Privacy Policy
This document was last updated in December 2024
This privacy policy explains how we process personal data at West Wood Club. West Wood Club consists of two companies, (i) West Wood Club CLG, company number 225193, and (ii) I L G Limited, company number 166020, registered office: Leopardstown Racecourse, Foxrock, Dublin 18. For the purpose of compliance with GDPR and related laws, West Wood Club CLG and ILG Limited are joint controllers (jointly and each hereinafter referred to as “West Wood Club”, “we” or “us”).
This Privacy Policy outlines how we collect, use, maintain and disclose information collected from members and prospective members with regards to each of our Dublin locations. This privacy policy applies to the site westwood.ie, any related subsites and all products and services offered by West Wood Club.
Email: [email protected]
Ph: 01-2893208
For all data protection matters, please contact Tom McNamara at the details above.
Joint Controller
Both West Wood Club CLG and ILG Limited entities jointly decide the purposes and means of processing personal data in line with Article 26 of the GDPR. As such, we have centralised responsibilities for compliance with GDPR and undertaken appropriate division of responsibilities in applying technical and organisational measures. Your rights as a data subject are in no way impacted.
We have established a single contact point and jointly appointed a Data Protection Officer for our data processing activities and for the fulfilment of data subject rights, as per this privacy policy.
Data subject requests are managed by our appointed Data Protection Officer as detailed in this privacy policy.
If you communicate a data subject rights request to one controller, the respective controller shall inform the other controller of this immediately, and this in no way will delay your data subject request.
In the event of a data breach, our jointly appointed Data Protection Officer will manage communications for all impacted data subjects
How We Collect Your Information
We may collect personal information from you in a variety of ways, including when you:
Join as a member
Register interest in becoming a member
Are referred by your friend
Attend one of our clubs
Request further information regarding a product or service, or contact us with a question or complaint
Contact our support team over the telephone, email or online chat
Have an accident in our gyms, or in the case of an incident where you were a witness or personally affected
Book classes, courses and inductions
Book your child into a class, course or other services
CCTV – when you are using our gyms.
Which Information We Collect About You
Membership Information: Your full name, photograph, address, email address, mobile number, and date of birth.
Payment Information: Credit or debit card details, bank account number, and other banking information.
Attendance Information: Date, time, and duration of your visits to our gyms.
Free Trial Sign-Up: When you sign up for a free trial, we collect your full name, phone number, email address, address/Eircode and preferred club.
Legal Guardian Information: The full name, phone number, workplace, and home address.
Childcare Health & Safety information: Contact details of family doctor, immunisation record and dietary or special needs information.
Communication History: Records of your interactions with us, including notes from calls, emails or other records of any contact you have with us.
Usage Information: Data on how you use our website, products, and services.
CCTV Footage: CCTV footage is recorded when you use our gyms.
Marketing Preferences: Your preferences for receiving marketing communications from us, along with any other communication preferences.
We will collect personal information from members only with the following lawful bases:
West Wood relies on the following lawful bases for processing
Consent: Where you have provided explicit permission for us to use your information for a specified purpose.
Legal Obligation, where we are legally obliged to do so, such as for tax reporting or childcare health & safety information.
Contract, where you have entered into an agreement with us, such as joining as a member, to allow us to fulfil our contractual obligations with you and to notify you about changes to our services.
Processing is necessary on the basis of the legitimate interests of West Wood Club. This are:
To respond and contact you regarding the enquiries you have made in relation to the services we offer.
to protect our staff and members using CCTV. Please note that all our gyms are monitored by CCTV 24 hours a day for security purposes. We ensure that cameras are not placed in areas where you have a reasonable expectation of privacy, such as changing rooms and restrooms. Any recorded CCTV footage will be securely stored and retained in accordance with applicable laws. All access to and disclosure of recorded CCTV images is restricted and carefully controlled.
Web browser cookies
When someone visits www.westwood.ie, we collect standard internet log information and details about visitor behaviour patterns. We do this to find out information such as the number of visitors to the various parts of the site.
Most web browsers allow some control of the placement of most cookies through the browser settings. To find out more about our cookies please see our Cookies Policy.
How we use collected information
West Wood Club may collect and use members personal information for the following purposes:
To manage your membership
To monitor the use of our clubs and confirm your attendance to exercise classes or lessons
To process payments related to your membership or to provide you with a refund if necessary
To ensure we have emergency access to parents of children in our care
We use the information members provide about themselves when joining to provide our services and advice on fitness goals.
To send you emails and updates to keep you up-to-date about our services and offers
To respond to any questions or concerns you might have about our services or your membership
Prevent and detect fraud or other crimes
If you decide to opt-in to our mailing list, then you may receive correspondence via email, SMS messages and post, which may include updates, company news, information about related products or services, etc. If you would like to unsubscribe from receiving future messages at any time and for any reason, you may do so by following the method indicated in the relevant communication. Important: You can opt out of marketing communications; however, we will continue to send you essential service updates and notifications related to your membership, as these are necessary to provide our services.
Your Rights
As per applicable data protection laws, you may have the right to access the personal information about you that West Wood Club processes.
You can request from us information about:
The personal data we hold about you
The purposes of the processing of your personal data
Details regarding whom your personal data has/will be disclosed to or the criteria for the disclosure
How long we retain your personal data
In cases where your data was not collected directly from you, information regarding the source of the data.
You may also request the following:
That we delete your personal data
That we update any inaccurate or incomplete data about you
That we make your personal data portable
We only hold accurate, complete and up-to-date personal information about you; therefore, we strongly encourage you to contact us for correcting any incomplete or inaccurate data.
You may request any actions regarding your rights by contacting us at West Wood Club Data Protection Officer at the contact details above.
To ensure that your data is protected, if you request to exercise your rights, we will first require you to verify your identity before we can respond to your request.
We regularly review all data that is supplied and obtained to enable us to delete which is not necessary or no longer needed.
How we protect your information
We adopt appropriate technical and organisational security practices, which are subject to regular review, and security measures such as staff training and awareness, to protect against unauthorised access, disclosure, alteration, or destruction of your personal information that we store.
Sharing your personal information
We may share generic aggregated demographic information that is not linked to any personally identifiable information regarding visitors and members with trusted affiliates, our business partners, and advertisers for the previously outlined purposes. We may engage third-party service providers to help us operate our business or to administer activities on our behalf, such as sending out newsletters or surveys. We may share your information with these third parties for those limited purposes as per this policy.
How Long and Where We Retain Your Data
We only retain your accurate, complete and up to date personal information for as long as is necessary. For further details on our data retention periods, please contact us.
Where you have consented to us to use your details for direct marketing, we will keep this data until you notify us or otherwise withdraw your consent.
International Transfers
Our business is built on commonly available software tools and solutions, in some cases, there may be an international transfer of data to our providers located around the world, such as Microsoft. We take steps to ensure that the necessary level of protection for these transfers is applied in compliance with applicable laws and regulations.
Changes to this privacy policy
West Wood Club has the discretion to update this privacy policy at any time. When we do, we will notify members of any significant changes which may affect your rights.
