Privacy Policy

Privacy Policy

For the purpose of the General Data Protection Regulations (GDPR) 2018, the data controller is Magna Vitae, Meridian Leisure Centre, Wood Lane, Louth, Lincolnshire, LN11 8SA. Magna Vitae is a Registered Charity (Charity Number 1160156).

This policy (together with our Terms and Conditions of use, and any other documents referred to in this policy), explains how we will collect, process, use and protect any personal data which we collect from you or that you provide. By purchasing this subscription and providing your/your child’s details, you consent to us processing this information to manage the membership and provide our services in line with our privacy policy.

It applies to information we collect about:

• Visitors to our website and social media feeds

• People who use our services

• Job applicants and our current and former employees

• Complaints, comments and suggestions

• Any other services we may provide

We are committed to protecting and respecting your privacy. Whenever you provide personal information, we will treat your information in accordance with this privacy policy, and in accordance with GDPR 2018 and the Data Protection Act 2018.

When you supply any personal information to Magna Vitae we have legal obligations under GDPR 2018 and the Data Protection Act 2018. In particular, we must:

• Collect the information fairly

• Let you know how we will use it

• Keep the information secure

What is personal information?

Personal information can be anything that identifies and relates to a living person. This can include information that, when put together with other information, can then identify a person. For example, this could be your name and contact details.

Some of your personal information might be ‘special’

Some information is ‘special’ and needs more protection due to its sensitivity. This is likely to include anything that can reveal your:

• Physical or mental health

• Trade union membership

• Genetic/biometric data

• Criminal history

Why do we need your personal information?

We may need to use some information about you to:

• Deliver services and support to you

• Manage those services we provide to you

• Train and manage the employment of our workers

• Help investigate any worries or complaints you have

• Keep track of spending on services

• Check the quality of services

• Help with research and planning of new services

Information we collect from you

We collect and process the following data via:

• Membership applications

• Theatre ticket purchases

• Holiday activity registrations

• Boditrax and other lesson/course registrations

• Employment applications and surveys

We also collect data via:

• Website forms

• Correspondence when you report problems

• Surveys for research or service improvement

Basis for Processing of Data

Consent of the Data Subject
We may use your information with your consent for:

1. Community and leisure activities

2. Festivals and events

3. Fitness and gym services

4. Shows and entertainment

Performance of a Contract
We need your information when you:

• Buy a membership

• Register for an event or service

• Pay for a service

Legal Obligations
We use your data to:

• Identify you when you contact us

• Verify data accuracy

• Assist the police or legitimate agencies

Legitimate Interests
We use your data to:

• Improve customer experience via surveys

• Conduct market research

• Administer our website

• Keep you informed of related services

• Respond to your rights requests

• Enforce or defend contracts

• Manage your queries

• Operate CCTV in our venues

Where we store your personal data

If you access our websites or booking systems:

• Keep your password confidential

• Be aware that internet transmission isn’t fully secure

We use third-party UK-based cloud services for:

• Booking (Spektrix, Tevalis, Gladstone, EZ Runner)

• Fitness tracking (Boditrax)

• Communications (TRP)

• Maintenance (ParkUpKeep)

• Finance (Sage)

All services have data sharing agreements in place.

How we use your data

• To deliver our services effectively

• To notify you about changes

• For statistical analysis

• To manage your membership

• For marketing where you have opted in

Disclosure of your information

We do not disclose your information to third parties unless:

• You give permission

• It is required by law

• Necessary for a contractual agreement

Your rights

You have:

• The right to be informed

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

• Rights regarding automated decision-making

To exercise your rights, contact: info@mvtlc.org

Our Website

We use third-party tools (e.g. Google Analytics) to monitor site usage without identifying visitors. Links to third-party websites are subject to their own privacy policies.

Use of cookies

By using our site, you agree to our use of cookies. These help:

• Operate and improve the site

• Track visitor statistics (anonymously)

Visit: www.aboutcookies.org or see our Cookie Policy for more.

E-newsletter

Delivered via a third party. We track open rates and link clicks to improve future communications.

Security and performance

Security is managed by external providers (LaserRed & Cornerstone DM). We process IP addresses to maintain website security.

WordPress & Social Media

• Website CRM is hosted via WordPress

• Social media is monitored using Hootsuite

• Private messages are retained for 3 months only

Email & Surveys

• Emails via Microsoft 365

• Surveys via TRP, SurveyMonkey, eForce, and 100First

• You can unsubscribe from any email communication at any time

Complaints

We store complaints securely for 2 years. If anonymity is requested, we will try to respect it. Complaint statistics are anonymised.

Job applicants and employees

• Unsuccessful applicants’ data is retained for 12 months

• Employees’ data is retained per our retention schedule

• Payroll is handled by Duncan and Toplis

• HR advice is managed by an external HR consultant

Safeguarding

• Incident reports are kept for 6 years (or longer if legally required)

• Records for allegations against staff are kept until retirement age or 10 years, whichever is longer

Access to information

To request your personal information under GDPR, contact us via:

Data Protection Officer
Magna Vitae
Meridian Leisure Centre
Wood Lane, Louth
Lincolnshire, LN11 8SA
Email: info@mvtlc.org

Further Information

You can ask about:

• Our data sharing agreements

• How we handle data accuracy and deletion

• Staff training on data handling

• How we use anonymised data

For independent advice, contact the Information Commissioner’s Office:

• Phone: 0303 123 1113 or 01625 545 745

• Website: ico.org.uk

• Email: casework@ico.org.uk

Changes to this Policy

This privacy notice was last updated on: 02.05.2025
We may update this page at any time—please check periodically.