The data we process

The data we process

This section tells you what personal data we collect from you when you interact with us. What our legal grounds for processing that data is and how long we will keep the information for.

COVID-19 amendments.

This section contains information about amendments we have made to the data we process due to the COVID-19 pandemic.

The information we collect and process.

In the event a case of COVID-19 is connected to one of our facilities we maybe required to provide NHS Test and Trace with your name, telephone number(s) and dates and times of attendance at the specific facility involved.

Why and our legal grounds for this.

The government currently require us to support the NHS Test and Trace scheme in order to reopen our facilities. Therefore it is in KAL’s Legitimate Interests in order to support the scheme so we can continue to provide leisure facilities for the local communities at the earliest opportunity.

How long we keep that information.

KAL will maintain your contact, booking and attendance data in line with our normal Privacy Notice as it is routine for us to collect this information in the normal course of our business. To find out more information about NHS Test and Trace including their retention policy please visit their website:

NHS test and trace: how it works

NHS test and trace: privacy notice

When you make an enquiry.

When you make an enquiry with us about a product, service, or membership.

The information we collect and process.

  1. We’ll collect your personal details consisting of your name, contact numbers, postal address, email address, date of birth, what facilities or service you’re interested in and your goals.
  2. We may also ask for your contact details so we can contact you with information about our products, services, those of our partners and offers or competitions.
  3. If you ask for yourself or a child you are the guardian of to be added to a waiting list for a course (such as swimming lessons). We will take your name, the name of the student, the age of the student and a contact telephone number.

Why and our legal grounds for this.

  1. This information is necessary for us to potentially take steps to enter into a Contract with you. We will use your contact details to get in touch about your enquiry. We ask your goals and interests to help advise you about our facilities and services.
  2. Where we ask for your details for marketing purposes we will do so based on your Consent and this is entirely optional. You may opt-in or out at any point by contacting us. Our marketing communications will always provide you with information how to opt out of future marketing communications. We won’t ever share your details with third parties for their own marketing purposes.
  3. This information is necessary so we can get in touch with you when an available space becomes available. We do this as a necessary step in order to enter into a Contract. We further use this information in the Legitimate Interests of our business. We use the information to help inform our business operations, for example internal reporting on capacities and demand.

How long we keep that information.

  1. If you become a customer, we’ll keep some of these details and retain them for the duration of the time you’re an active customer with us. If you choose not to join we will retain them for 12 months before removing them from our system(s).
  2. In terms of marketing and promotions, we will remove your details from our system(s) 12 months after the last time you gave us permission to contact you.
  3. We will contact you as soon as a space becomes available, If we have offered you a space and you accept we will book you or your child into the course and take steps to register you as a customer. If you choose not to take up the offer of a course we will remove your details from our system(s).

When you join a membership scheme.

When you sign up or register with us for a scheme such as a membership, or discount scheme.

The information we collect and process.

  1. We’ll collect your personal details consisting of your name, contact numbers, postal address, email address, photograph, bank account details, gender and date of birth.
  2. In some cases, we may store information about any medical conditions or disabilities you have.
  3. We may also ask for your contact details so we can contact you with information about our products, services, those of our partners and offers or competitions.
  4. We will store your sales and attendance history.
  5. If you wish to cancel your a membership subscription, we may collect additional personal data in order to understand the reasons you wish to cancel. We may ask you why you initially joined, whether you achieved your goals, your reasons for leaving as well as whether you would consider returning in the future.

Why and our legal grounds for this.

  1. We need your personal details to in order to provide you with our products and services as well as administer your membership or subscription. If we need to contact you about your membership, collect payments, and confirm your identity. We do this as it is necessary for us to fulfil our Contract with you. We further use this information in the Legitimate Interests of our business. We use the information to help inform our business operations, for example internal reporting on membership numbers.
  2. Where we ask for medical or disability information we do so to make sure you will be safe taking part in activities and/or so we can make reasonable adjustments to help you participate. We will always do this with your Explicit Consent.
  3. Where we ask for your details for marketing purposes we will do so based on your Consent and this is entirely optional. You may opt-in or out at any point by contacting us. Our marketing communications will always provide you with information how to opt out of future marketing communications. We won’t ever share your details with third parties for their own marketing purposes.
  4. We capture your sales and attendance history as it is in our Legitimate Interests to help us operate our business. We use sales data for accounting and reporting purposes as well as to manage your account. Your attendance history is retained for internal reporting and security purposes. We’ll also use this data to help defend against potential legal claims.
  5. It is in our Legitimate Interests to ensure we are retaining customers and providing the highest levels of customer service and so we can learn how best to improve the services we offer.

