InShape Health Club – Privacy Policy
Last updated: May 2025
At InShape Health Club, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR).
1. Who We Are
InShape Health Club (“we”, “us”, “our”) is a private health and fitness facility based in Louth, UK. We are the data controller for the personal data you provide.
2. What Data We Collect
We may collect and process the following information:
- Personal details (e.g. name, address, phone number, email)
- Date of birth and emergency contacts
- Health information (e.g. responses to PAR-Q forms)
- Membership and payment data
- CCTV footage for security purposes
- Communication preferences and interactions with our emails or services
3. How We Collect Your Data
We collect your data through:
- Membership sign-up forms (via ClubRight)
- Health screening forms (e.g. PAR-Q)
- Class and facility bookings
- CCTV monitoring
- Email systems (e.g. Flodesk, for newsletters or updates)
4. Why We Collect Your Data
We use your data for the following purposes:
- To manage your membership and access to the facility
- To ensure your safety when using the gym
- To communicate important updates or promotions
- To meet legal or contractual obligations
- To improve our services and user experience
We will only use your health-related data (special category data) with your explicit consent.
5. Who Has Access to Your Data
We only share your data when necessary, and only with trusted third parties, including:
- ClubRight (for member management and bookings)
- Flodesk (for sending newsletters or health tips)
- Payment providers (for processing membership fees)
CCTV footage is monitored in-house only and is not shared externally unless legally required.
6. How We Protect Your Data
Your data is stored securely using encrypted systems. We take appropriate technical and organisational measures to prevent unauthorised access, loss, or misuse.
7. Your Rights Under GDPR
You have the right to:
- Access a copy of your data
- Request correction of inaccurate data
- Request erasure of your data (“right to be forgotten”)
- Restrict or object to certain processing
- Withdraw consent at any time
To exercise your rights, email:
■ harv.inshapegym@gmail.com
8. Data Retention
We retain your personal data only as long as necessary:
- For the duration of your membership
- Up to 6 years after membership ends for legal or accounting reasons
- CCTV footage is typically stored for up to 30 days unless required for incident investigation
9. Updates to This Policy
We may update this policy from time to time. The latest version will always be available in your ClubRight account or upon request.
If you have any concerns or complaints, you can also contact the Information Commissioner's Office (ICO) at www.ico.org.uk