1. Consent to installation of the App
Before installation of the App, you must indicate your consent to our processing of your personal data as described in this Policy.
How you can withdraw consent
Once you provide consent by selecting “YES”, you may change your mind and withdraw consent at any time by contacting us at firstname.lastname@example.org but that will not affect the lawfulness of any processing carried out before you withdraw your consent. On withdrawal of your consent we will immediately cease all processing of your personal data.
- MatchFitPass mobile application software (App) available on our site or hosted on www.matchfitpass.com (App Site), once you have downloaded or streamed a copy of the App onto your mobile telephone or handheld device (Device).
3. Important information and who we are
- Verified Site Pass Limited (Company registration number 133662C). Our registered office is at The Hubb, Queen Victoria House, Victoria Street, Douglas, IM1 2LF, Isle of Man Information Controllers No. R002642
- Vsitepass Limited (Company registration number 11792137). Our registered office is at Eastham Hall 109 Eastham Village Road, Eastham, Wirral, United Kingdom, CH62 0AF. Our ICO registration number is ZA494370.
We take the protection and security of your personal information very seriously and this policy sets out our responsibilities under the Data Protection Act 2018, the General Data Protection Regulation 2016 (‘GDPR’) and other applicable data protection and privacy laws in the Isle of Man and England and Wales relating to the processing and security of personal information.
Verified Site Pass Limited and Vsitepass Limited are joint data controllers and responsible for your personal data.
When we refer to “we”, “us” or “our” we are referring to Verified Site Pass Limited and Vsitepass Limited.
Email address: email@example.com
Postal address: The Hubb, Queen Victoria House, Victoria Street, Douglas, IM1 2LF, Isle of Man
You have the right to make a complaint at any time to:
- the UK Information Commissioner’s Office (UKICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
- the Isle of Man Information Commissioner (IOMIC), the Isle of Man supervisory authority for data protection issues (www.inforights.im).
We would, however, appreciate the chance to deal with your concerns before you approach the UKICO and/or the IOMIC so please contact us in the first instance.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our Sites may, from time to time, include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you and they will have their own privacy policies. We do not control these third-party websites and we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as Contact and Location Data. Please check these policies before you submit any personal data to these websites or use these services.
4. The data we collect about you.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data: first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Special Categories of Personal Data limited to:
- Biometric Data includes facial recognition data;
- Health Data includes information revealing physical health conditions limited to Covid-19 testing and vaccination information, results and history;
- Registration Data includes registration information, demographic information, personal description and photographs of both yourself and your personal documentation including, but not limited to: Passport, Driving licences, National Identity cards, testing certificates and results, and Covid-19 vaccination information.
- Contact Data includes billing address, delivery address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
- Usage Data includes information about how you use our App, Services Sites, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
- Technical Data includes the following each time you visit any of the Services Sites or use the App we may automatically collect the following information:
- Technical Data: technical information, including the type of mobile device you use (“Device“), a unique device identifier (for example, your Device’s IMEI number, the MAC address of the Device’s wireless network interface, or the mobile phone number used by the Device), mobile network information, your mobile operating system, the type of mobile browser you use, time zone setting , internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the APP and/or the Website;
- Content Data : information stored on your Device, including contact information, friends lists, login information, photos, videos or other digital content, check-ins;
- Log Data : details of your use of any of the App or your visits to the Website including, but not limited to, traffic data, location data, weblogs and other communication data and the resources that you access, including the nature of the content that is viewed, related transfer rates, length of viewing, which pages are viewed and other similar data.
- Unique application numbers: When you install or uninstall a Service containing a unique application number or when such a Service searches for automatic updates, that number and information about your installation, for example, the type of operating system, may be sent to us.
Save as specified above (in respect of Biometric and Health Data), we do not collect any other Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership). We do not collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data in order to provide the Services, by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
5. How is your personal data collected?
We will collect and process the following data about you:
- Information you give us. This is information (including Identity, Contact, Financial, and Marketing and Communications Data) you consent to giving us about you by filling in forms on the App Site and the Services Sites (together Our Sites) or by corresponding with us (for example, by e-mail or chat). This includes personal data you provide when you:
- Download or register an App
- Subscribe to any of our Services;
- create an account on Our Sites and/or the App;
- subscribe to our Services or publications;
- request marketing to be sent to you;
- enter a competition, promotion or survey; or
- give us feedback or contact us.
