WHO IS RESPONSIBLE FOR YOUR DATA?
This page (together with the documents referred to on it) tells you the terms of use on which you may make use of our website www.optomology.co (our site), whether as a guest or a registered user. Please read these terms of use carefully before you start to use the site. By using our site, you indicate that you accept these terms of use and that you agree to abide by them. If you do not agree to these terms of use, please refrain from using our site.
CATEGORIES OF DATA WE COLLECT
We may collect and process the following categories of information about you:
OTHER
We have partnered with various technologies: Fitr, Stripe and Google, and we reserve the right to add other services when appropriate, to offer members the opportunity to enhance their training experience. Use of these services is optional and you are in control of your data via use of the app (see the service provider’s privacy notice for more information). Optomology can only view the data you give us permission to and communicate with you via the Fitr App, Whatsapp or e-mail.
SPECIAL CATEGORIES OF PERSONAL DATA
In the course of providing services to you, we may collect information that is considered “special categories of personal data” eg completion of a health questionnaire. We only collect this information where you have given your explicit consent, it is necessary to protect your vital interests, or you have deliberately made it public. If you do not allow us to process any special category personal data, this may mean we are unable to provide all or parts of the services you have requested from us.
HOW AND WHY WE USE YOUR PERSONAL DATA
To fulfil contractual obligations and provide our services to you. Training membership is a contract between Optomology and each individual member, so we require your personal data in order to issue you a membership unique to you, to allow you app access and enable us to verify your identity when necessary.
TO COMMUNICATE WITH YOU AND MANAGE OUR RELATIONSHIP WITH YOU
We may need to contact you by email, phone, letter and/or SMS for administrative, customer service or operational reasons, please be aware that these communications are not made for marketing purposes and as such, you will continue to receive them even if you choose not to receive marketing communications. Examples of these include; changes to pricing structure or unplanned Training closures.
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 other members.
TO PERSONALISE AND IMPROVE YOUR CUSTOMER EXPERIENCE
We may also collect information on how you use our website, which pages of our website you visit most, what services you use/purchase, 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 to send you relevant messages that we think you might like.
To raise awareness and enable you to share your achievements with others, we post photos and/or videos on social media, of any special events or challenges that we organise. Please be aware that if you take part, you may be included in these.
TO INFORM YOU ABOUT OUR NEWS AND OFFERS THAT YOU MAY LIKE
As part of our service, we will email you with Training news and offers that we have negotiated for our members and guests. If you do not wish to receive this additional information, you can; opt out at point of sale, choose the ‘opt out/unsubscribe’ option present on our email, reply STOP or UNSUBSCRIBE to any email/text contact. As a previous member, we may contact you up to 24 months after your membership end date, if we have a re- joining offer exclusive to previous members.If you have not made a purchase from us, we will only contact you via SMS/email/phone with updates, such as; offers and events IF you have consented to this (with the exception of direct response to a query). You can ‘unconsent’ to contact at any time choosing the ‘opt out/unsubscribe’ option present on our email, reply STOP or UNSUBSCRIBE to any email/text contact.
TO IMPROVE OUR SERVICES, FOR ADMINISTRATION PURPOSES AND TO PROTECT OUR BUSINESS INTERESTS
The business purposes for which we will use your information include accounting, budgeting, billing and audit, credit or other payment card verification, safety, security, statistical and marketing/profiling analysis, systems testing, maintenance, ordering of supplies, planning and development.
SHARING YOUR PERSONAL DATA
Your personal data may be disclosed to a third party who acquires us.We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties:An individual who pays for your membership on your behalf – to administer your membership on an ongoing basisPostal or digital mailing company/app – to send out communication to you on our behalf.Specialist survey company/app – to send out surveys to you on our behalf (you are not obliged to respond to them).Bank/credit or debit card companies – in order to process your payments for services.Credit control company – with prior notification, should contracted membership subscriptions or payment for goods or services become overdue (as per our T&C’s).Web servers/website providers – hosting/storing some personal data.IT support company – able to access some information to assist with IT issues.Social media site – hashed email matched to account to create custom audience fileTill and booking apps Profiling company – some of your data may be temporarily shared to ensure relevance of marketing communication and profiling to enhance our targetingIn addition to the categories of recipient listed above, we may disclose your personal data when this is required by the law of any jurisdiction to which Optomology may be subject.
