Privacy Policy
Your data, your rulesWe take your privacy as seriously as you take your workouts. At TrainMore, we’re committed to keeping your personal data safe, secure, and only used for what truly matters, enhancing your fitness experience. This Privacy Policy lays it all out, so you know exactly how we collect, use, and protect your info. No fine print tricks, just transparency.
This privacy statement explains how we handle your personal data. We are committed to safeguarding your privacy and therefore handle personal data with care.
About TrainMore B.V.
TrainMore B.V. is a Dutch fitness chain offering sports facilities at various locations across the Netherlands. TrainMore aims to promote a more active lifestyle by, among other things, rewarding regular workouts. Through our gyms, website, and mobile applications, we provide services focused on fitness, health, and wellbeing. TrainMore is part of Urban Gym Group B.V.
To be able to offer our services, we process personal data. In this privacy statement, you can read which personal data we process and how. We fully comply with the laws and regulations on data processing and privacy applicable in the Netherlands. For more information about these regulations, you can also visit the website of the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
TrainMore B.V., located at Silodam 402, 1013 AW Amsterdam, is responsible for processing the personal data of members, customers, suppliers, and prospects.
What is personal data?
Personal data refers to any information relating to an identified or identifiable natural person. It concerns information through which you can be recognized. Examples include your name, (email) address, telephone number, date of birth, photo, and/or bank account number.
Processing of personal data of members, customers, or suppliers
Below you will find the data we request from you, receive from you, or which you may choose to provide yourself if desired:
- First and last name, email address, (residential) address, gender, and phone number: We use this information to execute the agreement (such as the membership) and for the associated communication. This data is also used for administrative purposes, such as the ability to generate a QR code for club access, to book group classes, to request a day pass or free trial, and for use of the TrainMore app. Additionally, this personal data is processed for contact moments with TrainMore – for example via social media channels or other communication tools.
- Date of birth: Your date of birth is processed to determine whether you are of legal age (16+) and therefore eligible to independently access TrainMore for a (free) trial, a day pass and/or enter into a membership.
- Bank account number (IBAN): When a payment is made through the website, we automatically receive your payment details. In addition, we process your IBAN number for the purpose of automatic (periodically) direct debit for membership fees.
- Preferences for email or SMS: You can indicate whether you are interested in receiving the latest offers, events, or news-related emails.
Processing of personal data of interested parties and/or prospects
Below you will find the data we request from you, receive from you, or which you may choose to provide yourself if desired:
• First and last name, email address, and telephone number:
We process this data to keep individuals who show interest in TrainMore informed about relevant offers and updates. This is done, for example, through newsletters and/or targeted communication when you have booked a free trial.
This processing is based on your consent or our legitimate interest. You give consent when you choose to receive information, newsletters, or promotional material from us. Additionally, TrainMore has a legitimate (commercial) interest in responding to information requests. This applies, for example, when an interested party fills out the contact form on our website or submits a digital request (for contact) via social media platforms such as LinkedIn, Facebook, or Instagram. TrainMore also has a legitimate (commercial) interest in providing targeted information to individuals who have booked a free trial, in order to encourage them to sign up for a paid membership.
For more information, please refer to the paragraph “Newsletter” below.
Legal Basis for Data Processing
TrainMore relies on the legal grounds for processing as set out in Article 6 of the GDPR (AVG) One of the grounds TrainMore relies on is the necessity of using your data to enter into and perform a contract with you. This applies when you sign up for a membership (including related features such as access to the club, booking classes, using the app, and making payments), as well as for the registration and renewal of that membership.
In addition, we may process your personal data when we have a legitimate interest in doing so. For example, we analyze your data to improve our services. We also have a legitimate (commercial) interest in informing you when you request more information about TrainMore or when you have booked a free trial, in order to try to persuade you to become a paying member of TrainMore. You have the right to object to this data processing for marketing purposes at any time, and every email contains an “opt-out” option to unsubscribe from such communications. Furthermore, in accordance with our legitimate (informational) interest and for the performance of the contract, we may send service-related emails (such as emails about renewal/changes/terms of a subscription) to members via email or SMS.
