Privacy Policy

Introduction

At Inclusive Fitness, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our services, visit our website, or interact with our gym facilities.

We understand that your personal information is important to you, and we take our responsibility to protect it seriously. This policy applies to all personal data we collect through our website, mobile app, in-person interactions, and any other services we provide.

Who We Are

Inclusive Fitness is a welcoming fitness facility located at 122 Joseph Wilson Industrial Estate, Whitstable, CT5 3EJ. We provide inclusive fitness services, personal training, group classes, and wellness programs designed for people of all abilities and backgrounds.

For any questions about this Privacy Policy or how we handle your data, you can contact us at:

• Email: info@inclusive-fitness.co.uk
• Phone: 01227 202513
• Address: 122 Joseph Wilson Industrial Estate, Whitstable, CT5 3EJ

Information We Collect

Personal Information You Provide

We collect information that you voluntarily provide to us, including:

• Contact Information: Name, email address, phone number, postal address
• Membership Information: Membership type, payment details, emergency contact information
• Health Information: Medical conditions, fitness goals, dietary requirements, accessibility needs (only when voluntarily provided for safety and program customization)
• Communication: Messages you send us through our contact forms, emails, or phone calls
• Program Participation: Class bookings, personal training sessions, program preferences

Information We Collect Automatically

When you visit our website or use our mobile app, we may automatically collect:

• Technical Information: IP address, browser type, device information, operating system
• Usage Information: Pages visited, time spent on site, click patterns, referral sources
• Location Information: General location data (if you enable location services)

Facility Usage Information

When you visit our gym, we may collect:

• Access Information: Entry and exit times using your membership card or app
• Safety Information: CCTV footage for security and safety purposes
• Equipment Usage: Basic usage data from connected fitness equipment (anonymized)

How We Use Your Information

We use your personal information for the following purposes:

Service Provision

• Managing your membership and account
• Providing access to our facilities and services
• Customizing fitness programs to your needs and goals
• Ensuring your safety and the safety of others
• Processing payments and managing billing

Communication

• Responding to your inquiries and providing customer support
• Sending important updates about our services, policies, or your membership
• Providing information about new programs, classes, or events (with your consent)
• Sending appointment reminders and class notifications

Improvement and Analytics

• Analyzing usage patterns to improve our services
• Understanding member preferences and needs
• Developing new programs and services
• Maintaining and improving our website and mobile app

Legal and Safety

• Complying with legal obligations and regulations
• Protecting the safety and security of our members and staff
• Preventing fraud and unauthorized access
• Responding to legal requests and protecting our rights

Legal Basis for Processing

Under UK data protection law, we process your personal data based on the following legal grounds:

• Contract: To fulfill our membership agreement and provide services you've requested
• Legitimate Interest: To improve our services, ensure facility security, and communicate about relevant programs
• Consent: For marketing communications and optional health information sharing
• Legal Obligation: To comply with health and safety regulations and other legal requirements
• Vital Interests: To protect your safety or the safety of others in emergency situations

How We Share Your Information

We do not sell your personal information to third parties. We may share your information in the following limited circumstances:

Service Providers

We work with trusted third-party service providers who help us operate our business, including:

• Payment processing companies
• IT support and hosting providers
• Equipment maintenance companies
• Professional services (accounting, legal)

These providers are contractually required to protect your information and use it only for the specific services they provide to us.

Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or legal proceedings
• Requests from law enforcement or regulatory authorities
• Emergency situations involving immediate danger to health or safety

Business Transfers

If our business is sold, merged, or transferred, your information may be transferred to the new owner, subject to the same privacy protections.

Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption: Sensitive data is encrypted both in transit and at rest
• Access Controls: Limited access to personal data on a need-to-know basis
• Staff Training: Regular training on data protection and privacy practices
• Physical Security: Secure storage of physical records and controlled access to facilities
• Regular Updates: Keeping our systems and security measures up to date
• Incident Response: Procedures for responding to potential data breaches

While we take security seriously, no system is 100% secure. We encourage you to take steps to protect your own information, such as using strong passwords and keeping your login credentials confidential.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods include:

• Active Members: Throughout your membership and for up to 7 years after termination for legal and tax purposes
• Health Information: Retained only as long as necessary for safety and program customization, typically deleted within 2 years of membership termination
• CCTV Footage: Automatically deleted after 30 days unless needed for security investigations
• Marketing Communications: Until you unsubscribe or withdraw consent
• Website Analytics: Anonymized data may be retained indefinitely for business analysis

Your Rights

Under UK data protection law, you have the following rights regarding your personal information:

Right of Access

You can request a copy of the personal information we hold about you.

Right to Rectification

You can ask us to correct any inaccurate or incomplete personal information.

Right to Erasure

You can request that we delete your personal information in certain circumstances.

Right to Restrict Processing

You can ask us to limit how we use your personal information in certain situations.

Right to Data Portability

You can request a copy of your personal information in a structured, machine-readable format.

Right to Object

You can object to our processing of your personal information for direct marketing or legitimate interests.

Right to Withdraw Consent

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

To exercise any of these rights, please contact us using the details provided at the beginning of this policy. We will respond to your request within one month.

Cookies and Website Technology

Our website uses cookies and similar technologies to improve your browsing experience. Cookies are small text files stored on your device that help us:

• Remember your preferences and settings
• Analyze website traffic and usage patterns
• Provide personalized content and recommendations
• Ensure website security and functionality

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our website.

Third-Party Links

Our website may contain links to third-party websites, social media platforms, or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Children's Privacy

Our services are designed for individuals aged 14 and over. For members under 18, we require parental or guardian consent before collecting any personal information. We take extra care to protect the privacy of young members and ensure appropriate supervision and safety measures.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will:

• Post the updated policy on our website
• Update the "Last Updated" date at the top of this policy
• Notify you via email or through our app if the changes significantly affect how we use your information
• Obtain your consent if required by law

We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please don't hesitate to contact us:

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator. You can contact the ICO at ico.org.uk or by calling 0303 123 1113.