Privacy statement
Here you can read which data we process about you, why we do so and what your rights are.
This is a translation of the Dutch privacyverklaring. In case of any difference between the two versions, the Dutch version prevails.
In short
- We only use your data to schedule your appointment, carry out your scan and guide you.
- Your scan results are health data. We only process them with your explicit consent.
- We never sell your data and do not use your scan results for advertising.
- This website does not place tracking cookies and does not use analytics programs.
- You can always view your data, have it corrected or have it deleted.
1. Who is responsible?
INSIGHT 3D Health Scan is a trade name of HRM Fitness B.V., located at Heirstraat 28, 6129 PK Urmond, the Netherlands, registered with the Dutch Chamber of Commerce under number 62514725. HRM Fitness B.V. is the controller for the data mentioned in this statement. In this statement we call ourselves “INSIGHT” or “we”.
INSIGHT is offered in partnership with DOQUE. Coaches of DOQUE may carry out your scan, explain your results and guide you. For that purpose they have access to the data they need (see section 6).
Do you have a question about your privacy or would you like to exercise one of your rights? E-mail info@hrmfitness.nl or call +31 46 888 11 33.
2. Which data do we process?
When you sign up via the website
- your first and last name, phone number and e-mail address;
- your date of birth (if you enter it);
- the package you choose, your goal (for example losing weight or building muscle) and your preferred date and time;
- how you found us;
- anything you enter under remarks. If you mention something about your health there, such as an injury, an implant or a pregnancy, we only use it to plan your scan safely and appropriately.
When you have a scan made
- the data needed for the measurement, such as your height, age and sex;
- the results of the scan: the 3D model of your body, your weight, fat and muscle mass (also per body part), visceral fat, body water, resting metabolic rate, body circumferences and posture;
- the training plans, nutrition guidelines and notes of the coach that are made on the basis of your scan;
- with Insight Coaching: the comparison between your scans and your progress.
These scan data are data concerning your health. These are special categories of personal data, for which the law requires extra protection.
When you are a client or contact us
- data about your appointments, the package you purchase and your payments (including your IBAN in the case of a direct debit);
- the content of your messages when you e-mail or call us or send a message via WhatsApp.
When you visit the website
- technical data needed to show and secure the website, such as your IP address, the type of browser and the time of your visit. Your IP address is also used briefly (for one hour at most) to prevent abuse of the sign-up form.
3. Why do we process your data, and on what basis?
| Purpose | Data | Legal basis |
|---|---|---|
| Handling your sign-up, contacting you and scheduling your appointment | Data from the sign-up form | Necessary to conclude and perform an agreement at your request |
| E-mailing you a confirmation of your sign-up | First name, e-mail address, package, preferred date | Performance of the agreement |
| Carrying out the scan, explaining your results and giving you a training plan and nutrition guidelines | Scan data (health data) | Your explicit consent |
| With Insight Coaching: following your progress and adjusting your guidance | Scan data and notes of the coach | Your explicit consent |
| Processing payments and keeping our records | Name, package, payment data | Performance of the agreement and legal obligation (tax law) |
| Answering questions and complaints | Contact details and the content of your message | Legitimate interest: being easy to reach for (prospective) clients |
| Showing and securing the website and preventing abuse | Technical data | Legitimate interest: a safe and working website |
We do not use your data for other purposes. We do not send you a newsletter or advertising, unless you have given separate consent for that.
4. Consent for your scan data
Before your first scan we explicitly ask for your consent to process your scan data. Without that consent we cannot make the scan.
You can withdraw your consent at any time via info@hrmfitness.nl or with your coach. After that we will not make any new scans and will delete your scan data, unless we are required by law to keep them longer. Withdrawing your consent does not affect what was done with your data before that moment.
The results, advice and plans are based on the scan and do not constitute medical advice.
5. Software and automated calculations
The scan results are calculated from the measurement by software. The same software can, also with the help of artificial intelligence, suggest a training plan or show a preview of how your body may change. These are tools and advice. No decisions are made about you without a coach looking at them together with you.