Another legal basis we may rely on is consent. For example, you provide consent for the use of cookies. With the help of these cookies, we can show or send you information, offers, and advertisements that suit your preferences. You can read more about what cookies are and how we use them in our cookie statement. There you can also adjust your cookie preferences. Additionally, you can give your consent to receive newsletters and/or (membership) offers if you have already entered into a membership with us.
We generally do not process personal data of minors (individuals under the age of 16). This is different if a minor contacts us directly for more information and/or a (free) trial. In this context, we do not process any sensitive or special categories of personal data.
Newsletter
Our newsletter contains a variety of interesting information and offers. We send this newsletter via email and/or SMS. Based on your visits and profile, we aim to tailor the content as much as possible to your interests and to inspire you for a future visit.
To send the newsletter, we use your first and last name and your email address. We send the newsletter based on our legitimate (commercial) interest.
If you no longer wish to receive the TrainMore newsletter, you can unsubscribe at any time free of charge via the unsubscribe link at the bottom of the newsletter – the so-called "opt-out."
Retention period
We retain your data for as long as you are a member or subscribed to our newsletter. When your membership ends and is not renewed, or when you unsubscribe from the newsletter, your data will automatically be deleted within two years.
The retention period for the data of prospects and/or interested parties is the period during which you are considered a prospect by us. This is ninety (90) days.
Exceptions apply to data we are required to retain for a longer period due to legal obligations or our legitimate interest. For example, tax legislation requires us to retain certain financial data for 7 years. Information related to the handling of inquiries or complaints is retained for a maximum of 2 years after the matter has been resolved.
Sharing with third parties
We will not share your personal data with third parties without your explicit consent, unless required by law. However, there are a few exceptions.
Multiple parties are involved in the provision of TrainMore’s services, some of which act as data processors. These processors perform specific components of our service delivery and help us fulfill our obligations to you. Where necessary, we have entered into data processing agreements with these processors, clearly outlining which personal data they are permitted to process and for which specific purposes. For individuals whose personal data is being processed, TrainMore remains the primary point of contact for any questions or concerns regarding data processing.
These processing activities include, among others:
- Systems for booking group classes;
- Issuing a personal QR code in the TrainMore App for club access;
- Developing and operating the TrainMore App;
- Managing financial administration;
- Ensuring GDPR compliance in our online environment; and
- Sending newsletters and invitations to events.
Furthermore, we will not disclose the data you provide to other parties unless legally required or permitted to do so. For example, the police may request (personal) data from us as part of an investigation. In such cases, we are obligated to cooperate and must provide the requested data.
In some cases, you may have given us consent to share your browsing behaviour and preferences with third parties. Based on this consent, we may show you targeted information or offers when you visit an external website. In such cases, we only share your IP address and no other personal data.
We do not transfer personal data to parties located outside the European Union.
Data processing within the Urban Gym Group
Urban Gym Group is the parent company, which includes among others the brands TrainMore, Clubsportive, GYM BOX and BTY CLB. For specific purposes, we may share your personal data within the Urban Gym Group corporate group. We are permitted to do so (and will only do so) for administrative purposes, service improvement, internal management (internal analyses), and/or for the performance of the contract.
Camera surveillance
At the request of Urban Gym Group, TrainMore B.V. implements video surveillance. The purposes and means described below are determined by Urban Gym Group (the data controller), and TrainMore acts according to its instructions in accordance with the data processing agreement concluded between the parties.
Video surveillance (live where necessary) is used for the following purposes:
- Access control to TrainMore clubs;
- Surveillance and protection of goods and individuals present in TrainMore gyms;
- Prevention and documentation of disturbances, such as vandalism and violence against individuals.
No other personal data is processed apart from:
- Camera footage of the buildings and premises, and the persons and objects located therein and thereon, for which TrainMore is responsible;
- Data relating to the time, date, and location at which the footage was recorded.
