Privacy Policy

1. Who we are

Gym Unity operates a network of gyms in the United Kingdom, currently including clubs in Tamworth, Lichfield, Burton and Fradley.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at contact@gymunity.co.uk.

2. Personal data we collect

The personal data we collect will depend on how you interact with Gym Unity and the services you use.

It may include the following categories of information.

a) Identity and contact information

This may include:

• Your name;
• Email address;
• Telephone number;
• Postal address;
• Date of birth, where required for membership administration;
• Membership or customer reference information; and
• Other information you provide when contacting us.

b) Membership and transaction information

When you purchase or enquire about a membership, day pass, week pass, month pass or another Gym Unity service, information processed may include:

• Membership type;
• Membership start and end dates;
• Home or preferred gym;
• Membership status;
• Purchase and transaction history;
• Payment status;
• Direct debit information processed through our relevant payment or membership provider; and
• Records relating to the administration of your membership.

We do not ordinarily need to receive or store your full payment card details where payment is processed securely by a third-party payment provider.

c) Enquiry and communication information

This may include:

• Information submitted through our website;
• Emails and other correspondence;
• Telephone enquiries;
• Social media messages; and
• Customer service and support records.

d) Gym access and usage information

Where applicable to the operation and security of our clubs, we may process information concerning your access to and use of Gym Unity facilities, such as:

• Membership access records;
• Date and time of entry;
• Club location visited; and
• Information required to administer or investigate access to our facilities.

e) CCTV information

Our physical gym locations may use CCTV for the purposes of security, crime prevention, protecting members, staff and property, and investigating incidents.

Where CCTV is in operation, appropriate notices will be displayed.

f) Marketing information

This may include:

• Your marketing preferences;
• Whether you have consented to receive particular communications;
• Records of marketing communications sent to you;
• Your interactions with those communications; and
• Your unsubscribe and opt-out preferences.

g) Technical and website usage information

When you visit our website, certain information may be collected automatically, including:

• IP address;
• Browser type and version;
• Device information;
• Operating system;
• Pages visited;
• Time spent on pages;
• Links and buttons clicked;
• Referring website or campaign; and
• Other information about how you interact with our website.

This information may be collected using cookies, analytics services and similar technologies.

3. Special category personal data

Certain information is given additional protection under data protection law and is known as “special category” personal data. This can include information concerning an individual's health.

We do not ask you to provide special category information through general website contact forms unless there is a specific and legitimate reason for doing so.

In some circumstances, information relevant to health, accessibility or fitness may be provided in connection with the safe provision of gym services. Where we process special category personal data, we will only do so where we have an appropriate lawful basis and an additional condition for processing under applicable data protection law.

Please avoid including unnecessary medical or other sensitive information in general website enquiries.

4. How we collect personal data

We may collect personal data in several ways.

Directly from you

For example, when you:

• Purchase or apply for a membership;
• Purchase a flexible gym pass;
• Complete an online form;
• Contact one of our clubs;
• Contact us by email, telephone or social media;
• Subscribe to marketing communications;
• Visit or use one of our gym facilities; or
• Otherwise provide information to us.

Automatically

Certain technical and usage information may be collected automatically when you use our website through cookies and similar technologies.

Where applicable, access systems and CCTV at our physical gym locations may also collect information automatically.

From third parties

We may receive personal data from third parties involved in providing our services, such as:

• Membership management providers;
• Payment and direct debit providers;
• Website and hosting providers;
• Analytics providers;
• Marketing and communications providers; and
• Other service providers acting on our behalf.

Our website may direct users to third-party systems in order to complete certain activities, including membership registration and payment.

5. How we use your personal data

We may use your personal data for the following purposes.

To provide and administer memberships

This includes:

• Setting up and administering your membership;
• Providing access to Gym Unity locations;
• Managing membership payments;
• Managing changes, renewals or cancellations;
• Communicating with you about your membership; and
• Maintaining membership records.

To provide gym passes and other services

We may process information to administer day passes, week passes, month passes and other services or promotions offered by Gym Unity.

To respond to enquiries

We use contact and communication information to answer questions, resolve problems and provide customer support.

To operate and secure our clubs

We may process personal data to:

• Manage access to our facilities;
• Protect members, employees, visitors and property;
• Prevent and detect crime;
• Investigate incidents;
• Maintain the safety and security of our gyms; and
• Enforce our membership terms where necessary.

