Privacy Policy
This privacy policy explains how we collect and process your personal data. Personal data, or personal information, means any information about an individual from which that person can be identified. This includes information that you tell us, what we learn from you and the choices you make about the marketing you want us to send to you. This policy explains how we do this, what your rights are and how the law protects you.
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Changes to data protection law
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The law in relation to data protection has changed on the 25 May 2018 when the General Data Protection Regulation came into force in the United Kingdom and across Europe. This version was last updated on 8/09/2023. Your use of our website and services will be subject to the most current version of this privacy policy posted on our website at the time of your use. We recommend that you check the website from time to time to inform yourself of any changes in this policy or any of our other terms, and you are solely responsible for reviewing and becoming familiar with any modifications to this privacy policy.
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1. Who we are and how you can contact us
We are Gym X Ltd. Our registered office is at Unit 6, Sandbanks Business Park, West Yelland, Barnstaple, Devon EX31 3UH. You can contact us by email at liam@gymx.training. Our representative for all queries in relation to this policy and your data protection rights is Liam Holgate. When we refer to our website, we mean our website at https://www.gymx.training. We are registered with the Information Commissioner's Office as a data controller with registration number C1384708.
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2. Where we collect your personal information from
We may collect personal information about you in the following ways:
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Data you give to us:
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- Data you give to us when you register to use our services
- When you talk to us on the phone or in the gym
- When you use our website or mobile device app
- In emails or letters to us
- If you take part in our competitions or promotions
- When you give us feedback
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Data we collect when you use our services:
- Payment and transaction data
- Profile and usage data, including data we gather from the devices you use to connect to those services such as computers and mobile phones, using cookies and other internet tracking software
- CCTV: We use CCTV in our gym for health and security reasons. The images are held securely and only accessed when needed when investigating an incident.
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3. Data we collect about you
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
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- Identity data – name, username and date of birth
- Contact data – billing address, email address or telephone numbers
- Financial data – bank account and payment card details
- Transaction data – details about payments to and from you
- Technical data - internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website
- Profile data - your username and password, your preferences, feedback and survey responses
- Usage data – information about how you use our website and services
- Marketing and communications data – your preferences in receiving marketing from us and our third parties and your communication preferences
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We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
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We do not collect any special categories of personal data about you. This includes details about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
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4. How we use your personal information
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Your privacy is protected by law. We are only allowed to use personal information about you if we have a legal basis to do so, and we are required to tell you what that legal basis is. We have set out in the table below: the personal information which we collect from you, how we use it, and the legal ground on which we rely when we use the personal information.
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In some circumstances we can use your personal information if it is in our legitimate interest to do so, provided that we have told you what that legitimate interest is. A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable. If we are relying on our legitimate interests, we have set that out in the table below.
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What we use your personal information for | What personal information we collect | Our legal grounds for processing | Our legitimate interests (if applicable) |
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To make suggestions and recommendations to you about services that may be of interest to you | Identity Contact, Marketing and communications | Legitimate interests | To develop our services and grow our business |
To use data analytics to improve our website, products / services, marketing, customer relationships and experiences | Technical Usage, Profile | Legitimate interests | To define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy |
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | Identity Contact, Marketing and communications
Usage, Profile | Legitimate interests | To study how customers use our services, to develop them, to grow our business and to inform our marketing strategy |
To administer and protect our business and our website | Transaction, Technical Usage | Legitimate interests | Running our business, provision of administration and IT services, network security |
To enable you to partake in a prize draw, competition or to complete a survey | Identity Contact, Transaction | Performance of a contract with you, Legitimate interests | To study how customers use our services and to grow our business |
To manage our relationship with you, including notifying you about changes to our terms or privacy notices | Identity Contact, Transaction | Performance of a contract with you, Necessary to comply with a legal obligation, Legitimate interests | To keep our records up to date |
To manage payments or collect and recover money owed to us | Identity Contact, Transaction | Performance of a contract with you, Legitimate interests | To recover any debts owed to us |
To deliver our services and provide our facilities to you | Identity Contact, Transaction | Performance of a contract with you, Legitimate interests | Being efficient about how we deliver our services and fulfil our legal and contractual duties. |
To register you as a new customer | Identity Contact | Performance of a contract with you |
5. Who we share your personal information with
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We may share your personal information with any of the following organisations, for the purposes of providing the services which you have requested from us:
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- Agents and advisers that we use
- HM Revenue & Customs and other regulators or authorities
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You can find details of how these third parties use your personal information by looking at their privacy policies, all of which should be available on the relevant websites, or on request.
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We require all organisations who we share your data with to respect the security of your personal data and to treat it in accordance with the law. We do not allow any of our service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
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6. Change of Purpose
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We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
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If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
7. Failing to provide personal data
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Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
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8. Third party links
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Our website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or policy of every website you visit.
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9. Data security
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We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
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We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator (including the ICO) of a breach where we are legally required to do so.
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10. How long do we keep your personal information
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We will keep your personal information for as long as you are our customer.
After you stop being a customer, because you have stopped regularly using our services, we may keep your personal information for up to one year for one of the following reasons:
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- To respond to any questions or complaints from you
- To maintain our records and for financial reporting to comply with laws applicable to us
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11. Marketing
We may use your personal information to tell you about relevant services and any upcoming offers if you opt in. We can only use your personal information to send you marketing messages if we have either your consent or a legitimate interest to do so. You can ask us to stop sending you marketing messages at any time – you just need to contact us, or use the opt-out links on any marketing message sent to you.
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We will get your express opt-in consent before we share your personal data with any company other than us for marketing purposes. You can ask a third party company to stop sending you marketing messages at any time, by adjusting your marketing preferences in relation to that company or by using the opt-out links on any marketing message sent to you.
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Where you opt out of receiving marketing messages, this will not apply to personal data provided to us as a result of purchasing services or any other transaction between you and us.
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12. Your rights
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You have certain rights which are set out in the law relating to your personal information. The most important rights are set out below.
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- Getting a copy of the information we hold
- You can ask us for a copy of the personal information which we hold about you, by asking any member of our staff at GymX or by emailing us at liam@gymx.training. This is known as a data subject access request.
- You will not have to pay a fee to access your personal data, unless we believe that your request is clearly unfounded, repetitive or excessive. In such circumstances we can charge a reasonable fee or refuse to comply with your request. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month and in that case we will notify you and keep you updated.
- Telling us if information we hold is in correct. You have the right to question any information we hold about you that you think is wrong or incomplete. Please contact us by email at liam@gymx.training if you want to do this and we will take reasonable steps to check its accuracy and, if necessary, correct it.
- Telling us if you want us to stop using your personal information. You have the right to: object to our use of your personal information (known as the right to object); or ask us to delete the personal information (known as the right to erasure); or request the restriction of processing; or ask us to stop using it if there is no need for us to use it (known as the right to be forgotten). There may be legal reasons why we need to keep or use your data, which we will tell you if you exercise one of the above rights.
- Withdrawing consent. You can withdraw your consent to us using your personal information at any time. Please contact us by email at liam@gymx.training if you want to withdraw your consent. If you withdraw your consent, we may not be able to provide you with certain products or services.
- Request a transfer of data. You may ask us to transfer your personal information to a third party. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
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13. Making a complaint
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Please let us know if you are unhappy with how we have used your personal information by contacting us by email at liam@gymx.training
You also have a right to complain to the Information Commissioner’s Office. You can find their contact details at www.ico.org.uk. We would be grateful for the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.