Our Legal Policies

Privacy Policy (GDPR)

  • Here at Rivers Fitness (Wychavon Leisure), we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. We are a “data controller” for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.

    For further information about our privacy practices, please contact our Data Protection Officer by:

    Writing to Wychavon Leisure, King George’s Way, Pershore, WR10 1QU

    Calling us on 01386 562931

    The information contained on this website is believed to be correct at the time of its publication. However it is not guaranteed. WLCAL reserves the right to amend or adjust the activities as appropriate without notice.

    WLCAL takes no responsibility for the information and content featured on websites linked to www.riversfitness.co.uk

  • We want everyone who contacts us directly, attends one of our centres or visits our website, to feel confident and comfortable with how any personal information you share with us will be looked after or used. This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you).

    The Wychavon Leisure Privacy Policy may change so please remember to check back from time to time, this policy was last updated on the 30 April 2018. Where we have made any changes to this Privacy Policy, we will make this clear on our website or contact you about any changes. We are committed to treating you with respect and openness.

  • This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience.

    In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics.

    As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser.

    We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers

  • We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss. Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.

    Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

  • We will only contact you about our work for marketing purposes by phone, email or text message, if you have agreed for us to contact you in this manner. However, if you have provided us with your postal address we may send you information about our work by mail unless you have told us that you would prefer not to hear from us in that way. You can update your choices or stop us sending you these communications at any time by contacting dataprotection@wychavonleisure.co.uk or by clicking the unsubscribe link at the bottom of the relevant communication.

  • We want to improve how we talk to you and the information we provide through our website and other information. To do this we sometimes use profiling and screening methods so that we can better understand our clients/ stakeholders preferences and needs to provide a better experience for you. You can of course opt out of this activity at any time. To do this, email dataprotection@wychavonleisure.co.uk’ with the subject line “Please stop further contact” or by contacting Wychavon Leisure on the contact information provided above.

  • Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.

    To find out more about this policy and how we look after your personal information, contact Wychavon Leisure at dataprotection@wychavonleisure.co.uk or telephone 01386 562931.

    You can request to access the data we hold about you by completing the form here.

  • Personal information we collect includes details such as your title, name, gender, email address, postal address, telephone number (all for contact purposes only), your bank details (if you pay monthly or periodically by direct debit) and contact preferences. Additionally, we capture your bookings, visits, activities, fees paid (where applicable) together with any information you provide in any communications between us.

    If you share your personal experience or information of a confidential nature with us we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.

    We may also use your information to contact you about events, opportunities or provide additional information concerning grant availability. Also to invite you to participate in feedback, surveys or research

    We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you enquire or visit us.

    We collect information from you in the following ways:

    When you interact with us directly: This could be if you ask us about our activities or facilities, join us as a member, book or make an enquiry about an activity or class or otherwise provide us with your personal information. This includes when you phone us, visit our website, get in touch through the post, or in person.

    When you visit our website: We gather general information which might include which pages you visit most often and which activities, services or information is of most interest to you.

    We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.

    We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.

    What we use this information for:

    What use the information To administer/record your membership

    To keep a record of your contact/relationship with us.

    If you do not “opt in” to receive marketing or promotional information from us we will only contact you to inform you of any changes to contractual matters (i.e. changes to your terms and conditions or direct debit or where we have a legitimate reason to contact you).

    We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.

  • In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you are a member/customer of Wychavon Leisure. However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Wychavon Leisure to process your information.

    Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance. Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our facilities, services or activities via post, use your personal information for data analytics, conducting research to better understand who our client are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with regulatory requirements from the government or similar agencies.

    We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of contact and other agreements.

  • We will only supply your personal identifiable information to any other person or organisation:

    Where we need to share the information to provide the service you have requested

    Where a need to send the information to persons or organisations who work on our behalf or provide the service to you by such person or organisation may only use this information in order to provide such service and not for any other purpose

    Where we are required to forward the information in order to comply with regulatory or legal process, such as NHS Track & Trace.

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    The personal information we collect about you will mainly be used by our staff at Wychavon Leisure so that they can support you.

    We will never sell your personal information with any other organisations, nor do we sell or share any information about your web browsing activity. Wychavon Leisure may however share your information with our trusted partners and supporting organisations who work with us on or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they, like us, store the data securely, delete it when they no longer need it and never use it for any other purposes.