No hidden cameras are used.
TrainMore is transparent about the use of cameras. Where cameras are in use, this is clearly indicated by stickers, signs, etc.
No cameras are installed in locker rooms or restrooms at the clubs.
Execution of video surveillance:
- In practice, video surveillance is carried out by the control room and staff on-site at the relevant TrainMore location. Occasionally, a third party may be engaged to record or monitor footage, such as external control rooms during surveillance of temporarily unstaffed clubs. Urban Gym Group and the TrainMore control room always remain ultimately responsible for the execution of the video surveillance.
- Camera footage is retained for a maximum of 30 days, unless a longer retention period is necessary to handle a recorded incident.
- The control room has implemented adequate measures to prevent unauthorized access or misuse of stored footage.
- Individuals authorized to review footage are explicitly bound by confidentiality. Access to the footage is protected by a password.
Access, copies, deletion or blocking of footage:
- A specific request from a data subject for access to and copies of footage, including the date, time period, and location in question, can be submitted to Urban Gym Group (via privacy@urbangymgroup.com).
- A request for deletion or blocking of footage may be submitted if the footage is incomplete or irrelevant for the purposes of the processing, or if it is otherwise processed in violation of legal requirements.
- A request may be denied if granting access would infringe upon the privacy rights of others.
- Disclosure of footage: recorded camera footage will only be provided to an authorized government body when a lawful (generally written) order from the respective authority is received, or when other legal obligations require TrainMore to do so.
Security
We have implemented appropriate technical and organizational measures to protect your personal data against unlawful processing. By way of illustration, we have taken the following measures:
- All individuals who have access to your data on behalf of TrainMore B.V. are bound by a duty of confidentiality;
- We apply a username and password policy on all our systems;
- We pseudonymize and encrypt personal data where necessary;
- We create backups of personal data to enable recovery in case of physical or technical incidents;
- We regularly test and evaluate our security measures;
- Our employees are informed about the importance of protecting personal data.
TrainMore Website
We use cookies on the TrainMore website. These cookies allow us to show or send you information, offers, and advertisements that match your interests. You can read more about what cookies are and how we use them in our Cookie Policy. Here, you can also adjust your cookie settings.
Rights Regarding Your Data
As a data subject, you have the following rights:
• The right to request information about the processing of your personal data; • The right to data portability, allowing you to request the transfer of your personal data to another party; • The right to rectification, enabling you to have your data corrected or updated; • The right to withdraw your consent at any time, if the processing is based on your consent; • The right to have your data deleted when it is no longer needed for the original purpose or when you withdraw your consent (note: this right does not apply in all cases due to possible exceptions); • The right to request restriction of the processing of your personal data in certain situations.
Would you like to exercise one of these rights? Then please contact us at privacy@urbangymgroup.com. We may ask you to identify yourself before we process your request.
We will process requests related to these rights within one month but reserve the right to extend this period to two months. If we do so, we will inform you in time. Please be aware that a request may not always be granted. If we have a reason not to (or not fully) comply with your request, we will of course inform you accordingly.
You also have the right to object to the processing of your personal data. For cookies, you can exercise this right by adjusting your preferences via the cookie settings on our website. For all other requests, you can contact us at privacy@urbangymgroup.com.
Complaints
If you have a complaint about the processing of your personal data, we kindly ask you to contact us directly at privacy@urbangymgroup.com. We will do our best to work with you to find a suitable solution.
If we are unable to resolve the matter together, you always have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), the supervisory authority for privacy protection in the Netherlands. You can find more information about this on the website of the Dutch Data Protection Authority.
Changes
We recommend that you check this privacy statement regularly, as we may update it from time to time. This way, you will always stay informed about the most current version regarding how we use and protect your personal data.
Questions
If you have any questions or comments regarding our Privacy Statement, please feel free to contact us!
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Contact Details
TrainMore B.V.
Attn. Management
P.O. Box 7035
2701 AA Zoetermeer
privacy@urbangymgroup.com
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