1. Introduction  

Fitness Renaissance (hereafter referred to as "we," "us," or "our") is committed to protecting the privacy and personal data of individuals in compliance with the General Data Protection Regulation (GDPR). This policy outlines how we process personal data, including photographs, videos, and any associated personal information.  

 

2. Purpose of Collecting Photographs, Videos, and Personal Information  

We may capture photographs, videos, and related personal information (e.g., names, contact details, or contextual data) for the following purposes:  

- Documenting events or activities organised by us.  

- Marketing and promotional materials, including but not limited to social media, websites, brochures, and newsletters.  

- Training and educational purposes.  

- Internal use for documentation or organisational development.  

 

3. Lawful Basis for Processing  

We rely on one or more of the following lawful bases under GDPR to process photographs, videos, and associated personal information:  

- Consent: We will seek explicit consent from individuals before capturing and using their photographs, videos, or personal information for specific purposes.  

- Legitimate Interests: In some cases, we may process this data where it is necessary for our legitimate interests, provided such interests are not overridden by the rights of the individuals.  

- Contractual Obligations: Processing may be necessary for fulfilling contractual obligations (e.g., photography as part of a service).  

 

4. Consent and Rights of Individuals  

- Obtaining Consent: Consent will be obtained prior to photography, video recording, or collecting related personal information unless it is for public or journalistic purposes where obtaining consent is impractical. Consent forms will clearly outline the intended use of the media and allow individuals to opt in or opt out.  

- Withdrawal of Consent: Individuals may withdraw their consent at any time by contacting us at info@fit-ren.com. Upon withdrawal, we will cease further use of the media and, where possible, delete existing content and associated personal information.  

 

5. Notification  

We will ensure that individuals are informed when photography, video recording, or collection of personal information is taking place by:  

- Displaying visible notices at events or locations where photography or filming is occurring.  

- Providing advance notice through invitations, registration forms, or email communication.  

 

6. Data Retention  

Photographs, videos, and personal information will be retained only for as long as necessary to fulfil the purposes for which they were collected. When no longer required, this data will be securely deleted or archived in a manner consistent with GDPR principles.  

 

7. Storage and Security of Data  

All photographs, videos, and personal information will be stored securely, whether in physical or digital formats. Personal data (e.g., names, contact details) associated with photographs and videos will be stored in encrypted databases or password-protected systems. Access to media files and associated personal information will be restricted to authorised personnel only. Appropriate technical and organisational measures will be implemented to prevent unauthorised access, loss, or misuse of data. These measures include:  

- Encryption of digital files during storage and transmission.  

- Regularly updated firewalls and antivirus software.  

- Secure backups stored in compliance with data protection standards.  

- Physical security measures for printed photographs and documents.  

 

8. Data Sharing  

Photographs, videos, and personal information may be shared with third parties, such as marketing agencies, media outlets, or event partners, for agreed-upon purposes. We will ensure that any third-party processors comply with GDPR requirements and safeguard personal data.  

 

9. Individual Rights  

Under GDPR, individuals have the following rights concerning their personal data:  

- Right to Access: Request access to their photographs, videos, or personal information.  

- Right to Rectification: Request correction of inaccurate or incomplete data.  

- Right to Erasure ("Right to be Forgotten"): Request deletion of their images, videos, or personal information.  

- Right to Restriction: Request limited use of their media or personal data.  

- Right to Object: Object to the use of their images, videos, or personal data for certain purposes.  

 

Requests related to these rights can be made by contacting us at info@fit-ren.com or by calling 07809 701 428.  

 

10. Children and Vulnerable Individuals  

For individuals under the age of 16, we will obtain consent from a parent or legal guardian before capturing or using their photographs, videos, or personal information. For vulnerable individuals, appropriate safeguards will be in place to ensure their privacy and rights are protected.  

 

11. Complaints  

If you believe your data has been processed unlawfully, you have the right to file a complaint with a supervisory authority, such as the Information Commissioner’s Office (ICO) in the UK or the relevant data protection authority in your jurisdiction.  

 

12. Updates to This Policy  

This policy may be updated periodically to reflect changes in data protection laws or our practices. The latest version will be made available on our website or upon request.  

 

13. Contact Information  

For any queries or concerns about this policy or to exercise your rights under GDPR, please contact:  

 

Fitness Renaissance  

Crystal Palace National Sports Centre  

Ledrington Road  

London  

SE19 2BB  

 

Email: info@fit-ren.com  

Phone: 07809 701 428  

 

This policy is effective as of 18th December 2024.