our management and administrative use only. 

We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process, whilst you are working for us, at the time when your employment ends and after you have left. 

This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue the legitimate interests of the company and protect our legal position in the event of legal proceedings.

If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision. 

We will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information to our pension or health insurance provider.