Privacy Policy

1. Data Controller

The data controller within the meaning of the General Data Protection Regulation (GDPR) is:

Fit'n Fun Ramstein GmbH
Landstuhler Str. 29
66877 Ramstein-Miesenbach, Germany
Phone: +49 6371 57878
Email: info@fitnfun-ramstein.de

Represented by managing director Christian Meier. Further details can be found in our Legal Notice.

2. Collection and Storage of Personal Data When Visiting Our Website

When you access this website, our hosting provider (web server) automatically records information in so-called server log files, which your browser automatically transmits. This includes in particular:

• IP address of the accessing device
• Date and time of access
• Name and URL of the file retrieved
• Website from which access occurred (referrer URL)
• Browser used and, where applicable, your device's operating system

This data is processed to ensure a smooth connection, convenient use of the website, evaluation of system security and stability, and other administrative purposes. The legal basis is Art. 6(1)(f) GDPR, based on our legitimate interest in the technically error-free and secure operation of our website. Server log files are stored for a limited period for security reasons (e.g. to investigate misuse or fraud) and then deleted or anonymized.

The fonts used on this website (Hanken Grotesk and Inter) are stored on our own web server and delivered from there. No connection to Google servers is established for this purpose, and no IP address is transmitted to Google.

On our contact page we offer a map provided by Google Maps. It is not loaded automatically: only when you actively click the "Load map" button is a connection to Google's servers (Google Ireland Limited) established and your IP address transmitted to Google. In that case, the legal basis is your consent pursuant to Art. 6(1)(a) GDPR. Without your click, no data is transmitted to Google.

On our homepage we embed posts from our Instagram profile via the Flockler service. This feed is not loaded automatically either: only when you actively click "Load Instagram feed" is a connection established to the servers of Flockler (Flockler Ltd.) and, subsequently, to Instagram (Meta Platforms Ireland Limited), and your IP address transmitted. The legal basis is your consent pursuant to Art. 6(1)(a) GDPR. Without your click, no data is transmitted to Flockler or Instagram.

Beyond this, no analytics or tracking tools (e.g. Google Analytics or comparable services) are currently used on this website. Details of the specific hosting provider will be added once the final technical setup is decided. For more information on data processing by Google, see Google's privacy policy at policies.google.com/privacy.

3. Language Preference (Local Storage)

This website offers a language switch between German and English. Your chosen language preference may be stored locally in your browser so it can be applied on a repeat visit. This information stays on your device and is not transmitted to us. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in a user-friendly website).

4. Contacting Us and Online Forms

You can reach us directly via phone link (tel:) or email link (mailto:). That communication takes place outside this website, in your own email program or via your mobile or telephone provider. If you contact us this way, we process the data you provide (e.g. name, contact details, content of your inquiry) solely to handle your request. The legal basis is Art. 6(1)(b) GDPR if your inquiry serves to initiate or fulfill a contract, otherwise Art. 6(1)(f) GDPR (legitimate interest in responding to your inquiry).

On our contact page, we also offer a contact form. When you submit it, the fields you have filled in (name, email address, phone number, your topic and your message) are transmitted to our web server and forwarded from there by email to our mailbox. We use these details solely to answer your inquiry. The legal basis is Art. 6(1)(b) GDPR for contract-related inquiries, otherwise Art. 6(1)(f) GDPR.

On our Fitness House page, we offer a registration form. There we additionally collect your first and last name, date of birth, address, your preferred membership start date and, as part of the SEPA direct debit mandate, your bank details (IBAN, BIC and bank). We process this information solely to handle your registration and to perform the membership contract. The legal basis is Art. 6(1)(b) GDPR.

To send these form messages to our mailbox, we use the email service Brevo (Brevo GmbH, Berlin), which acts for us as a processor under Art. 28 GDPR.

Both forms are protected against automated bulk submissions. To that end, we check technical characteristics of your submission, in particular your IP address, browser identification and the origin of the submission, and we limit the number of submissions per IP address. Blocked submission attempts are logged as evidence. If an additional security check is required, your entries are stored temporarily on our server until you confirm with a click, but for no longer than one hour, and are deleted afterwards. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in protecting our systems against misuse).

5. Chat Assistant (AI)

We offer a digital chat assistant on our website. The technical service provider is mic und max GmbH, which acts for us as a processor under Art. 28 GDPR.

When you open one of our pages, a start-up script is loaded from loader.ezyaa.de. Your IP address is transmitted to that provider's server, as the script cannot be delivered otherwise. The chat itself only starts once you click the chat button: only then is the chat software loaded from application.ezyaa.de, and only then is data stored in your browser, including an identifier for your conversation.

If you use the chat, we process the content you enter as well as technical data such as your IP address, the time of your request and browser identification, in order to answer your inquiry. Answers are generated using artificial intelligence and may be inaccurate. Please do not enter health data or other particularly sensitive information into the chat.

The legal basis is Art. 6(1)(f) GDPR (legitimate interest in answering inquiries quickly); where your inquiry serves to initiate or fulfill a contract, the legal basis is Art. 6(1)(b) GDPR. Chat transcripts are deleted once they are no longer required to handle your inquiry.

6. Recipients of Data

We only transfer your data to third parties where this is necessary to fulfill a contract, where we are legally obliged to do so, or where you have given prior consent. This may, for example, involve processors in the area of website hosting. We enter into the required data processing agreements under Art. 28 GDPR with all service providers who process personal data on our behalf.

7. Retention Period

We only store personal data for as long as necessary for the respective purposes for which it was collected, or as required by statutory retention periods. Once the purpose no longer applies, or the statutory periods have expired, the data is routinely deleted.

8. Your Rights as a Data Subject

Subject to the applicable legal requirements, you have the following rights against us:

• Right of access to your personal data stored with us (Art. 15 GDPR)
• Right to rectification of inaccurate or incomplete data (Art. 16 GDPR)
• Right to erasure of your data stored with us (Art. 17 GDPR)
• Right to restriction of processing of your data (Art. 18 GDPR)
• Right to object to the processing of your data, insofar as it is based on legitimate interests (Art. 21 GDPR)
• Right to data portability, insofar as you have consented to data processing or a contract for automated processing exists (Art. 20 GDPR)

An informal message to the contact details above is sufficient to exercise these rights.

9. Right to Complain to a Supervisory Authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a data protection supervisory authority, in particular in the member state of your habitual residence, place of work, or the place of the alleged infringement, if you believe that the processing of personal data concerning you violates the GDPR. The authority generally responsible for Fit'n Fun Ramstein is the Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz (State Commissioner for Data Protection and Freedom of Information of Rhineland-Palatinate).

10. Changes to This Privacy Policy

We will update this privacy policy as soon as the underlying data processing changes, for example once the hosting provider is finally selected or additional tools are introduced. The version current at the time of your visit applies.