To communicate important service information

We may contact you regarding:

• Your membership;
• Payments;
• Changes affecting a club;
• Changes to our services;
• Changes to relevant terms or policies; and
• Other important administrative matters.

These communications are service messages and are separate from marketing communications.

To send marketing communications

Where permitted by law, we may send information concerning:

• Gym Unity news;
• Club updates;
• New locations;
• Membership offers;
• Promotions;
• Classes;
• Events;
• Fitness-related content; and
• Other Gym Unity products and services.

To improve our website and services

We may analyse website and customer usage to understand how our services are used, improve the user experience and develop our products, services and marketing.

To comply with legal obligations

We may process and retain personal data where necessary to meet legal, regulatory, accounting, taxation, health and safety or other applicable obligations.

6. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing your personal data.

Depending on the circumstances, we may rely on:

Contract

We process personal data where necessary to enter into or perform a contract with you.

For example, this may apply when you purchase a membership or gym pass and we need to administer that service.

Consent

We may rely on your consent for certain activities, including particular forms of direct marketing and non-essential cookies where consent is legally required.

Where we rely on consent, you can withdraw it at any time.

Legitimate interests

We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

• Operating and improving our gyms;
• Responding to enquiries;
• Providing customer support;
• Maintaining appropriate business records;
• Understanding how our website and services are used;
• Protecting our facilities, members and staff;
• Preventing fraud and misuse;
• Maintaining network and information security; and
• Promoting our services where permitted by law.

Legal obligation

We may process information where necessary to comply with a legal obligation, including accounting, taxation, regulatory and legal requirements.

Other lawful grounds

In limited circumstances, other lawful grounds may apply, including where processing is necessary to protect someone's vital interests.

Where special category personal data is processed, an additional legal condition will also be required.

7. Marketing communications

We may send you marketing communications where you have consented to receive them or where another lawful basis permits us to do so.

You can opt out of marketing communications at any time by:

• Using the unsubscribe link included in an applicable marketing email; or
• Contacting us at contact@gymunity.co.uk.

Opting out of marketing does not prevent us from sending necessary service communications relating to an active membership, transaction or other service you have requested.

We may retain limited information concerning an opt-out request so that we can ensure your preference continues to be respected.

8. Cookies and similar technologies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device that allow websites to function, remember preferences and collect information about website usage.

We may use cookies and similar technologies to:

• Enable essential website functionality;
• Maintain website security;
• Remember preferences;
• Understand website traffic and performance;
• Analyse how visitors use our website;
• Improve our website and services; and
• Measure the effectiveness of marketing campaigns.

Where required by law, non-essential cookies will not be placed on your device unless you have provided the necessary consent.

You can manage your choices through our website's cookie controls, where available, and through your browser settings.

Blocking certain cookies may affect the functionality of parts of the website.

9. Sharing your personal data

We do not sell your personal data.

We may share personal data with trusted third parties where reasonably necessary for the operation of Gym Unity and the provision of our services.

These may include:

• Membership management providers;
• Payment and direct debit providers;
• Website hosting and IT providers;
• Email and communications providers;
• Analytics providers;
• Marketing service providers;
• Security and access-control providers;
• Professional advisers, including accountants, insurers and lawyers;
• Law enforcement agencies;
• Courts, regulators and public authorities; and
• Prospective purchasers, investors or advisers in connection with a corporate transaction, where legally permitted.

Where a third-party provider processes personal data on our behalf, we take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection law.

Some third parties may act as independent data controllers. Where this is the case, their own privacy notices will apply to their processing.

10. Third-party membership and payment services

Certain Gym Unity services, including membership registration or payment, may be provided through third-party websites or platforms.

When you leave our website and provide personal information directly to another organisation, that organisation may process your information under its own privacy policy.

We encourage you to review the privacy information provided by any third-party service before submitting personal data.

Where a third-party provider processes information on our behalf, we will take reasonable steps to ensure appropriate contractual and data protection safeguards are in place.

11. International transfers

Some organisations that provide services to us may process or store personal data outside the United Kingdom.

Where personal data is transferred internationally, we will take appropriate steps to ensure the transfer complies with applicable data protection law.

