Privacy Policy

Ilkeston Gym And Fitness Ltd Company No: 17263537 Registered Office: 19 Harrow Drive, Ilkeston, DE7 4QY Trading as: Ilkeston Gym and Fitness, 1 Wood Street, Ilkeston, DE7 8GE

Last updated: 24/07/2026

1. Who We Are

Ilkeston Gym And Fitness Ltd ("we", "us", "our") is the data controller responsible for your personal data when you use our gym, website, or member app. This policy explains what information we collect, why we collect it, and how we look after it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how your data is used, you can contact us at ilkestongym@hotmail.com.

2. Information We Collect

We collect the following types of information when you join or use our gym:

• Identity information: full name, date of birth
• Contact information: address, email address, phone number
• Membership information: membership type, join date, payment history
• Health information: answers provided in your health questionnaire (ParQ) at sign-up
• Payment information: bank details for Direct Debit collection, or card details processed securely by our payment provider
• Access and attendance information: door entry records, QR code check-in times, and visit history
• Technical information: if you use our member app or website, we may collect device information and how you interact with our services

We do not collect any more information than we need to provide our services safely and effectively.

3. How We Use Your Information

We use your information to:

• Set up and manage your membership
• Collect membership payments via Direct Debit or card
• Provide access to the gym through our door entry and check-in systems
• Identify any health considerations that may affect your safety while exercising
• Communicate with you about your membership, payments, bookings, or account
• Respond to enquiries, complaints, or requests
• Meet our legal and regulatory obligations
• Improve our services and member experience

4. Our Legal Basis For Processing

We process your personal data under the following legal bases:

• Contract: to provide the membership services you have signed up for
• Legal obligation: to meet accounting, tax, and health and safety requirements
• Legitimate interests: to run our business effectively, including maintaining accurate attendance and access records
• Consent: for marketing communications, which you can withdraw at any time

Health information collected through your ParQ is treated as special category data under UK GDPR. We only collect this with your explicit consent at sign-up and use it solely to support your safety while training.

5. Who We Share Your Information With

We may share your information with:

• ClubRight, our membership management software provider, who process your data on our behalf to manage bookings, payments, and access control
• GoCardless, our Direct Debit payment provider, for processing recurring payments
• Our card payment processor, for one-off card transactions
• Paxton, our access control system provider, for door entry management
• Regulatory bodies or authorities where we are legally required to do so

We do not sell your personal information to third parties.

6. How Long We Keep Your Information

We retain your personal data for as long as you are an active member, and for a reasonable period afterwards to meet our legal and accounting obligations, typically up to 6 years after your membership ends. Health questionnaire data is retained for the duration of your membership and securely deleted once no longer required.

7. Your Rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data, where applicable
• Object to or restrict certain processing
• Request a copy of 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 ilkestongym@hotmail.com. You also have the right to raise a concern with the Information Commissioner's Office (ICO) at www.ico.org.uk.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data, including secure storage through our membership management platform and restricted access to member records to authorised staff only.

9. Changes To This Policy

We may update this policy from time to time. Any changes will be posted here with an updated revision date.

10. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Ilkeston Gym And Fitness Ltd 1 Wood Street, Ilkeston, DE7 8GE ilkestongym@hotmail.com. 07745 985532