How long we keep that information.

  1. As we require these details to provide you with a product or service, we’ll keep these if you’re an active customer with us. If you leave us we will keep hold of these records for 6 years for the defence of potential legal claims and accounting purposes.
  2. Where we hold any medical or disability information we will remove this from our systems as soon as we no longer require it. This will be within 6 months of you leaving a course.
  3. In terms of marketing and promotions, we will retain these details for as long as you remain an active customer with us. We will keep a note of whether you have opted in or opted out of these types of communications for 18 months after you stop being an active customer.
  4. We’ll keep storing sales and attendance data while you are an active customer, when you leave we will keep hold of these records for a further 6 years for the defence of potential legal claims and accounting purposes.
  5. We will retain information about your membership cancellation for a further 6 years for the defence of potential legal claims and accounting purposes.

When you participate in our Health and Wellbeing programmes.

Our health and wellbeing programmes are branded as:

  • First Steps to Fitness
  • Fitness for Health
  • Live Well
  • Moving Mums

The information we collect and process.

  1. We’ll collect your personal details consisting of your name, contact numbers, postal address, email address, and date of birth.
  2. Information about any disabilities, and health conditions you may have.
  3. We may ask for information about your gender and ethnicity.
  4. Your bookings, attendance, and sales history.
  5. Your bank account details.
  6. A photograph of you.

Why and our legal grounds for this.

  1. We need your personal details to in order to provide you with our products and services as well as administer your participation of the scheme. If we need to contact you about your participation, collect payments, and confirm your identity. We do this as it is necessary for us to fulfil our Contract with you.

    We further use this information in the Legitimate Interests of our business. We will use this information to contact you about appointments and to advise you about access to our services as well as help us to internally evaluate our performance through the creation of reporting information.

    Where we ask for your details for marketing purposes we will do so based on your Consent and this is entirely optional. You may opt-in or out at any point by contacting us. Our marketing communications will always provide you with information how to opt out of future marketing communications. We won’t ever share your details with third parties for their own marketing purposes.

  2. Where we ask for medical or disability information we do so to make sure you will be safe taking part in activities and/or so we can make reasonable adjustments to help you participate. We will always ask for your Explicit Consent before capturing any of this information.

  3. If we ask for information about your gender and ethnicity, we do so as part of our Legitimate Interests. We collect statistical information about the communities we serve to help us improve our services and demonstrate our impact to the council. We won’t collect this information without your Explicit Consent.

  4. We capture your sales, bookings and attendance history as it is in our Legitimate Interests to help us operate our business. We use sales data for accounting and reporting purposes as well as to manage your account. Your attendance history is retained for internal reporting and security purposes. We’ll also use this data to help defend against potential legal claims.

  5. If your participation in one of our Health and Wellbeing programmes involves the registration on a membership scheme (such as a Direct Debit scheme) we will be required to collect your bank account details. We do this as it is necessary to fulfil the Contract we have agreed as part of your participation.

  6. We require a photograph of you for our records as it is our Legitimate Interests to maintain the security of our facilities and protect our revenue.

How long we keep that information.

We will retain your personal data for the duration of the time you remain a customer. When you cease using our services, we will retain your records in line with our retention schedule for 7 years. We will do this to comply with our accountancy reporting requirements, in case of legal claims/complaints, for safeguarding purposes and reviewing our service standards. Where we capture your medical information, we will store these details for 3 years after you cease being a customer.

Data sharing as part of our Health and Wellbeing programmes.

We work in partnership with several organisations to deliver our Health and Wellbeing programmes. We currently share personal information with the following partners:

  • Kirklees Council’s Wellness Service: we share statistical information about our Health and Wellbeing programmes with the council in order help demonstrate the impact of the scheme and set targets for future improvement.
  • The University of Huddersfield: we work in partnership with the University sharing statistical information to evaluate our impact on the communities of Kirklees.

When you purchase products, book activities, courses or events.

When you sign up or register with us for a scheme such as a membership, or discount scheme.

The information we collect and process.

  1. We’ll collect your personal details consisting of your name, contact numbers, postal address, email address, photograph, bank account details, gender and date of birth.
  2. In some cases, we may store information about any medical conditions or disabilities you have.
  3. We may also ask for your contact details so we can contact you with information about our products, services, those of our partners and offers or competitions.
  4. We will store your sales and attendance history.
  5. Where you participate in swimming lessons at the Stadium Health & Fitness Complex, we may share your membership card ID number and lesson start time with our partners at Kirklees Stadium Development Ltd (KSDL).

Why and our legal grounds for this.

