24 Hour Fitness Employee Privacy Notice

Last modified 03/29/2024

This Team Member Privacy Notice (“Privacy Notice”) describes the collection, use, and sharing of your personal information through the course of your tenure with 24 Hour Fitness (“we,” “us,” or “our”).

This Privacy Notice applies to personal information collected from personnel of 24 Hour Fitness. The term “personnel” includes current and former employees and those that work on a non-permanent basis, such as temporary workers that are assigned to us through a temporary staffing agency. 

During the course of your tenure with 24 Hour Fitness, we will collect personal information about you, as well as personal information related to your spouse, dependent(s), or family member(s) (collectively, “Dependents”), where there is a legitimate reason to do so in connection with our relationship with you. To the extent we collect personal information on your Dependents, you should inform your Dependents that you are providing this information to us and why, and make sure that it is acceptable to them. 

During your tenure with 24 Hour Fitness, we will collect personal information to: 

• Confirm identity and authorization to work: We collect from you, as well as from governmental entities, and benefit providers, your identifiers (name, telephone number, physical address, email address (if provided), date of birth), your sensitive identifiers (Social Security number, driver’s license number, state identification number, military identification, passport, permanent resident card, and employment authorization card (if provided). Your Social Security number, driver’s license number, state identification number, military identification, passport, permanent resident card, and employment authorization card are considered sensitive under the California Privacy Rights Act (“CPRA”). We use this information to confirm your identity and authorization to work. We retain this information for up to six (6) years following the end of the employment.
• Administer salary and benefits: We collect from you, as well as from governmental entities and benefit providers, your identifiers (name, telephone number, physical address, email address (if provided), date of birth), your sensitive identifiers (Social Security number, driver’s license number, state identification number, and passport (if provided), your protected information (marital status, age, gender, disability status (if provided), veteran status (if provided)), and your financial information (bank account and routing number). We use this information to administer wage or salary and benefits, such as medical, dental, and retirement benefits. We also collect, from you, the identifiers (name and date of birth) and sensitive identifiers (Social Security number) of your Dependents. We use this information to process their eligibility as your Dependents for the purpose of administering benefits.
• Manage employment relationship: We collect, from you and other sources, such as public databases, background databases, commercially available sources, service providers and prior employers, your identifiers (name, date of birth, telephone number, physical address) and your professional information (licenses, credentials, certifications, employment history, educational history, resume/CV, disciplinary evaluations, performance reviews, terms and conditions of employment, wage or salary (including retirement accounts, pensions, or insurance coverage), skills, qualifications, experience, travel history, professional/occupational memberships, time off work, relocations, transfers, promotions, compensation and bonus reviews, compliance with policies and procedures, responses to job specific questions that relate to your fitness for a particular position, interest in employment opportunities, and information regarding potential conflict of interest issues). We use this personal information to maintain your personnel file, create personnel biographies, or for internal recruitment purposes (assessing your eligibility for other positions within 24 Hour Fitness).
• Publicize our fitness and Group X coaches: If you are one of our fitness or Group X coaches, we collect, from you, your identifiers (name) and your professional information (licenses, certifications, education history). You may provide us with your own photograph. We may use this information to create your consumer facing profile in the clubs you work, on our website and 24GO app to engage clients, potential clients, and to help market your abilities as a fitness coach.
• Add a photo to your profile: If you decide to include a photo in your employee profile (on ADP or Microsoft) or in any of the digital platforms you use in the course of your employment, this photo will be visible to all users that use these platforms. You can remove the photo at any time.
• Maintain records of emergency contact information: We collect, from you, the identifiers (name, email address, telephone number) associated with whomever you designate as your emergency contact. We use this information to maintain records of emergency contact information.
• Issue tax forms: We collect, from you, your identifiers (name, physical address), your sensitive identifiers (Social Security number) and your tax information (withholding details). Social Security number is considered sensitive under the CPRA. We use this information to issue tax forms and comply with tax reporting requirements.
• Evaluate need for reasonable accommodations: We collect, from you, your identifiers (name, email address, telephone number, physical address), your medical information (doctor’s notes, requests for accommodations), and your protected information (any disabilities you may have). We use this information to evaluate, upon request, the need for reasonable accommodations. We retain this information for four (4) years following the end of the employment.
• Monitor compliance with equal opportunities and anti-discrimination laws: We collect, from you, as well as from benefit providers, governmental entities, and background check providers, your protected information (race, national origin, citizenship, sex, military or veteran status, any disabilities you may have). We use this information to comply with our obligations under these laws, as well as equal opportunities and anti-discrimination laws.
• Monitor work-related licenses and credentials: We collect from you, as well as educational institutions, certification providers, personal and professional references, your identifiers (name) and your professional information (licenses, credentials, certifications). We use this information to manage work-related licenses and credentials.
• Provide on-site security: All of our facilities have cameras and therefore we may collect, automatically, video of you through our CCTV cameras. We use this information to maintain the safety and security of our employees, clients, and facilities.

