Club Planner (hereinafter referred to as “we”, “our”, “us” and “Club Planner”) acknowledges the importance of protecting your personal data and is committed to processing such personal data responsibly and in accordance with applicable European data protection laws.
This Privacy Policy informs you about our activities relating to the personal information we collect for and about you, our customers, end users, individuals interested in our service, and other persons who visit our website or social media channels, use our cloud-based applications (“Service”), or use any of our other services that refer to this Privacy Policy.
Depending on the context and the nature of the processing, Club Planner may act either as a data processor or as a data controller with regard to your personal data.
In this Privacy Statement, the following terms will have the meaning set out below.
“Privacy Statement”: Refers to this policy.
“Service”: Club Planner’s flexible web-based and mobile application technology solutions providing a wide range of functionalities, including but not limited to member management, staff management, invoicing, activity tracking, access control, coaching, and booking.
“Client”: A company or entity that has entered into a professional relationship with us by expressing interest in or making use of the Service.
“End-User”: Any individual acting other than on behalf of a company or entity who visits our website or social media channels, uses the Service, or makes use of any of our other services that refer to this Privacy Policy.
“Information”: information that may relate to an identifiable natural person. An identifiable natural person is someone who can be identified, directly or indirectly, for example by reference to a name, email address, or national identification number. A natural person is not a company.
“Personal information”: information relating to an identifiable natural person. An identifiable natural person is someone who can be identified, directly or indirectly, for example by reference to a name, email address, or national registration number. A natural person is not a company.
“Process”: any operation or set of operations performed on personal data, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction of data.
As a customer or end user, we may process your personal data for the following purposes:
Access and use of websites and other online services
When you access one of our websites or applications, we process your personal data in order to grant you access, ensure the proper functioning of the website, and comply with legal and security requirements related to the use of our site, such as passwords, IP addresses, and browser settings.
We also process information about your interactions with our websites in order to provide you with the best possible website experience. This includes processing your preferences and settings and collecting statistics that help us improve our websites and services. These processing activities are carried out on the basis of the performance of a contract, compliance with legal obligations, or the legitimate interests of Club Planner as referred to in Article 6 of the GDPR, unless explicitly stated otherwise.
When using our websites, we may collect information through the use of “cookies”. Cookies are small files stored on your computer or mobile device. We may use session cookies, which expire when you close your web browser, and persistent cookies, which remain on your device until deleted. Both types of cookies are commonly used to provide an effective, more personalised, and interactive experience during current and future visits.
We also use cookies to measure and analyse the use and effectiveness of our websites. Examples of collected information include the number of users, time spent on the website, and the most viewed topics. Over time, this information provides valuable insights to help improve the user experience. You may remove or refuse cookies via your browser settings. Please note that disabling or refusing cookies may result in reduced functionality or inconvenience when using our websites or services.
Responding to your request for information, order or support
We process personal data necessary to respond to your requests. For example, we collect your name and contact details in order to contact you and provide support. We may also collect information such as details of your request, your agreement with us, billing status, and requests related to your satisfaction with our collaboration. Such information is processed for administrative purposes, for the defence of our legal rights, and in connection with the relationship between you and Club Planner.
Your use of the Service
We process the information you enter into the Service, as well as information about your use of the Service, in order to enable us and our customers to deliver their services, such as coaching, personal training, education, occupational health, and wellness services, in the best possible way.
We also process this information to improve the quality of the Service and to implement appropriate measures to safeguard the security and confidentiality of your information. One of the outcomes of such processing is that it enables us to tailor our interactions with you, inform you about the optimal use of the Service, and communicate about the development and improvement of the Service.
Club Planner may process location data solely if and insofar as the end user has given prior, explicit, and informed consent, for example via the settings of the mobile device or browser used.
Location data are processed exclusively for specific, explicit, and legitimate purposes.
Club Planner does not collect location data without an active action by the user.
The end user may withdraw his or her consent to the processing of location data at any time, without affecting the lawfulness of processing based on consent prior to its withdrawal.
Contacting employees of our Clients, prospects, partners and suppliers
In the context of our relationship with customers, prospects, partners, and suppliers, they may provide us with business contact details that may contain personal data. The purpose of processing such information may include contract management, execution and delivery of the Service or other services, provision of support, invoicing, and management of the Service or the business relationship.
