Privacy & Cookie Policy for TrainFX Health Club
Effective Date: 1st August 2025

At TrainFX Health Club (“we,” “our,” or “us”), we are committed to protecting your privacy and ensuring that your personal information is handled safely and responsibly. This Privacy & Cookie Policy explains how we collect, use, disclose, and protect the personal data of individuals who visit our website or use our services. It also outlines your rights under applicable data protection laws.

1. Who We Are

TrainFX Health Club operates a gym facility and associated online services located in Wetherby, West Yorkshire, United Kingdom. Our website provides information about our services, supports membership management, and promotes health and fitness in the local community.

2. Scope of This Policy

This policy applies to data collected through our website and associated digital platforms. It does not extend to offline data collection unless otherwise specified.

3. What Data We Collect

We collect personal data directly from users through various interactions with our website. This includes:

• Contact Information (name, email address, phone number)
• Account Information (login credentials, membership number)
• Health or Fitness Goals (when voluntarily submitted via forms)
• Payment Information (processed securely via third-party providers)
• Device Information (IP address, browser type, device identifiers)
• Usage Data (pages visited, time spent, referral links)

4. How We Collect Data

We collect data through the following methods:

• Website forms (contact, registration, feedback)
• Account creation and login activities
• Newsletter or promotional signups
• Cookies and similar tracking technologies
• Analytics tools integrated into our platform

5. How We Use Your Information

Your personal data is used to:

• Provide and manage your gym membership
• Respond to inquiries or service requests
• Process payments and manage billing
• Send updates, newsletters, or promotions (with consent)
• Improve our website and digital services
• Comply with legal obligations and prevent fraud

We do not use your information for automated decision-making or profiling without human involvement.

6. Sharing Your Information with Third Parties

We may share your personal data with trusted third-party vendors for specific purposes, including:

• Payment processors
• IT support and hosting providers
• Email marketing platforms (for opted-in users)
• Analytics and website optimization services

All third-party partners are bound by contractual obligations to protect your data and act only on our instructions.

7. Children’s Privacy

Our website and services are not directed at children under the age of 13, and we do not knowingly collect personal data from anyone under this age. If we learn that a child has submitted personal data without parental consent, we will delete the information as required by law.

8. Legal Basis for Processing (UK and EU Users)

We rely on the following lawful bases under GDPR:

• Consent (e.g., for marketing emails)
• Contractual necessity (e.g., managing your membership)
• Legal obligations (e.g., tax or accounting compliance)
• Legitimate interests (e.g., service improvement and fraud prevention)

9. Data Storage and Security

We take your data security seriously. Our measures include:

• SSL encryption for data in transit
• Secure data storage via trusted hosting providers
• Regular security audits and vulnerability checks
• Role-based access control for internal systems

We retain your data only for as long as necessary to fulfill the purposes for which it was collected, including any legal or reporting obligations.

10. International Transfers

If we transfer your data outside the United Kingdom or European Economic Area (EEA), we ensure appropriate safeguards are in place such as standard contractual clauses approved by the relevant regulatory bodies.

11. Your Data Protection Rights

Depending on your jurisdiction, you have the following rights:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data where legally permissible
• Right to Restrict Processing: Request that we limit processing of your data in certain circumstances
• Right to Object: Object to certain uses of your data (such as direct marketing)
• Right to Data Portability: Request your data in a commonly used format to transfer elsewhere

To exercise any of these rights, please contact us at:
Email: danny[@]trainfxhealthclub.com
Postal Address: Unit 718, Thorp Arch Trading Estate, Wetherby, LS23 7BJ

12. Cookies and Tracking Technologies

Our website uses cookies to enhance user experience and monitor website traffic. These may include:

• Essential Cookies: Necessary for the website to function correctly.
• Performance and Analytics Cookies: Help us understand website usage patterns.
• Functionality Cookies: Remember preferences and improve functionality.
• Marketing Cookies: Used for advertising and promotional purposes.

You can manage or disable cookies through your browser settings. On your first visit, we provide a cookie consent banner allowing you to manage your preferences. For more information, contact us directly using the details provided above.

13. Changes to This Privacy & Cookie Policy

We reserve the right to update this policy at any time. Changes will be posted on this page with an updated revision date. Your continued use of the site after such changes constitutes your acceptance of the new terms.

14. Contact Us

If you have any questions or concerns about this Privacy & Cookie Policy or how your data is handled, please reach out to:

TrainFX Health Club
Unit 718, Thorp Arch Trading Estate
Wetherby, LS23 7BJ
danny[@]trainfxhealthclub.com
01937 849116