6. Who do we share your data with?
We never sell your data. We only share them with parties that are needed to provide our service, and only the data they need for that:
| Party | What for | Which data |
|---|---|---|
| DOQUE (partner) | Following up your sign-up, carrying out the scan and guiding you | Data from your sign-up; your scan data insofar as the coach needs them |
| Supplier of the scanning device and the accompanying software | Carrying out the scan, calculating and storing your results and showing your digital report | Name, date of birth or age, height, sex and your scan data |
| Cloudflare (website hosting) | Showing and securing the website and storing your sign-up | Technical data and the data from the sign-up form |
| E-mail provider | Sending the confirmation to you and the notification to our team | Data from the sign-up form |
| Accountant and payment service provider | Administration and processing of payments | Name, package and payment data |
| Meta (WhatsApp) | Only if you send us a message via WhatsApp yourself | Your phone number and the content of your messages |
| Fonts on the website and, only after you click, the map on the contact page | Technical data, such as your IP address |
With parties that process data on our instructions, we conclude a data processing agreement. In addition, we may be legally obliged to provide data, for example to the Dutch Tax Administration.
Some of these parties are located outside the European Economic Area or process data there. In that case we ensure appropriate safeguards, such as the standard contractual clauses of the European Commission or an adequacy decision (such as the EU-US Data Privacy Framework).
7. How long do we keep your data?
| Data | Retention period |
|---|---|
| Sign-up via the website that did not lead to an appointment | At most 6 months after our last contact |
| Scan data, plans and notes of the coach | For as long as you purchase a package from us and up to 12 months after your last scan, so you can compare with a new scan. Earlier if you ask us to or withdraw your consent |
| Contact details and appointments of clients | Up to 2 years after your last appointment |
| Invoices and payment data | 7 years (statutory retention obligation) |
| E-mails and messages | At most 2 years after they have been dealt with |
After the period has ended, we delete or anonymise your data.
8. How do we secure your data?
- The website and the sign-up form work over a secure connection (https).
- Sign-ups can only be viewed in a protected management environment, with a password and a limited number of login attempts.
- Only employees and coaches who carry out your scan or guide you have access to your scan data. They are bound by confidentiality.
- We do not collect more data than necessary.
Do you think your data are not properly secured or have been misused? Let us know immediately via info@hrmfitness.nl.
9. Cookies and storage in your browser
This website does not place tracking cookies and does not use analytics or advertising programs. We do use the following:
- Storage in your browser: when you close a notice or pop-up, your own browser remembers that, so you do not see it again and again. This information stays on your own device and is not sent to us.
- Fonts: the fonts on this website are loaded via Google Fonts. In doing so, Google receives your IP address.
- Map: the map on the contact page (Google Maps) is only loaded after you click on it yourself. Google may then place cookies. Google's privacy policy applies to this.
- Management environment: a necessary session cookie is placed only for our own administrators when they log in.
10. Under 16
If you are under 16, you may only have a scan made and give consent for the processing of your data if a parent or legal representative agrees. That person can also exercise the rights in section 11 on your behalf.
11. Your rights
You have the right to:
- access the data we hold about you;
- have your data corrected or completed if they are incorrect;
- have your data deleted;
- have the use of your data restricted;
- object to the use of your data that is based on a legitimate interest;
- take your data with you (receive them in a commonly used file or have them transferred to another party);
- withdraw consent you have given.
Send your request to info@hrmfitness.nl. We respond within one month. To make sure we give the data to the right person, we may ask you to identify yourself. Never send a copy of your identity document unless we ask for it.
12. A complaint
Are you unhappy about how we handle your data? Let us know and we will look for a solution together. You also always have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), via autoriteitpersoonsgegevens.nl.
13. Changes
We may change this privacy statement, for example if our service or the law changes. The current version is always on this page, with the date of the last change at the top. In the event of an important change that affects you as a client, we will let you know.
Contact
HRM Fitness B.V. · INSIGHT 3D Health Scan
Heirstraat 28, 6129 PK Urmond, the Netherlands
E-mail: info@hrmfitness.nl · Phone: +31 46 888 11 33
Chamber of Commerce 62514725