    We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

  • You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting Wychavon Leisure. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/:

    Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.

    Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.

    Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.

    Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.

    Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

    Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

    Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

    No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.

    Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request

Complaints & Feedback Policy

Rivers Fitness (WLCAL) always listens to what their customers have to say. We value your feedback and appreciate your suggestions to help us make our customer experience the best it can be. 

If you are dissatisfied with any part of your visit while at one of our centres, you can speak directly to our team members or ask to see the Duty Manager.  Or If you wish to higher escalate your concerns, please email info@riversfitness.co.uk with the subject line “Complaint - Manager Required”. A member of staff will call you within 48 hours.

Health & Safety Policy

This statement of intent and accompanying Safety Policy is published in pursuance of The Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 (as amended).

  • Wychavon Leisure recognises and accepts its responsibility as an employer for firstly providing a safe, healthy work place and working environment for all of its employees, as far as is reasonably practicable, and secondly for ensuring that the health and safety of the public is not jeopardised as a result of its operation.

  • The Trust will take all steps within its power to meet this responsibility, paying particular attention to the provision and maintenance of:

  1. Safe systems of work for a healthy work environment

  2. A safe place of work and safe access to or egress from it

  3. Safe plant, equipment and machinery

  4. Adequate welfare facilities for employees

  5. Recognition of hazards in the workplace and, where practicable, the elimination or reduction of these

  6. Ensuring that employees are made aware of any hazards and the precautions necessary to be taken to reduce risk by providing sufficient information, training and supervision

  7. Safe method of handling, use and storage of materials and substances.

  • Without detracting from the primary responsibilities of Trustees, Managers and Duty Managers for ensuring safe conditions of work, the Trust will provide competent technical advice on safety and health matters where this is necessary to assist line management.

  • No safety policy is likely to prove to be successful unless it actively involves employees themselves. The Trust will therefore co-operate fully with Safety Representatives appointed by recognised trade unions and will provide them, where necessary, with sufficient facilities and training to carry out this task. Representatives of the Trust where requested by the Trade Union Safety Representatives will hold various regular meetings at which Health and Safety matters can be discussed. The Trust emphasises and reminds its employees of their own duties under Section 7 of the Health & Safety at Work etc Act 1974 to take care of their own safety and that of colleagues and other workers and to fully co-operate with the Trust so as to enable it to carry out its own responsibilities successfully.

  • A copy of this statement will be issued to each employee. It will be reviewed, added to or modified from time to time, and supplemented in appropriate cases by further documents relating to the work of particular departments or groups of workers.

Last Updated: May 2022

Equality & Diversity Policy

Wychavon Leisure is committed to addressing the inequalities that may exist in sport within Wychavon Leisure operated venues.

“We are fully committed to the principles of equality of opportunity. It is responsible for ensuring that no individual or group receives less favourable treatment on the grounds of age, disability, ethnic origin, gender, parental or marital status, religious belief, social status or sexual preference.”

“We recognise that sport should be for all, but also that financial, physical, political, psychological and social barriers do exist that prevent participation by some individuals and groups. Achieving equal opportunities in sport will require unequal effort and we are committed to ensuring that no individual or group is disadvantaged or excluded.”

Last Updated: January 2022

Safeguarding & Vulnerable Adults Policy

Wychavon Leisure has a duty of care to safeguard all children / vulnerable adults (including employees) involved in any activities or day to day operations from harm.  All have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account.

Wychavon Leisure will ensure the safety and protection of all children / vulnerable adults involved in its activities through adherence to the Safeguarding Children & Vulnerable Adults guidelines adopted by Wychavon Leisure and supporting systems and procedures.

The aim of the Wychavon Leisure’s Safeguarding Children & Vulnerable Adults Policy is to promote good practice:

  • Providing children and vulnerable adults with appropriate safety and protection;

  • Allow all staff, Board Members and volunteers to make informed and confident responses to specific child  / vulnerable adult protection issues.

In line with best practice WLCAL have appointed a Safeguarding Officer to assist employees and the Board in relation to policies, operational arrangements, training and any reports of concern raised.

This policy and operational procedure will be reviewed regularly to ensure it remains effective.

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