Depending on the circumstances, safeguards may include:

• A finding that the destination provides an adequate level of data protection;
• UK-approved contractual safeguards;
• The UK International Data Transfer Agreement;
• The UK Addendum to relevant Standard Contractual Clauses; or
• Another lawful transfer mechanism recognised under UK data protection law.

You may contact us if you would like further information about safeguards relevant to your personal data.

12. How long we keep personal data

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, regulatory, accounting and reporting requirements.

Retention periods vary according to the nature of the information and why it is being processed.

For example:

• Membership information may be retained for the duration of your membership and for an appropriate period afterwards;
• Enquiry and customer service information may be retained for a reasonable period following resolution;
• Financial and transaction records may be retained for the period required under applicable UK tax and accounting laws;
• Marketing information may be retained while you remain subscribed, with limited suppression information retained after you opt out where necessary to respect your preference;
• CCTV footage will generally be retained only for an appropriate security period unless it is required for the investigation of an incident, legal claim or other legitimate purpose.

When personal data is no longer required, we will take reasonable steps to securely delete or anonymise it.

13. How we protect your information

We take appropriate technical and organisational measures designed to protect personal data from:

• Unauthorised access;
• Accidental loss;
• Unauthorised alteration;
• Disclosure;
• Destruction; and
• Other unlawful processing.

Measures may include access controls, secure systems, encryption in transit where appropriate, staff access restrictions, backups and security procedures.

No method of electronic transmission or storage is completely secure. While we take appropriate measures to protect personal information, absolute security cannot be guaranteed.

Where a personal data breach occurs, we will assess the incident and comply with applicable notification requirements, including notification to the Information Commissioner's Office (“ICO”) and affected individuals where legally required.

14. Your data protection rights

Depending on the circumstances, UK data protection law gives you a number of rights regarding your personal data.

These may include:

Right of access

You may request confirmation of whether we process your personal data and obtain a copy of personal data we hold about you.

Right to rectification

You may ask us to correct personal data that is inaccurate or complete information that is incomplete.

Right to erasure

In certain circumstances, you may ask us to delete your personal data.

Right to restrict processing

You may have the right to ask us to restrict how we process your information in certain circumstances.

Right to object

You may object to certain processing based on our legitimate interests.

You have the right to object to the use of your personal data for direct marketing at any time.

Right to data portability

Where applicable, you may have the right to receive certain personal data in a structured, commonly used and machine-readable format or request its transfer to another organisation.

Right to withdraw consent

Where we rely on consent, you may withdraw that consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Rights concerning automated decision-making

Where applicable, you may have rights relating to decisions based solely on automated processing that produce legal or similarly significant effects.

To exercise your rights, please contact: contact@gymunity.co.uk

We may ask you for information necessary to confirm your identity before fulfilling a request.

15. Complaints

If you are concerned about how we use your personal data, please contact us in the first instance so that we have an opportunity to investigate your concerns.

You also have the right to complain to the UK supervisory authority for data protection:

Telephone: 0303 123 1113

Website: ico.org.uk

16. Third-party links

Our website may contain links to websites, platforms and services operated by third parties.

We do not control those third-party websites and are not responsible for their privacy practices.

When following a link to another website or service, we recommend reviewing that organisation's privacy policy before providing personal information.

17. Social media

Gym Unity may operate accounts on social media platforms.

If you interact with us through social media, the relevant platform may process information about you in accordance with its own privacy policy.

Information you choose to make publicly available through social media may also be visible to other users.

18. Children's privacy

Our services are not intended to collect personal data from children through the general website without an appropriate reason or lawful basis.

Where memberships or gym services are available to individuals under 18, we may apply additional requirements appropriate to their age and the relevant service, including parental or guardian involvement where necessary.

If you believe personal information relating to a child has been provided to us inappropriately, please contact contact@gymunity.co.uk.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• Our services;
• Our business operations;
• The technology we use;
• Our service providers; or
• Applicable legal or regulatory requirements.

When this Privacy Policy is updated, the “Last updated” date at the top of this page will be changed.

Where an update materially affects how we process personal data, we may take additional steps to notify affected individuals where appropriate.

20. Contact us

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how your personal information is handled, please contact:

You may also contact your local Gym Unity club using the contact details published on our website.