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InShape Health Club
Privacy Policy



Privacy Policy

Last updated: August 2026

At InShape Health Club Manby, we take the privacy and security of your personal information seriously.

This Privacy Policy explains what personal information we collect, how we use it, why we use it, who we may share it with, how long we keep it and the rights you have under UK data protection law.

1. Who We Are

InShape Health Club Manby (“InShape”, “we”, “us” or “our”) is operated by InShape Lincolnshire Ltd and provides health and fitness facilities in Manby, Lincolnshire.

For the purposes of UK data protection law, InShape Lincolnshire Ltd is the data controller for the personal information described in this Privacy Policy.

If you have any questions about how we use your personal information, or wish to exercise any of your data protection rights, please contact us at:

Email: harv.inshapegym@gmail.com

InShape Health Club
Inshape Lincolnshire Ltd
Eastfield farm cottage
Manby road
Lincolnshire
Ln11 8xg

2. Personal Information We Collect

Depending on your relationship with InShape, we may collect:

  • Your name, address, email address and telephone number.
  • Date of birth.
  • Emergency contact information.
  • Membership details and membership history.
  • Payment and transaction information.
  • Club access and attendance information.
  • Booking and class information.
  • Communications between you and InShape.
  • Marketing and communication preferences.
  • Information you provide through surveys, enquiries, competitions or promotions.
  • CCTV images and footage.
  • Health and fitness information you choose or are required to provide, including information supplied through PAR-Q forms, health declarations or similar safety processes.
  • Information relating to accidents, incidents or safety concerns where appropriate.
  • Technical or usage information generated through services we use to operate your membership.

Health information is classed as special-category personal data and is subject to additional protections under UK GDPR.

3. How We Collect Your Information

We may collect personal information:

  • When you join InShape.
  • Through ClubRight or other membership-management systems.
  • When you complete a PAR-Q, health declaration or other health and safety form.
  • When you book a class, appointment or service.
  • When you enter or use the Club.
  • Through CCTV systems.
  • When you contact us by email, telephone, social media, ClubRight or in person.
  • When you sign up for marketing communications.
  • When you interact with emails or communications sent by us.
  • When you make a payment.
  • When you take part in surveys, competitions, promotions or events.

We may also receive information from service providers acting on our behalf, for example payment providers or membership-management platforms.

4. How and Why We Use Your Information

We only use personal information where we have a lawful basis to do so.

Depending on the purpose, we may rely on:

Contract – where the information is needed to enter into or administer your membership agreement, including taking payments, managing access and dealing with membership requests.

Legal obligation – where we need to process information to meet a legal or regulatory requirement.

Legitimate interests – where processing is reasonably necessary for the operation, safety, security and improvement of the Club and those interests are not overridden by your rights.

Consent – where you have chosen to give us consent for a particular purpose, such as certain marketing communications.

The UK GDPR requires organisations to identify an appropriate lawful basis for each type of processing.

We may use personal information to:

  • Set up and administer your membership.
  • Process membership payments.
  • Manage Club access.
  • Manage bookings, classes and services.
  • Communicate important information about your membership.
  • Respond to enquiries and complaints.
  • Maintain the safety and security of members, staff and the Club.
  • Investigate incidents, accidents or unauthorised access.
  • Maintain and improve our services and member experience.
  • Maintain appropriate business and accounting records.
  • Meet our legal obligations.
  • Prevent or detect fraud, theft or other misuse of Club facilities.
  • Send marketing communications where permitted by law.

5. Health Information

Where we collect information about your health, medical conditions, injuries or physical readiness to exercise, this is treated as special-category personal data.

We will only process this information where we have both an appropriate lawful basis under UK GDPR and a valid condition for processing special-category information.

Depending on the circumstances, this may include your explicit consent or another condition permitted by data protection law.

Health information will only be accessed where reasonably necessary and will be handled with additional care.

6. Marketing Communications

We may use your contact details to send information about InShape services, events, offers and club news where permitted by law.

Where consent is required, you can choose whether to receive marketing and can withdraw that consent at any time.

