Privacy Policy
At mysite-name, we are committed to protecting your personal information while you use our fitness club services across England. This policy explains how we collect, use, and safeguard your data in compliance with UK GDPR and the Data Protection Act 2018.
1. Information We Collect
We collect information necessary to provide our fitness services, including your name, contact details, health declarations, membership preferences, and attendance records. For personal training services, we may collect additional details about your fitness goals and exercise preferences.
We also collect technical data through our website analytics and club access systems to improve user experience. This information is anonymised where possible and not linked to your personal identity without explicit consent.
2. How We Use Your Information
Your data enables us to deliver quality fitness services and includes:
- Processing membership applications and managing your account
- Scheduling class bookings and personal training sessions
- Monitoring club attendance and facility usage patterns
- Communicating important service updates and class changes
- Managing health and safety requirements within our facilities
We handle your information responsibly, using it solely for your fitness service requirements.
3. Health and Fitness Information
We maintain records of your health declarations and fitness assessments where provided. This sensitive data helps our team ensure safe exercise environments and is treated with utmost confidentiality.
Health information is accessed only by authorised fitness professionals directly involved in your training. We do not share this personal information with third parties without your explicit consent.
4. Membership Usage Data
To enhance your experience, we may collect information about your class preferences, attendance patterns, and facility usage. This helps us manage capacity and develop services that match member interests.
Participation in usage tracking is part of our service delivery, and you can discuss privacy options with our team at any time.
5. Data Security Measures
We implement industry-standard security protocols to protect your personal information and membership data. All customer records are stored on encrypted systems with role-based access controls. Physical membership forms are securely stored and shredded after the retention period.
From initial enquiry through ongoing membership, we maintain strict data protection standards for both personal data and attendance records.
6. Legal Basis for Processing
By using our fitness club services, you consent to us processing your information as outlined in this policy. This includes processing necessary for fulfilling our services, including membership management, class bookings, and facility access.
7. Third-Party Data Sharing
We may share your information with trusted third parties only when necessary to deliver our services, such as payment processors, direct debit providers for membership payments, and software providers for class booking systems.
All third-party providers are bound by strict data protection agreements compliant with UK GDPR requirements. We never sell your personal information to marketing companies.
8. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Access personal information we hold about you
- Request correction of inaccurate personal data
- Request deletion of your personal data
- Object to processing of your personal data
- Request transfer of your data to another service provider
To exercise these rights, contact us at: [email protected]. We respond to all valid requests within 30 days.
9. Data Retention Period
We retain your personal data for as long as necessary to fulfil our services and legal obligations. Membership information and attendance records are typically archived for 3 years after membership ends to allow for potential re-joining and customer service support, unless you request earlier deletion.
After the retention period expires, we securely delete or anonymise your personal information, though we may retain minimal data for legal compliance purposes.
10. CCTV and Facility Security
Our facilities use CCTV for security and safety monitoring. Footage is stored securely and accessed only by authorised personnel for security incidents or health and safety investigations, in compliance with ICO guidelines.
For questions about our privacy practices or to make a complaint, contact us at: [email protected]. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
11. Policy Updates
We may update this privacy policy periodically to reflect changes in our services or legal requirements. The current version will always be available on our website, and we will notify you of significant changes that affect how we process your data.
Last updated: October 2025