  1. We need your personal details to in order to provide you with our products and services as well as administer your membership or subscription. If we need to contact you about your membership, collect payments, and confirm your identity. We do this as it is necessary for us to fulfil our Contract with you. We further use this information in the Legitimate Interests of our business. We use the information to help inform our business operations, for example internal reporting on numbers of products sold.
  2. Where we ask for medical or disability information we do so to make sure you will be safe taking part in activities and/or so we can make reasonable adjustments to help you participate. We will always do this with your Explicit Consent.
  3. Where we ask for your details for marketing purposes we will do so based on your Consent and this is entirely optional. You may opt-in or out at any point by contacting us. Our marketing communications will always provide you with information how to opt out of future marketing communications. We won’t ever share your details with third parties for their own marketing purposes.
  4. We capture your sales and attendance history as it is in our Legitimate Interests to help us operate our business. We use sales data for accounting and reporting purposes as well as to manage your account. Your attendance history is retained for internal reporting and security purposes. We’ll also use this data to help defend against potential legal claims.
  5. We do this as it is in our Legitimate Interests to provide the best possible customer care we can. Sharing this data with KSDL helps ensure that our customers are given access to the car park of the Stadium on event days for the purposes of attending their pre-booked swimming lessons. You can opt out of this process by contacting us. However, doing so will mean we are unable to offer you a parking space on Stadium event days.

How long we keep that information.

  1. As we require these details to provide you with a product or service, we’ll keep these if you’re an active customer with us. If you leave us we will keep hold of these records for 6 years for the defence of potential legal claims and accounting purposes.
  2. Where we hold any medical or disability information we will remove this from our systems as soon as we no longer require it. This will be within 6 months of you leaving a course.
  3. In terms of marketing and promotions, we will retain these details for as long as you remain an active customer with us. We will keep a note of whether you have opted in or opted out of these types of communications for 18 months after you stop being an active customer.
  4. We’ll keep storing sales and attendance data while you are an active customer, when you leave we will keep hold of these records for a further 6 years for the defence of potential legal claims and accounting purposes.
  5. The data we share with KSDL is used for the specific day and event(s) taking place. The data is returned to us for destruction each day.

Health & Safety incident reports.

The information we collect and process.

We will collect your personal details consisting of your name, contact numbers, postal address, email address, gender, date of birth, details of the incident circumstances, any injuries sustained or that we treated you for.

Why and our legal grounds for this.

In some cases, we are Legally Obliged to capture information about incidents that occur in our facilities. Generally, though this information helps us ensure our facilities are safe, we have a duty of care to ensure our customers are safe and we can provide the necessary first aid if an unfortunate incident should occur. We further have a Legitimate Interest to protect the charity from insurance claims made following an incident.

How long we keep that information.

If you are an adult over 21 years of age, we will retain incident records for 3 years from the date of the incident.

If you are under the age of 21 years of age, we will retain these records until after your 24th birthday.

Customer comments, complaints and compliments.

The information we collect and process.

We will collect your personal details consisting of your name, contact numbers, postal address, email address and details of your feedback.

Why and our legal grounds for this.

In order to improve our services and products we require customer feedback to learn what we do well and what areas we need to improve. We use this information to contact you about any feedback you provide and resolve any outstanding matters you have. We further use this information for internal reporting. We do all this based on our Legitimate Interests.

How long we keep that information.

We’ll keep these details for 3 years after the record was reported to us. If the case involved an investigation the records will be retained for 10 years.

Visiting our facilities – CCTV.

The information we collect and process.

When you visit our facilities, we operate CCTV for security and safety management. Images of you in our facilities will be captured on these systems. Our facilities that operate CCTV systems have prominent signage displayed. We never record audio via our CCTV systems.

Why and our legal grounds for this.

It is in our Legitimate Interests to ensure that our facilities are safe and secure. We use CCTV footage where incidents of crime or misconduct are suspected. We further make use of CCTV to assist us in defence of legal claims.

How long we keep that information.

Depending on the facility you visit our system store footage for between 14 and 31 days. This varies due to the age of the system and the requirements of that system at the time it was installed. If an incident is captured on CCTV we recover the footage and the master copy will stored on non-rewritable media for 3 years to assist with any potential legal claims.

When you visit our websites.

The information we collect and process.

When you browse our websites we use necessary cookies to make our site work. we also use analytics cookies to help measure how visitors use our websites so and so we can make improvements.

To find out more about how cookies work please visit our cookie policy page.

Why and our legal grounds for this.

It is in our Legitimate Interests to make sure our websites are working properly for you. As such we use necessary cookies to run our website. Where we use analytics cookies, we will only use those with your Consent.

How long we keep that information.

We store this information for 26 months.

Who we are
Where we obtain your data