- Information we collect about you and your device. Each time you visit one of Our Sites or use one of our Apps we will automatically collect personal data including Device, Content and Usage Data. We collect this data using cookies and other similar technologies.
- Information we receive from other sources including third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
Technical Data from the following parties:
a) analytics providers; and
b) advertising networks;
Contact, Financial and Transaction Data from providers of technical, payment and delivery functions.
Identity and Contact Data from publicly available sources.
Health Data from registered authorized test centres or the NHS.
6. How we use your personal information
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where you have consented before the processing.
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Please see the Glossary below to find out more about the types of lawful basis that we will rely on to process your personal data.
We will only send you direct marketing communications by email or text if we have your consent. You have the right to withdraw that consent at any time by contacting us.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Type of data
Lawful basis for processing including basis of legitimate interest
To install the App and register you as a new App User
To process in-App purchases and deliver the Services to you
(g) Marketing and Communications
Performance of a contract with you.
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(f) Marketing and Communications
Performance of a contract with you.
Necessary for our legitimate interests (to recover debts due to us).
To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(d) Marketing and Communications
Performance of a contract with you.
Necessary to comply with a legal obligations (to inform you of any changes to our terms and conditions).
Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/Services)
To enable you to partake in a prize draw, competition or complete a survey
(e) Marketing and Communications
Performance of a contract with you.
Necessary for our legitimate interests (to study how customers use our products/Services, to develop them and grow our business)
To administer and protect our business and this App (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).
Necessary to comply with a legal obligation.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(e) Marketing and Communications
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our Sites, products/Services, marketing, customer relationships and experiences
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you
(f) Marketing and Communications
Necessary for our legitimate interests (to develop our products/services and grow our business)
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
7. Disclosures of your personal data
When you consent to providing us with your personal data, we will also ask you for your consent to share your personal data with the parties set out below for the purposes set out in the table above.
- Internal Third Parties as set out in the Glossary.
- External Third Parties as set out in the Glossary.
- Specific third parties such as GB Global – who will receive and thereafter retain Biometric Data for a period 45 days
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. Third parties will provide the same or equal protection of your personal data as stated in this Policy and in accordance with App Store Review Guidelines. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data internationally.
8. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you by email and any applicable regulator, in accordance with applicable law, in the event of any data breach in which any of your personal information collected by the App is compromised, unintentionally disclosed or misused.
9. Data retention
How long will you use my personal data for?
Details of retention periods for different aspect of your personal data are available in our retention policy which you can request by contacting us.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
In the event that you do not renew your subscription to the App then we will treat the account as expired and all of your personal data will be deleted within 30 days. This includes all Biometric and Usage data.
10. Accessing and Modifying Account Information
- We may restrict access to Personal Information for the following reasons:
- Interference with the execution or enforcement of the law or with private causes of action, including the prevention, investigation or detection of offenses or the right to a fair trial;
- Disclosure where the legitimate rights or important interests of others would be violated;
- Breaching a legal or other professional privilege or obligation;
- Prejudicing employee security investigations or grievance proceedings or in connection with employee succession planning and corporate re-organizations;
- Prejudicing the confidentiality necessary in monitoring, inspection or regulatory functions connected with sound management, or in future or ongoing negotiations involving the organization;
- Countervailing public interests; or
- Requests purely for research or statistical purposes.
- We may charge fees when justified, such as for access requests that are manifestly excessive, in particular because of the repetitive character.
11. Your legal rights.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data 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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact firstname.lastname@example.org.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Consent means processing your personal data where you have signified your agreement by a statement or clear opt-in to processing for a specific purpose. Consent will only be valid if it is a freely given, specific, informed and unambiguous indication of what you want. You can withdraw your consent at any time by contacting us.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
Internal Third Parties
Other companies in the VSite Group acting as joint controllers or processors and who are based in the United Kingdom.
External Third Parties
Service providers acting as processors based in the UK.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.