Chesham Moor Gym & Swim Privacy Policy

Who we are

Chesham Moor Gym & Swim provides health and fitness services at its centre on Moor Road, Chesham, HP5 1SE. The centre is owned and managed by Chesham Town Council.

We take your privacy seriously, and this notice describes how we collect, store and use any information you chose to share with us. This notice covers both customers of our gym and swimming pool, and also users of our website:

Respecting your privacy

We are committed to ensuring that your privacy is protected. When you provide us with information, it will only be used in accordance with this privacy notice.

About this notice

If you have any enquiries related to how we use your personal information or any particular aspects of our privacy policy you can contact us in writing to Danny Essex, Chesham Moor Gym & Swim, Moor Road, Chesham, HP5 1SE or you can contact us via our secure contact form

We may change our privacy policy occasionally. You should check this page from time to time to ensure that you are happy with any changes.

The current version of this privacy notice is effective from 17 July 2020.

Information we collect and process

The amount and type of information we record and process depends upon your relationship with us.

We collect and process personal information provided by potential customers when they contact us to enquire about our services because it is necessary before entering into a contract with us.

We collect and process personal information provided by customers because it is necessary for the pursuit of our legitimate interests:

  • Providing our customers with health and fitness services
  • Protecting our customers, employees and other individuals and maintaining their safety, health and welfare
  • Understanding our customers’ behaviour, activities, preferences, and needs
  • Improving existing products and services and developing new products and services
  • Marketing our products and services
  • Complying with our legal and regulatory obligations
  • Managing insurance claims by customers

We will ask for your specific consent before undertaking the following activities:

  • Recording and processing special categories of data which may be sensitive in nature (e.g. health-related information)


Test and Trace

Chesham Moor Gym & Swim is required to participate in the NHS Test and Trace programme. We will keep the contact details of attendees to events and activities at the centre for 21 days, as well as details of our staff who are working at the centre during the pandemic. We will securely dispose of information collected solely for Test and Trace after 21 days. You may opt out of providing your details, as participation in the Test and Trace scheme is voluntary. NHS Test and Trace will only ask for your information if it is necessary to do so to help minimise the spread of COVID-19. Under these circumstances, we will share your data with NHS Test and Trace.

Temperature Testing

A higher than normal temperature can be an indicator that a person is carrying COVID-19. In exercising its duty of care to provide a safe work and leisure environment at the centre, the council will be temperature testing employees and customers prior to access to the centre. Your consent will be requested before we take your temperature. The result of the test will only be disclosed to you and will not be recorded.

Sharing information with other companies

We will not sell, distribute or lease your personal information to third parties unless we have your consent or are required by law to do so.

We use MailChimp to process data on our behalf to send newsletters and promotional emails. MailChimp applies appropriate data protection and security controls. MailChimp is based in the U.S.A., and its Privacy Shield certification means that we can safely transfer your personal data (name and email address) outside of the EU to MailChimp.

If you wish to set up a standing order to pay for your membership, we may take your completed standing order form to your bank for you. We will not retain the information that you provide on this form.

Unless you have opted out, if we have collected your contact details under the Test and Trace programme, we will share your information with NHS Test and Trace if they ask us to do so.

Use of our website

The following aspects of your privacy are related specifically to use of our website


Our website uses a technology called cookies for the following purposes:

  • Tailoring the web site to you as an individual by remembering your preferences.
  • Monitoring web site traffic and identifying which pages are being used. This allows us to improve our web site by better understanding how it is used.

We use third party cookies from Google to enable us to use Google Analytics. Google acts as a data processor for us and may store the information collected by the cookie on servers in the United States. Google is certified under the EU – U.S. framework, which is a legal mechanism to enable the transfer of personal data from the EEA to the US, where certified organisations guarantee to provide a level of protection in line with EU data protection law. By using the web site, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Overall, cookies help us provide you with a better web site. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the web site.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice.

You should exercise caution and look at the privacy statement applicable to the web site in question.

Controlling your personal information

Whenever you provide us with personal information we will use the details you provide in reference to that specific enquiry or sales transaction.

You may also choose to let us contact you from time to time with details of offers or promotions which may also be of interest to you. If you have previously agreed to us using your personal information in this way, you may change your mind at any time by writing to us: Danny Essex, Chesham Moor Gym & Swim, Moor Road, Chesham, HP5 1SE or emailing us at You can also use the “opt-out” or “unsubscribe” link in any marketing email you receive from us.

Information requests

You have the right to request a copy of any personal information which we hold about you. We will respond to any such requests within one month.

Requesting a copy of your information is generally free of charge, although we reserve the right to charge for requests which are manifestly unfounded, excessive or repetitive.

If you would like a copy of the information we hold about you, contact us by post or by email us.

Retention of information

Many of our customers leave and return to us from time to time. We therefore retain their personal details once they are no longer active customers so that it is unnecessary for them to provide us with the same information multiple times.

We retain the personal information described above for a period of 6 years after our final contact or sales transaction with you, after which the records are permanently deleted. However, if you have opted-in to being contacted for marketing, your email address will remain on our mailing list until you opt-out.

Your right to be forgotten

You have the right to request erasure of your personal data. This is also known as the right to be forgotten.

You may request that we delete your personal information either verbally or in writing and we will respond within one month.

Accuracy of information

We want to keep your information up to date. If you believe that any information we have about you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.


We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have physical, electronic and managerial procedures to safeguard and secure the information we collect and process, both online and in person.

If – despite our security measures and safeguards – we detect a security breach, we will immediately assess the potential impact on the personal data we store and take the appropriate action


In the unlikely event that we are unable to handle any requests or enquiries relating to your privacy to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is available from the ICO website.

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