Privacy Policy
At mysite-name, we are committed to protecting your personal information while you use our fitness club facilities and services. 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 club services, including your contact details, membership preferences, health declarations, emergency contacts, and court booking history. This helps us deliver safe and personalised fitness experiences.
Technical data collected through our booking system helps improve user experience and is anonymised where possible, not linked to your personal identity without explicit consent.
2. How We Use Your Information
Your information enables us to provide comprehensive fitness services, including:
- Managing court bookings and facility reservations
- Recording health declarations for safe participation
- Maintaining membership records and payment information
- Processing coaching session bookings and class registrations
- Communicating about facility updates and schedule changes
- Providing personalised sports coaching recommendations
We handle your data responsibly, using it solely for your fitness requirements and essential business operations.
3. Health and Participation Information
Details about your health declarations, fitness levels, sports preferences, and any specific requirements for safe facility use are stored securely as confidential information. We maintain these records to ensure member safety during sports activities.
Health and participation information is accessible only to authorised coaching staff and stored on secure systems with restricted access.
4. Court Booking and Facility Usage
Information about your court reservations, coaching sessions, facility usage patterns, and sports preferences are used specifically for service delivery and facility management.
This documentation helps us ensure court availability, manage facility scheduling, and understand member preferences for service improvements.
5. Data Protection Measures
We implement robust security protocols to protect your personal information and membership details. Member data is stored on encrypted systems with access limited to authorised team members.
Our fitness club team follows strict confidentiality agreements regarding member information and facility usage patterns.
6. Sports Performance and Coaching Records
We maintain records of your coaching progress, skill development, and sports performance where relevant to your training programs. This information supports personalised coaching and helps track your athletic development.
Coaching records are accessible only to your assigned instructors and used solely for your training benefit.
7. 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 service delivery, safety management, and business administration.
8. Third-Party Information Sharing
We may share your information with trusted third parties only when essential for service delivery, such as payment processors for membership payments, or emergency services in case of sports injuries.
All third-party providers operate under strict data protection agreements meeting UK GDPR standards. We never sell your personal information or sports performance data.
9. Your Data Protection Rights
Under UK data protection laws, you have the right to:
- Access personal information we hold about you
- Request correction of inaccurate personal data
- Request deletion of your personal information
- 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.
10. Data Retention Period
We retain your personal and membership data for as long as necessary to fulfil our services and legal obligations. Membership records and sports preferences are typically maintained for 2 years after your membership ends.
Financial records are retained for 7 years for accounting and tax compliance. Health and safety information is reviewed annually and archived when no longer required.
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: November 2025