Privacy Policy

PRIVACY POLICY – Fitness Space

At Fitness Space we take your privacy seriously. To provide our services or inform you about our services we will need to collect details about you and your personal circumstances.

This policy sets out how we manage, share and safeguard your information.

What personal information do we hold about you?

We hold personal and sensitive data about you to deliver our services (e.g. membership)
and facilitate your interest in our services (e.g. website enquiry).

Personal Data:

  • Information about your computer and about your visits and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation ·
  • Information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services
  • Information that you provide to us when registering with us Information that you provide to us when subscribing to our website services, email notifications and/or newsletters; and any other information that you choose to send to us ·
  • Your name, surname, contact details and date of birth (email, address, telephone number, mobile number and postal address)

Sensitive Data: There are certain categories of personal data that are sensitive by nature. Depending upon the products and services that you engage us for we may need to obtain and process your personal data (particularly in relation to your health).

The primary basis on which we need to process your ‘special category’ personal data is for the performance of our contract with you, for example: ·

  • Body composition analysis
  • DNA fitness and diet results
  • Fitness programming and results tracking


Please refer to our ‘Cookies Policy Statement’ on this website. We have separated this document and our Privacy Statement to improve visibility regarding the data we hold.

What do we use your data for?

We will only use your personal information to either:·

  • Deliver our services to you.
  • The lawful basis on which we intend to process your personal data is for the performance of our ‘Contract’ with you.
  • Communicate marketing offers and information with you.
  • The lawful basis on which we intend to process your personal data is to inform you about products or services based on your preferences (consent).
  • For existing members, we will process your personal data for marketing based on Legitimate Interest, complying with soft opt-in regulations.
  • For existing ex-members, we will process this data under Legitimate Interests, complying with soft opt-in regulations.
  • New members and prospects will require consent (via our Discovery and Enrolment forms)
  • Facilitate your interest in our product or services, for example a website enquiry.
  • The lawful basis on which we intend to process your personal data in this regard is based on Legitimate Interest, on the basis you have initiated interest.

What do we do with your data?

We use your data to supply or facilitate our services to you. We engage the services of third party providers of professional services to either conduct or enhance the services we supply to you.

We may use your personal information to:

  • Administer the website
  • Improve your browsing experience by personalising the website
  • Enable your use of the services available on the website and via the systems we provide you with as part of your contract or consent
  • Provide goods purchased via the website, and supply services purchased via the website
  • Send statements and invoices to you, and collect payments from you
  • Send you general (non-marketing) commercial communications
  • Send you email notifications whichyou have specifically requested
  • Marketing communications
  • Deal with enquiries and complaints made by or about you relating to the website.·
  • All our website financial transactions are handled through our payment services providers. Fitness Space does not control this data
  • To communicate and manage our relationship with you

Who do we share your data with?

These parties may also need to process or control your personal data in the performance of their contract with us. Your personal information may be transferred electronically (e.g. via our preferred systems). We or any relevant third party, may contact you by what we believe to be the most appropriate method of
contact (phone, email, text, post).

Fitness Space is not responsible for the privacy policies or practices of any third party.

What data do we actually need?

We need the following information when you become a member: ·

  • Full name
  • Contact details (address, phone number, telephone number)
  • Email address (this may be used as your unique identifier within our system(s)
  • Date of Birth

To utilise our products or services we may need to process your sensitive data you consent to provide which includes but is not necessarily limited to, your weight, body composition analysis, and fitness programme.

You remain in control of this data via our systems, and we only collect and use this data with your knowledge and consent.

This data is however visible to us, with the exception of encrypted financial details.

If you do not provide this data, we may not be able to tailor or fully utilise your fitness program. The data we
collect is intended to improve or enhance our service and contract with you.

What do we not do with your data?

We will never share your data with third party companies for their own marketing purposes, unless with specific written consent from you.

Who controls your data?

The studio you take your membership out with is your main point of contact relating to this policy. Please find their details below:

Fitness Space Cardiff
39 Windsor Place
CF10 3BW

02922 405410


Fitness Space Cardiff is responsible to ensure your data is held in accordance with this policy, and all governance relating to all lawful compliance with Data Protection.

Fitness Space Cardiff belongs to a Franchise group. The Franchise owner shares the role of controlling your data, in relation to the core systems and processes Fitness Space Cardiff utilises.

Third party providers also share the responsibility regarding how your data is either controlled and processed.

We ensure all relevant parties have appropriate Data Sharing Agreements or contracts in place to safeguard the security and integrity of your data.

Securing your data

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure (password- and firewall- protected) servers.

Data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are responsible for keeping your password and user details confidential. We will not ask you for your password (except when you log in to the website).

It is the responsibility of any third-party provider to ensure the security of their own system or application.

Accessing the data Fitness Space holds

You are entitled to request access to the personal information we hold on you.

Requests must be made in writing to Fitness Space Cardiff and payment of £10 received. We will need to review your request and may need to clarify or confirm details with you.

Upon receipt of payment and confirmation of any additional information required, we will respond to your request within 40 calendar days.

Who can access my data in your organisation?

We may disclose information about you to any of our employees, officers, agents, suppliers or sub-contractors insofar as reasonably necessary for the purposes as set out in this Privacy Policy.

In addition,we may disclose your personal information to the extent that we are required to do so by law in connection with any legal proceedings or prospective legal proceedings: ·

In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk)

To the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Marketing Consent

From time to time we would like to contact you with details of our offers or promotions. Your preference is captured either at the point you register your interest with us, or become a new member. You may update your marketing preference with us at any time, and any marketing communication you receive from us will provide you with an option to opt-out.

Please contact Fitness Space Cardiff with any queries relating to this.

Changes to the data we hold

Please let Fitness Space Cardiff know if the personal information which we hold about you needs to be corrected or updated.

How long do we hold your data for?

We recognize our systems may link to other platforms you use as part of your fitness programme. We therefore need to keep your data on our systems to ensure you do not lose important data to you.

It is your right to request we delete any of your data we hold, which consequently will delete all personal and sensitive data linked to our systems and third party providers. You control the sensitive data our systems hold in real time via the systems we give you access to.

If you would like us to permanently delete all the data we hold, please contact us in writing.

We will ask you to provide identification.

Who can I speak to about this policy or any concerns?

If you have any questions about this privacy policy or our treatment of your personal information, please write to us by email to:

Fitness Space Cardiff
39 Windsor Place
CF10 3BW