The term ‘we’, ‘us’, ‘our’ refers to the owner of the website: Acorn Health & Leisure LTD, company number 09088455, whose registered office is at 300 Vauxhall Bridge Road, London, SW1V 1AA, United Kingdom and who operates from Copthorne Rd, Copthorne, Crawley RH10 3SQ.
The term ‘you’ refers to the user or viewer of our website.
Our right to make changes and your duty to inform us
We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you comply with any changes.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
What personal information do we collect from you as a gym user?
We collect personal information from you through various means. This personal information may include the following: your name, date of birth, contact information, preferred communication methods, training aspirations, company name (in the case of a corporate membership), bank details and credit or debit card details.
Personal information collected by website visitors
When visiting our website, contacting us by post, telephone, or email, we may collect, store and use certain personal information that you disclose to us. This includes details such as your name, contact number, address, and email as well as traffic data, location data, web logs, communication data and resources that you access, whether this is required for our billing purposes or otherwise. If you contact us, we may keep a record of that correspondence.
When you join as a member, we will process your membership payments via a third-party payment processor. In these instances, the third-party payment processor may collect certain financial information from you to process a payment on behalf of Acorns, including your name, email address, address, and other billing information in which case the use and storage of your financial information is governed by the third-party payment processor’s terms, conditions, and privacy policies.
Photographs and Identification
We use CCTV at Acorns for security reasons. If you have any queries in relation to the use of CCTV operating in and around the gym, please contact us.
From time to time, we may ask you to complete surveys that we use for research and improvement purposes, although you do not have to respond to them.
Web hosting server
Our web hosting server is the server on which our website is stored and accessible to the world via the internet
Our web server logs a visitors’ IP address which helps it to mitigate attacks from bots and filter out good/bad traffic.
Our lawful basis for using your personal information
Save in respect of our web hosting server, we may collect the personal information described above, from you pursuant to our membership agreement with you, and to provide you with the information or services you request. These may include the facilitation of class bookings and the provision of services to us by our agreed third-party providers.
When might we share some of your personal information with a third party?
We may share your personal information with certain companies performing services on behalf of Acorn Health & Leisure ltd such as direct marketing agents who will only use the information to provide a service that we have asked them to provide.
Those selected companies will perform a function for us, such as agencies and suppliers who have been instructed to assist us to more effectively deliver services, manage and conduct promotion and offers, provide technical assistance and support and perform other functions to support marketing activities.
All selected companies may have access to personal information if needed to perform such functions but will only be permitted by us to use personal information for the purpose of performing that function and not for any other purpose.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How Long will we use your personal information?
We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including to satisfy any legal, regulatory, tax, accounting, or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law, we have to keep basic information about our members (including contact, identity, financial and transaction data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances, we will anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under certain circumstances, you have rights under data protection laws concerning your personal information. Please click on the links below to find out more about these rights:
• Request access to your personal information.
• Request correction of your personal information.
• Request erasure of your personal information.
• Object to processing of your personal information.
• Request restriction of processing your personal information.
• Request transfer of your personal information.
• Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact us. We try to respond to all requests as above within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
Cookies are files that store information on your hard drive or browser that allow We recognise that you have visited our website before. They make it easier for you to maintain your preferences on the website and permit us to tailor it to your preferences and improve your browsing experience.
You can, should you choose, disable the cookies from your browser and delete all cookies currently stored on your computer. You can find out how to do this for your particular browser by clicking “help” on your browser’s menu or by visiting http://www.aboutcookies.org
However, please be aware that should you choose to disable cookies from your browser it may prevent you from taking full advantage of Acorn’s website and some parts of it may fail to work.
The main cookies we use are Google Analytics which is a globally used analytic tracking platform that helps us, the website owner, see what traffic we receive to our website. Google Analytics tracks how visitors reach our website, whether it is direct traffic, a referral from another website or app, from social media and other digital platforms. Google Analytics can determine a users’ IP address, the town/city/country they are viewing from, the pages the user is and has viewed, how many times they have visited the site, and for how long.
This data is stored directly with Google and not on our server.
Given that the Internet is a global environment, using it to collect and process personal information necessarily involves the transmission of data on an international basis. This means for instance that data you pass to us may be processed outside the European Economic Area, although the data will always be held securely and in line with the requirements of UK data protection legislation. By communicating electronically with us, you acknowledge and agree to our processing of personal information in this way.
Last updated: April 2022