Visitor information
We register individuals visiting our sites and locations and use camera supervision for reasons of security and safety of persons and belongings, as well as for regulatory purposes. We reserve the right to outsource the services under this section to one of our partners.
More detailed information on what Information we Process can be found under ‘Information Retention’.
We will process your personal data for as long as necessary to fulfil the purposes for which the data are processed or for other legitimate reasons, such as compliance with legal obligations, resolution of disputes, or enforcement of our agreements. Personal data are not retained longer than necessary for the purposes for which they are processed, unless a longer retention period is required or permitted by law in accordance with Article 5(1)(e) of the GDPR.
If you are a customer, your personal data and the personal data for which you are responsible will be processed for the duration of our agreement. After termination of the agreement, applicable retention periods will apply. Retention periods vary depending on the type and classification of the information. At the end of the retention period, personal data will be automatically anonymised.
Customers may submit a request on behalf of an end user during the term of the agreement.
If you are an end user, your personal data will be processed for as long as your account remains active. End users may deactivate their account as described below. After deactivation, retention periods will apply, after which personal data will be automatically anonymised.
In Service privacy settings;
For optimal use of the Service, we recommend that you provide information within the Service; however, this remains your choice. Commonly shared personal data within the Service include first name, last name, email address, preferred language, age, gender, weight, height, and place of residence.
The Service also allows you to restrict the sharing of your information. You may adjust your privacy settings by accessing your account settings and clicking on “privacy”. Additionally, you may choose not to display your real name on your profile, allowing you to remain anonymous to other users.
External service providers
In some cases, we share information with external service providers who collect, store, analyse, or otherwise process personal data on our behalf. We engage such third parties for various purposes, including providing support to customers and end users, hosting and storing information, and carrying out administrative, marketing, and sales activities.
External service providers enable us to deliver the best possible Service and respond to your requests. When selecting such providers, we take into account how they secure and process information. Where external service providers process personal data on behalf of Club Planner, they act as processors within the meaning of Article 28 of the GDPR and are contractually required to implement appropriate technical and organisational security measures.
Cross-border transfers of Personal Data
Some of our external service providers operate outside the European Economic Area. As a result, your information may be transferred to locations outside Europe. Where this occurs, appropriate safeguards are implemented to ensure an adequate level of protection of your information.
Compliance with laws and law enforcement
In certain situations, we may be required to disclose your personal data in response to lawful requests by public authorities, including in the context of judicial proceedings or court orders. We may also disclose information to defend against legal claims or where we believe such disclosure is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our service.
Merger and acquisition
If we decide to sell, buy, merge or otherwise reorganize businesses in some countries, such a transaction may involve the disclosure of Information. We will require appropriate protection for Information in these types of transactions.
As an End-User you, by law, have the right to: I) request access to your Personal information, II) request correction of the Personal information that we Process, III) request erasure of your Personal information, IV) object to processing of your Personal information, V) request restriction of processing your Personal information, VI) request a copy of your Personal information VII) withdraw previously given consent to use your data. Should you wish to do any of the previously mentioned actions, contact the Client. We do not respond to similar End-Ser requests.
Please be aware that by not sharing, correcting, erasing, objecting to processing, restricting of processing and withdrawing previously given consent of your Information may partially or fully reduce access to functionalities of the Service and our other services, like support and marketing activities.
Complaints
If you would like to make a complaint regarding this Privacy Statement or our practices in relation to your Personal information, please contact the Client.
If you are dissatisfied with our handling of a complaint or you do not agree with the resolution that we propose, you can make a complaint to your local data protection supervisory authority, which for Belgium, is the Gegevensbeschermingsauthoriteit.
We recognize and take our responsibility to protect your Information you entrust to us. By implementing reasonable security measures and using security technologies and organizational procedures, we aim to safeguard your Information from loss, misuse or unauthorized access. For example, we use secured servers, firewalls, encrypt Information and limit access to Personal information by employees.
Our services, including the Service, are continuously evolving and these services may change from time to time without prior notice to you. For this reason, we reserve the right to add to or otherwise modify this Privacy Statement and will notify you when any significant changes to this Privacy Statement are made. We will indicate at the top or bottom of the Privacy Statement when the Privacy Statement was updated last.
The new Privacy Agreement will be effective upon posting. By continuing to access or make use of the Service or any of our other services, after the changes become effective, you agree to be bound by the revised Privacy Statement.
If you have any questions regarding this Privacy Statement, you can contact us via email at info@clubplanner.be.