DATA TRANSFERRED OUTSIDE THE EU
Some of the companies we use for our apps are situated in third countries; therefore some data may be transferred to countries outside the European Economic Area (EEA). Transfers of data to these companies are either on the basis of adequacy, or subject to appropriate safeguards.
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.
As described in this Privacy Notice, we may in some instances disclose your personal data to third parties. Where Optomology discloses your personal data to a third party, we require them 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, over which we have limited control.
COOKIES
We use cookies when you visit our site. By using our site, you agree to us placing these sorts of cookies on your device and accessing them when you visit the site in the future. If you do not agree to our use of cookies in this way, you should set your browser settings accordingly or not use the Optomology site. If you disable the cookies that we use, this may impact your user experience while on the Optomology site.
There are three main types of cookies – here’s how and why we use them. Site functionality cookies – these cookies allow you to navigate the site and use our features.Site analytics/performance cookies – these cookies allow us to measure and analyse how our visitors use the site, to improve both its functionality and your experience. These cookies don’t identify you as an individual.
Marketing cookies* – used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. They also limit the number of times that you see an ad and help us measure the effectiveness of our marketing campaigns.
*The marketing cookies we use on the Optomology website are; Facebook and Google. Facebook marketing cookies on our site let Facebook know that you have visited the Optomology website; this allows Facebook to match your user info to your Facebook account (where applicable) and allow targeted advertising from Optomology. We also use our Facebook cookies to review how our generic adverts on Facebook are performing – to log a user reaching our website via clicking on a Optomology advert on Facebook. As well as Facebook, we use Google AdWords to re-engage visitors that are likely to convert to members based on online behaviour across websites.If you want to delete any cookies that are already on your computer, the “help” section in your browser should provide instructions on how to locate the file or directory that stores cookies.Further information about cookies can be found at https://ico.org.uk/for-organisations/guide-to-pecr/cookies-and-similar-technologies/.
Please note that by deleting or disabling future cookies, your user experience may be affected and you might not be able to take advantage of certain functions of our site, and the complete Optomology web experience.
We may occasionally include links to third party websites on our emails and/or website. We do not take any responsibility for these sites, the cookies they use or how they manage any data you may provide to them.
RETENTION PERIOD
We will retain your personal data for the period necessary to fulfil the purposes outlined in this Privacy Notice unless a longer retention period is required or permitted by law, for example to comply with retention obligations e.g. under tax or contract law. You can request deletion of your personal data at any time (see the section below on your right to erasure).
YOUR RIGHTS
Your rights are as follows (noting that these rights don’t apply in all circumstances):The right to request access to your personal data and information about how we process itThe right to rectification – we will correct your personal data if it’s inaccurate and complete any incomplete personal data. It is your responsibility to ensure that you submit true, accurate and complete information to us. You have the ability to change certain information via your online account (such as email and address).The right to erasure – you have the right to request that we delete personal data that we hold about you.The right to restrict processingThe right to object to processing – if you would like us to stop processing your personal data, you can do this in a number of ways; you can choose the ‘opt out/unsubscribe’ option if present on our email, you can reply STOP or UNSUBSCRIBE to any email/text contact, you can advise a team member if they call, or you can email support@optomology.co The right to Data Portability – move, copy or transfer your personal dataUpdates to our Privacy NoticeWe may update this Privacy Notice to reflect changes to our information practices or in line with new legislation. We encourage you to periodically review the Privacy Notice on our website for the latest information on our privacy practices.
CONTACTING OPTOMOLOGY
If you have any questions or concerns about this Privacy Notice, or the way Optomology are processing your data, or would like to exercise your rights in relation to your personal data, please contact support@optomology.co if you have a complaint or concern about how we are processing your personal information then we will endeavour to address such concern(s). However, if you would like to direct your complaint/concerns to a Data Protection Authority, the contact details for your local Data Protection Authority are as follows: https://commission.europa.eu/law/law-topic/data-protection