We retain each category of personal information identified above during your employment with us and for as long as reasonably necessary to achieve the purposes described herein, or any other notice provided at the time of collection, taking into account applicable statutes of limitation and records retention requirements under applicable law. We may need to use and retain your personal information for longer than the periods indicated above for purposes of: 

• Compliance with our legal obligations. For example, retaining personal information where we are legally required to do so, e.g. pursuant to a pending or anticipate legal proceedings.
• Meeting our safety and security commitments. For example, keeping our properties secure and preventing fraud.
• Exercising or defending legal claims. We also may need to retain personal information for longer than the periods indicated above in order to respond to legal processes or enforceable government requests, including investigation of potential violations.

We share your personal information as follows: 

• With Service Providers. We share your personal information with our service providers to assist us in managing and administrating your tenure. These service providers include IT support, health insurance, payroll, auditing, expense processing, benefits plans, and professional advisors (accountants, legal).
• With Third Parties. We share your personal information with third parties, such as legal advisors, law enforcement agencies, or governmental/regulatory bodies in order to protect our legal interests and other rights, protect against fraud or other illegal activities, for risk management purposes, and to comply with our legal obligations.
• During a Corporate Reorganization. In the event that we enter into, or intend to enter into, a transaction that alters the structure of our business, such as a reorganization, merger, acquisition, sale, joint venture, assignment, consolidation, transfer, change of control, or other disposition of all or any portion of our business, assets or stock, we will share your personal information.
• Legal Purposes. We share personal information where we are legally required to do so, such as in response to court orders, law enforcement, or legal process including for national security purposes; to establish, protect, or exercise our legal rights, as required to enforce our agreements or other contracts; to defend against legal claims or demands; or to comply with the requirements of any applicable law.

• For Business Purposes. In the preceding twelve (12) months, 24 Hour Fitness has disclosed the following categories of personal information for a business purpose to the following categories of third parties:
  • We have disclosed your personal identifiers, protected classifications, professional or employment related information, internet or other electronic network information, and your customer records information to service providers that help us perform employment-related functions. These service providers include IT support, background check companies, payroll processors, expense processors, health insurance providers, and benefits providers.
  • We have disclosed your personal identifiers and internet or other electronic network information to IT support to detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, and to identify and repair errors that impair functionality.
  • We have disclosed your personal identifiers and internet or other electronic network activity information to IT support to help us maintain the quality and safety of 24 Hour Fitness devices or to improve, upgrade, or enhance 24 Hour Fitness devices.
• For Sale. 24 Hour Fitness does not sell the personal information of personnel.

The California Privacy Rights Act (“CPRA”) grants certain rights to California residents. If our processing of your personal information is subject to the CPRA, you are entitled to the following rights:

• Right to know/access: You have the right to request what personal information we have collected, used, disclosed, and sold about you. Below, there are details on how to exercise this right. You may only make a request for access twice within a twelve-month period.
• Right to opt-out: We do not sell personnel personal information.
• Right to non-discrimination: You have the right to be free from discriminatory treatment if and when you exercise your rights to access, delete, opt-out, correct or limit the use of sensitive information under the CPRA.
• Right to correct: You have the right to correct inaccurate personal information that we collect or maintain. If we believe the information in question is correct in our records, we may ask you to provide documentation, if necessary, to rebut the information we have collected from you.
• Use of Sensitive Personal Information: We do not collect or process any sensitive personal information for the purpose of inferring characteristics about applicants, nor do we collect or process sensitive personal information to perform services not reasonably expected by an average applicant.

To exercise your right to access or delete your personal information, you may submit a request by completing our webform, or by contacting us toll-free at (844) 441-9869 access PIN: 479330 and select “Employee” when prompted or via email at HR@24hourfit.com. For requests submitted via telephone, you must provide us with sufficient information that allows us to reasonably verify you are the person about whom we collected the personal information and describe your request with sufficient detail to allow us to properly evaluate and respond to it. We may require your name, email address, telephone number, employee ID, or other information to verify your identity, as well as confirmation of whether you are a California resident or whether you are submitting this request on behalf of California resident (as an authorized agent). We also require you to identify yourself as personnel.

If we are not able to verify your identity for access and deletion requests with the information provided, we may ask you for additional pieces of information. Only you, or a person that you authorize to act on your behalf, may make a request related to your personal information.

We implement and maintain reasonable security measures to protect the personal information we collect and maintain from unauthorized access, destruction, use, modification, or disclosure. These security measures include: data protection, secure configuration of assets, account management, access control management, vulnerability management, audit log review, malware defenses, network monitoring and defenses, a security awareness training program, and security incident response.  However, no security measure or modality of data transmission over the Internet is 100% secure and we are unable to guarantee the absolute security of the personal information we have collected from you.

This Privacy Notice is subject to change at the sole discretion of 24 Hour Fitness. If we make any changes, we will announce those changes via the 24 Hour Hub and we will indicate the date the changes go into effect and obtain your consent, if required. 

For questions about this Privacy Notice, please contact us at Human Resources via email at HR@24hourfit.com. You may also send us a letter by mail at the following address: 1265 Laurel Tree Lane, Suite 200, Carlsbad, CA 92011.