You can unsubscribe from marketing emails using the unsubscribe option provided or contact us directly.

Stopping marketing communications will not stop important service communications relating to matters such as your membership, payments, Club access, safety or significant operational updates.

Electronic marketing is also subject to the Privacy and Electronic Communications Regulations (PECR). The ICO recognises limited circumstances where businesses may use the “soft opt-in” for marketing to existing customers, provided all of the legal conditions are met and an easy opt-out is offered.

If you opt out of a marketing channel, we will respect that preference.

7. CCTV

CCTV operates within and around InShape premises for purposes including:

  • Member and staff safety.
  • Security.
  • Crime prevention and detection.
  • Protecting Club property and equipment.
  • Investigating incidents or unauthorised access.

We generally rely on our legitimate interests in maintaining a safe and secure facility when operating CCTV.

Appropriate CCTV signage is displayed at the Club.

CCTV footage is only accessed where reasonably necessary and may be shared with the police, insurers, legal advisers or other relevant organisations where there is a lawful reason to do so.

The ICO expects organisations operating CCTV to define its purpose, provide appropriate privacy information and avoid retaining footage for longer than necessary.

8. Who We Share Personal Information With

We do not sell your personal information.

Where necessary, we may share information with trusted organisations that help us operate the Club, including:

  • ClubRight – membership management, bookings and Club administration.
  • Payment providers and Direct Debit processors.
  • Email, communications and marketing platforms, including Flodesk, where used.
  • IT, software and hosting providers.
  • Accountants and professional advisers.
  • Debt recovery providers where membership fees are properly outstanding.
  • Insurers and legal advisers where required.
  • Emergency services, law enforcement agencies or regulatory bodies where disclosure is required or permitted by law.

Where a provider processes information on our behalf, we expect appropriate contractual and security arrangements to be in place.

9. International Data Transfers

Some of the service providers we use may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with UK data protection law and that suitable safeguards are in place where required.

The ICO requires privacy notices to tell people about relevant international transfers and safeguards where applicable.

10. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information from:

  • Unauthorised access.
  • Accidental loss.
  • Misuse.
  • Disclosure.
  • Alteration.
  • Destruction.

Access to member information is restricted to those who reasonably require it for their role or to provide services to InShape.

No electronic system can be guaranteed to be completely secure, but we take proportionate steps to protect the information entrusted to us.

11. How Long We Keep Personal Information

We only keep personal information for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, insurance and dispute-resolution requirements.

Retention periods may vary depending on the type of information.

As a general guide:

  • Membership and transaction records may be retained for up to six years after the end of your membership where necessary for legal, contractual or accounting purposes.
  • Health and safety records may be retained for an appropriate period based on the purpose for which they were collected.
  • Marketing information may be retained while you remain subscribed or for as long as necessary to record an opt-out.
  • CCTV footage is normally retained only for a limited period and may be kept longer where required to investigate a particular incident or meet a legal requirement.

The UK GDPR requires personal data not to be kept for longer than necessary. CCTV retention in particular should be based on what is genuinely necessary for the purpose of the system rather than an arbitrary long period.

12. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

  • Ask for access to the personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Ask us to erase personal information in certain circumstances.
  • Ask us to restrict how information is used in certain circumstances.
  • Object to certain types of processing.
  • Receive certain personal information in a portable format where applicable.
  • Withdraw consent where processing is based on consent.
  • Object to direct marketing at any time.
  • Make a complaint about how your personal information has been handled.

These rights are not absolute and may depend on the circumstances and lawful basis for processing.

To exercise your rights, contact:

harv.inshapegym@gmail.com

We may need to verify your identity before responding to a request.

13. Complaints

If you have concerns about how we use your personal information, please contact us first so we have the opportunity to investigate.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

Details of how to contact the ICO are available through the ICO’s official website.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal requirements.

Where appropriate, significant changes will be communicated through ClubRight, email or another suitable method.

The most recent version will be made available through ClubRight or on request.

InShape Health Club Manby
Last updated: August 2026