Last Updated 11 May 2023
2. Identity of Data Controller
3. When do we collect information?
We collect your personal information when you:
Complete a Membership Agreement
Register interest for upcoming Spokesafe opening locations.
Ask us for more information about a product or service, or contact us with a question or complaint.
Take part in a competition, prize draw or surveyVisit or browse our website.
Contact our support team through telephone, email or online chat.
Send an email to an @spokesafe.com email account.
Enter your PIN number, use an Access Device or swipe an access card to enter a Spokesafe.
You have an accident in our units or there was an incident where you were a witness or personally affected.
CCTV – when you are using our facilitiesWhen you use the K2 app.
When our teams take photos of your attendance at a unit.
When using some of our facilities CCTV may be recorded 24 hours a day and actively monitored.
We may also collect, match or acquire information about you from other organisations such as Google and Facebook.
What information do we collect?
The information we collect is required for the purpose of creating your Member Account and for you to enrol in our service. Such information allows you to be identified as a member of SpokeSafe and includes:
Name, date of birth, gender, e-mail address, postal address, telephone number.
Credit or debit card information, information about your bank account number and sort code or other banking information. Note that we do not store your bank or credit card details on our web servers.
Your usage records and duration of visits.
Your preferences for particular products or services or interests when you tellus what they are – or when we assume what they are, depending on how youuse our products and services.
Your contact with us, such as a note or recording of a call you make to ourcontact centre, an email or other records of any contact you have with us.
Your membership information – such as dates of payment owed and received, the services you use and any other information related to your account.
How do we use this information?
We will use your personal information to provide you with the services, products or information that you have requested, for administration purposes, to improve your website experience, and marketing.
We may need to share your information with our service providers, associated organisations and agents for these purposes. We may use your information to:
- Carry out an identity check as part of your membership application.
- Process your membership application through our chosen membership software.
- Bill you for using our services as part of your membership.
- Keep you informed about our services including operational matters relatingto your Membership.
- Provide relevant services to you.
- Contact you with offers or promotions based on our analysis of how you useour services and what we think will be of interest to you (unless you choosenot to receive our marketing messages).
- Respond to any questions or concerns you might have about our services
- Understand how you use our services, to help us develop relevant and updated services.
- Carry out research and statistical analysis to monitor how customers use ourservices
- Prevent and detect fraud or other crimes
Share information with location partners to carry out a requested service (for example, in the event of a breakdown during a bike hire).
This, in turn, helps us make our website relevant to your interests and needs. We may use a persistent cookie (a cookie that stays linked to your browser) to record your details so we can recognise you if you visit our website again.
Keeping your personal information secure.
We prioritise keeping your information secure and take appropriate measures to ensure that the information we collect and maintain is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.
We ensure the organisations that provide us with services related to your membership have appropriate security measures and only process your information in the way we have authorised them to. These organisations will not be entitled to use your personal information for their own purposes.
Communications over the internet (such as emails) aren’t secure unless they’ve been encrypted. Your communications may go through a number of countries before being delivered – as this is the nature of the internet. We can’t accept responsibility for any unauthorised access or loss of personal information that’s beyond our control.
Will we disclose the information we collect to outside parties?
We may share information about you with:
Service providers, agents and associated organisations to allow us to service your membership and communicate with you; for example, financial institutions to process payments, and freelance personal trainers when you sign up to classes.
Law enforcement agencies, regulatory organisations, courts or other public authorities where we have a legal obligation to do so.
We’ll release information if it’s reasonable for the purpose of protecting us against fraud, defending our rights or property, or to protect the interests of our customers.If we’re reorganised or sold to another organisation, we may transfer any personal information we hold about you to that organisation. We will inform you if we do.
Use of personal data for automatic decision making.
We do not intend to use your personal data for automatic decision making.
Third party tracking.
We use tools such as Google Analytics for collecting personal data about our website visitor’s online activities over time and across different web sites for marketing purposes. This is so we can ensure our website gives you the best possible experience.
Do not track (DNT).
The Spokesafe website does not respond to DNT signals.
Collection of children's data.
Spokesafe does not collect or process children’s data.
Your privacy rights.
You have the following rights in relation to your data privacy: the right of access; the right of rectification; the right of erasure (the “right to be forgotten”); the right to restriction of processing; the right to be notified; the right to data portability; the right of objection; and the right to not be subject to automated profiling.
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. Please contact us through email at firstname.lastname@example.org or writing to the address below. There is not normally a fee for this service.
If you believe we’re holding inaccurate information about you, or your personal details change, please notify us via email. Debit, Credit and Bank account changes can be made in your members area on our Chargebee hosted page.
You have the right to the erasure of the data we hold on you, when it is no longer needed for the purposes of your Membership, or when you withdraw your consent for our processing (and we have no other lawful basis to hold your data).
You have the right to ask us to place restrictions on processing your data in certain circumstances.
You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.
You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.
You have the right to object to data processing of your personal data for direct marketing or profiling purposes.
You have the right not to be subject to any decision based on automatic processing of your personal data.
The address to be used to obtain a copy of your personal information is: Spoke Safe Ltd, 87 Roman Road, London, E2 0QN. You can also contact us by emailing email@example.com.