How we use your information
This privacy notice tells you what to expect when W&M Wholesale T/A Start Fitness collects personal information. It applies to information we collect about:
- visitors to our websites;
- complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
- people who use our services, eg people who subscribe to our newsletter;
- people who contact us,
- job applicants and our current and former employees.
Visitors to our websites
When someone visits startfitness.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
From time to time third party companies may be used to help improve the customer experience and journey. When these are used we will not share any personally identifiable information with them and will ensure that all aggregated data is deleted once projects are complete.
When a purchase is made on our website a customer account is created and personal information is stored against the customer account and the order itself. This personal information stored to facilitate the order.
Our website search is an inbuilt engine. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by W&M Wholesale through this process.
We use a third party provider, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear images to help us monitor and improve our e-newsletter. For more information, please see here.
All data relating to email newsletters will be kept in a secured form and we will only communicate with customers whom have given unambiguous consent or where the communication forms part of the “customer relationship” (e.g. order delivery notification emails).
Security and performance
To deliver security services we store and process the IP addresses of visitors to our websites.
Wholesale / Offline Processed Orders
As part of the process we may have printed invoices stored in our facilities which are needed to allow the accounts department to process orders. These are kept in a secured location and are kept for a period of six full years.
Returns processing requires data to be compiled and processed. This data will be held for a period of six months following the completion of the returns process. All printed documents will then be shredded and disposed of.
Where a postal claim is made, documents are produced and shared with the relevant courier in order to process the claim. These are retained on file for 12 full months from the point of the claim being complete.
Personal data is held on file relating to sponsored athletes, this data is not shared with any third parties and this information is removed once a sponsorship period ends.
People who contact us via social media
If you send us a private or direct message via social media the message will be stored by us for up to three months. It will not be shared with any other organisations.
People who call our helpline
When you call our helpline we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness. This will only be stored for a period of 12 months (maximum).
People who email us
If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
Information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Job applicants, current and former W&M Wholesale employees
W&M Wholesale is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Payroll data is also held for all staff in a secured network environment. This data is retained for as long as necessary following the end of an employees employment. Clocking in machines are used for many staff within the business and all data is removed from these within a short period from the end of an employees employment.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
Complaints or queries
W&M Wholesale tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of W&M Wholesale’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
Access to personal information
W&M Wholesale tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the W&M Wholesale for any personal information we may hold you need to put the request in writing and we will process this as fast as possible.
If we do hold information about you, you can ask us to correct any mistakes.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 13 March 2018.
How to contact us
Admiral Business Park