Privacy Policy

WHAT THIS PRIVACY NOTICE COVERS
This privacy notice is for The Box Portsmouth and governs the privacy of those who use its facility and online services.
The Box Portsmouth is committed to protecting your personal information. Should we hold or use your personal data you can be assured that it will only be used in accordance with this privacy notice.
For the purposes of this policy personal data or data may included both personal data, such as your name, address, date of birth, etc and “special” categories of data such as information about criminal convictions and medical conditions.
The purpose of this notice is to explain to you how we control, process, handle and protect your personal information, including your rights under current laws and regulations.
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WHO WE ARE
The Box Portsmouth trades as a general partnership. CrossFit Portsea Island and The Box Studio operate under The Box Portsmouth. The business exists to provide specialist facilities and services for CrossFit, dance and fitness enthusiasts.
The Box Portsmouth operates the website www.theboxportsmouth.com (the “Website”) as well as social media pages on instagram, facebook and twitter.
The Box Portsmouth is a data controller under the data protection rules. We are registered with the Information Commissioners Office (ICO) for data protection purposes.
In this notice, references to ‘we’ or ‘us’ means The Box Portsmouth.

INFORMATION WE GATHER
Information we gather will depend on the way in which you interact with us. The Box Portsmouth may obtain your personal data in the following ways:
1. when you use our services
i.e. by booking a class, course, purchasing a membership or hiring our studio. We will use the information you provide us to fulfil our obligations to you in delivering that service, and where permitted, keep you up to date about other events that may be of interest to you; and
2. when you browse our sites.
Your choices and rights under each scenario are explained in more detail below.

INFORMATION WE HAVE & WHERE WE GET IT
1. When you create an account with us.
When you create an account via our online booking system we will collect your personal data which will include your full name, gender, phone number, email address, date of birth and emergency contact information. We also collect sensitive data such as information on any criminal convictions and medical issues or conditions.
Please note: where we collect personal information from children, we will always seek parental consent and will only ever collect such information for the purposes specified when we collect it.
2. Form filling via our website and/or social media pages.
We will collect personal data on our website only if it is directly provided to us by you, the user, and therefore has been provided by you with your consent. This will include your name and email address. Normally you will only provide such details if you submit the contact form or web form on our website or sign up for our free newsletters.
3. When you use our website and/or social media pages.
When you use our website or social media pages, we sometimes use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including but not limited to, traffic data, location data, weblogs and other communication data. User data is all anonymous.
You may find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.
4. When you subscribe to our mailing list
Some emails that we send you have no tracking in at all, e.g. service emails with invoices attached. Other emails include tracking so that we can tell how much traffic those emails send to our site, but we do not know who has clicked so the data is anonymous, e.g. our regular newsletter. For some emails we can track, at an individual level, whether the user has opened and clicked on links in the email. We use the latter information at a personal level, to understand open and click rates on our emails to try to improve them.

HOW WE USE YOUR INFORMATION & WHY
The Box Portsmouth hold and process personal data in accordance with the General Data Protection Regulations (GDPR).
We will only use and store your personal data if we have a legal basis for doing so. It is your right as the subject of this data to be informed what the legal basis is for each type of processing that we undertake.
The legal basis for our use of your information is as follows:
1. For the performance of our contract with you
We use your information when you open a customer account with us (e.g. book a class, purchase a membership etc) so we can fulfil your order, provide you with the required service, safeguard you whilst you are involved in our activities and provide you with customer support.
2. For our legitimate business interests
Your data is used to conduct market research and analysis which helps us improve and customise our offerings & services.
Your data is used for our marketing purposes, unless your consent is required for such marketing.
We use your data to send you customer service emails including booking confirmations and event reminders.
We use your data to prevent or detect unlawful behaviour, to protect or enforce our legal rights or as otherwise permitted by law.
Your data is used to ensure security and safeguarding to our customers, staff and facility business operators.
3. Where you’ve given your consent
We use your data to contact you with information or offers regarding our upcoming events, offerings or services – this may be via email, SMS or social media platforms. You can change your marketing preferences at any time, see “Your choices & rights” section below.
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

WHO WE SHARE YOUR DATA WITH & WHY
We work with the below third party service providers who provide the IT infrastructure on which our systems are built. These service providers handle your information securely and responsibly and conform to General Data Protection Regulations. See below for details of their individual privacy policies.
Third Party Provider
Service Provision
Privacy Policy Details
GoCardless
Online payment system which handles our direct debit payments
(we do not hold or store any customer payment information)
https://gocardless.com/legal/privacy/
GoTeamUp
Online class booking & customer information system
(we do not hold or store any customer payment information)
https://goteamup.com/en-us/company/privacy/
IZettle
Used for credit card & debit card payments within our facility
(we do not hold or store any customer payment information)
https://www.izettle.com/gb/privacy-policy
MailChimp
Used to send newsletter emails to users who subscribe to receive them and customers who have visited us past & present
https://mailchimp.com/legal/privacy/
Xero
System used to manage our accounting requirements
https://www.xero.com/uk/about/terms/privacy/
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YOUR CHOICES & RIGHTS
Your choices
If you have given us consent to use your data for a particular purpose, you can revoke or vary that consent at any time by changing your preferences within your account or following the unsubscribe instructions in any of the emails we send you.
Alternatively you can write to us at The Box Portsmouth, 235-237 Commercial Road, Portsmouth, Hants. PO1 4BJ or email us at info@theboxportsmouth.com
Your rights
You also have rights over how your personal information is used including:

The right to object to our processing of your data.
The right to request that your information be erased or restricted from further use.
The right to request a copy of the information we hold about you.
The right to correct, amend or update information you have given us (where you have an account with us you can also do this by logging in and updating your information).
The right to contest any automated decision we make about you. An automated decision is a decision taken without any human intervention which has legal consequences (e.g. credit checking). We don’t typically carry out automated decision making but, if we do, we will make it clear where such decisions are being made.

To exercise any of the above rights please email as at info@theboxportsmouth.com. Please note that whilst we will carefully assess every request we receive we may not always have to comply. When this happens, we will explain why.

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LOOKING AFTER YOUR INFORMATION
We have security measures in place to protect your information. The security measures we use will depend on the type of information collected.
We only keep your information for as long as required to provide you with the services you request, for the purposes outlined in this policy and for any legal purposes for which we are obliged to keep the information. We will securely delete your information when it is no longer required for these purposes, in line with our company policies and the GDPR compliance requirement.

CONTACT US
If you have any questions or feedback about this notice, or how we handle your information get in touch with us by writing to us at: The Box Portsmouth, 235-237 Commercial Road, Portsmouth PO1 4BJ or by emailing us at info@theboxportsmouth.com
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Privacy Policy

The right to object to our processing of your data.

The right to request that your information be erased or restricted from further use.

The right to request a copy of the information we hold about you.

The right to correct, amend or update information you have given us (where you have an account with us you can also do this by logging in and updating your information).