Privacy Policy

Fitness @ London Fields

Last updated: 21/09/2026

1. Introduction

Welcome to Fitness @ London Fields ("we", "us", "our"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, use our gym facilities, or otherwise interact with us as a member, prospective member, or visitor.

We are the "data controller" for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller details: Fitness @ London Fields [Insert full business address] London, United Kingdom Email: [Insert contact email] Phone: [Insert contact phone number]

If you have any questions about this policy or how we handle your personal data, please contact us using the details above.

2. What Personal Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data:

Identity and contact data

  • Full name, date of birth, home address, email address, and telephone number

  • Emergency contact details

Membership and account data

  • Membership type, start date, attendance and check-in records, class bookings

  • Username and password for any online member account

Financial data

  • Payment card details, direct debit and bank account information (processed via our secure third-party payment providers)

  • Billing history and transaction records

Health and fitness data

  • Information provided in health questionnaires or Physical Activity Readiness Questionnaires (PAR-Q), including pre-existing medical conditions, injuries, or disabilities relevant to your safe use of our facilities

  • Fitness assessment results, body composition measurements, and personal training notes (where applicable)

Health data is "special category data" under UK GDPR and is treated with additional care, as set out in Section 4 below.

CCTV and images

  • CCTV footage recorded within the gym premises and car park for security purposes

  • Photographs or video taken at events, classes, or for marketing purposes (only with your consent)

Technical and usage data

  • IP address, browser type, device information, and website usage data collected via cookies and similar technologies when you visit our website (see Section 8, Cookies)

Communications data

  • Records of correspondence, enquiries, feedback, and complaints

3. How We Collect Your Data

We collect personal data:

  • Directly from you, when you register for membership, book a class, complete a health questionnaire, make a purchase, or contact us

  • Automatically, through your use of our website (via cookies and analytics tools) and our access control/entry systems

  • From third parties, such as payment processors, referral partners, or corporate wellness scheme providers, where relevant

4. Legal Basis and Purposes for Processing

We process your personal data only where we have a valid legal basis to do so under UK GDPR:

Purpose Legal Basis Setting up and managing your membership, processing payments Performance of a contract Assessing your suitability to exercise safely and providing personalised fitness advice Consent / vital interests (health and safety) Sending you service-related communications (e.g. class changes, closures) Legitimate interests / performance of a contract Sending marketing communications (e.g. promotions, newsletters) Consent Maintaining CCTV for security and crime prevention Legitimate interests Complying with health and safety, tax, and other legal obligations Legal obligation Improving our website and services through analytics Consent (via cookie preferences) / legitimate interests

Where we rely on your consent (for example, for marketing or health and fitness data), you may withdraw that consent at any time by contacting us.

Health-related data (special category data) is only processed with your explicit consent, or where necessary to protect your vital interests (for example, in a medical emergency), or where necessary for health and safety purposes.

5. Sharing Your Personal Data

We do not sell your personal data. We may share your data with:

  • Payment processors and card providers, to process membership fees and other payments securely

  • IT and software providers, who host our membership management system, website, and booking platforms

  • Personal trainers and instructors operating at our facility, where relevant to your training

  • Insurance providers, in the event of an incident or claim

  • Regulatory authorities, law enforcement, or legal advisors, where required by law or to protect our legal rights

  • Corporate wellness or referral partners, only where you have signed up through such a scheme and consented to this sharing

All third parties who process data on our behalf are contractually required to keep your data secure and to use it only for the purposes we specify.

We do not transfer your personal data outside the UK or European Economic Area (EEA) unless appropriate safeguards are in place (such as Standard Contractual Clauses), and only where necessary (for example, where a supplier's servers are located overseas).

6. Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

  • Membership and financial records: typically retained for 6 years after your membership ends, in line with tax and accounting obligations

  • Health questionnaires: retained for the duration of your membership plus a reasonable period afterwards, then securely deleted

  • CCTV footage: typically retained for 30 days, unless required for longer in connection with an investigation or incident

  • Marketing consent records: retained until you withdraw consent or unsubscribe

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Rectify inaccurate or incomplete data

  • Erasure ("right to be forgotten") of your data, in certain circumstances

  • Restrict processing of your data in certain circumstances

  • Object to processing based on legitimate interests or for direct marketing

  • Data portability, to receive your data in a portable format

  • Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, please contact us at [Insert contact email]. We will respond within one month, as required by law.

If you are unhappy with how we have handled your personal data, you have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO): Website: www.ico.org.uk Phone: 0303 123 1113

8. Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience, remember your preferences, and understand how visitors use our site.

  • Essential cookies are necessary for the website to function (e.g. maintaining your session when booking a class) and cannot be switched off.

  • Analytics cookies (such as Google Analytics) help us understand website usage. These are only used with your consent.

  • Marketing cookies may be used to show you relevant adverts, only with your consent.

You can manage or withdraw your cookie preferences at any time via our cookie banner or your browser settings. Blocking certain cookies may affect the functionality of our website.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes secure servers, encrypted payment processing, restricted access to member records, and staff training on data protection.

10. Children's Data

Our services are intended for adults. Where we offer memberships or classes for under-18s, we obtain consent from a parent or guardian and collect only the data necessary to provide the service safely.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised "Last updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Fitness @ London Fields Unit 3 (Hawkins) and Unit 7 (The Upside Down), SMokehaus, 2-16 Bayford St, London, E8 3SE. Entrance via Sidworth Street. Phone: ‭+44 7743 795833‬