Privacy Policy

Effective 3 April 2025

Introduction

This is our Privacy Policy, which gives you information about how Move.Fitness Club Limited collects, uses and protects any personal data that you give us when you communicate with us, create a membership or log-in or otherwise use this website. We’re the data controller for that personal data and are responsible for it.

For the purposes of the UK General Data Protection Regulation (“the Regulation”) and the Data Protection Act 2018, the controller is Move.Fitness Club Limited, whose registered office is at 78 Loughborough Road, Quorn, Loughborough, England, LE12 8DX. We are a company registered in England and Wales with registered number 15591629.

The term ‘you’ refers to any visitor to this website, including any user or member of our gym at 20 Newton Road, Heather, Coalville LE67 2RD and anyone with access to the Member Log-in areas of our website.

1. Types of Personal Data We Collect

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as:

• Identity Data

• data you provide to create a membership account or log-in with us, which may include your name, address, profile photograph, username, password, email address, telephone number, date of birth and gender.
  • Financial Data
• if you buy access to classes, day passes or you pay for a membership, we may collect financial data, such as bank account and card details, including the billing address. This is done by a third-party payment provider on our behalf, so that we never hold your payment details.
  • Transaction Data
• we may collect details about payments from and to you and services purchased.
  • Marketing and Communications Data
• your preferences in receiving marketing from us and your communications preferences
  • Technical Data
• your log-in information, your location (if made available to us), the internet protocol (IP) address used to connect your computer or device to the internet, device ID, your computer or device’s operating system and platform, your browser type and version, browser plug-in types and versions, your time zone setting, your ISP and/or mobile carrier.
  • Information about your use of our website
• information about how you interact with and use our website, products and services, such as dates and times of visits, searches made within our website, pages viewed, page response times, download errors, length of visits to certain pages, page interaction information (mouse clicks, curser movements and scrolling), phone numbers used to contact us.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

2. How Your Personal Data Is Collected

We use different methods to collect data from and about you including through:

2.1          your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• apply for membership or access to the gym or a specific class;
• create an account on our website;
• message us through this website or messaging and social media apps, telephone us, email us or write to us;
• visit pages on this website;
• purchase a service (such as access to a class);
• take out a membership;
• upload it to your account page;
• report a problem to us; or
• take part in a competition or reply to a survey.

2.2          automated technologies or interactions. As you interact with our website, we will automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.  Please see our cookie policy for further details. We may also use manual or automatic scanning of messages and anything uploaded to our website so that we can identify and manage anything that breaches our website terms and conditions.

2.4          technical data collected from analytics providers, advertising networks and search information providers.   

2.5          contact, financial and transaction data collected from providers of technical or payment services.

3. How We Use Your Personal Data

3.1           The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

• Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
• Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
• Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
• Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

3.2           We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Direct Marketing

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-Party Marketing

We do not currently share personal data with third parties for their direct marketing purposes without your permission.

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting Out of Marketing

You can ask to stop sending you marketing communications at any time by (a) logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences, or (b)  following the opt-out links within any marketing communication sent to you , or (c) contacting us by email.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes, for example relating to confirmation of renewal of a membership, updates to our Terms and Conditions, and checking that your contact details are correct.

Cookies

We collect data through cookies and similar technologies.  For more information about the cookies we use and how to change your cookie preferences, please see our cookie policy.

4. Disclosures of Your Personal Data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table above.

• website developer
• email service provider
• website hosting provider
• Club Manager Limited 

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party 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.

5. International Transfers

We may transfer your personal data to service providers (including our email service provider, website hosting provider and gym management system provider) that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.  For example, at the time of writing, Club Manager Limited is hosted on infrastructure located in Nuremberg in Germany (which has an equivalent level of data protection to the UK), but uses a payment provider called Spreedly (https://www.spreedly.com/) and shares information with third party apps in accordance with its UK data protectionpolicy including Google Inc, SendGrid, Sendesk Inc, Stripe, Spreedly, GoCardless, Depb Finance Collections Plc, Harlands Services Limited, The Retention People and SmartDebit. Club Manager Limited’s privacy policy is available at https://www.clubmanagercentral.com/uk/privacy.php and any data they process on our behalf is subject to a data processing agreement between Move.Fitness Club Limited and Club Manager Limited.

6. Security

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.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data Retention

Details of retention periods for your personal data are set out in the table above.  Generally, we will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.  We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we may have to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Your Legal Rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

• Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
• You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see paragraph 3 for details of how to object to receiving direct marketing communications).
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that 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.
• Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
• If you want us to establish the data’s accuracy;
• Where our use of the data is unlawful but you do not want us to erase it;
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us.

No Fee Usually Required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What We May Need From You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time Limit to Respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

9. Contact Details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us by emailing [email protected]

Our company registered office is at 78 Loughborough Road, Quorn, Loughborough, England, LE12 8DX.

10. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

If you would like to check our registration with the Information Commissioner’s Office, you can find it on www.ico.org.uk.

11. Changes to This Policy

We keep our privacy policy under regular review.

This version was last updated on the date shown at the beginning of the policy.

Historic versions (if any) can be obtained by contacting us.

We can modify this Privacy Policy, but if we do we will notify you through our website so that you can review changes before they become effective.  If you do not agree with the changes, you may close your membership account.  Changes only apply after the stated effective date.

Your Duty to Inform Us of Changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

12. Third Party Links

This 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 policy of every website you visit.