Privacy Policy

This Privacy Policy explains how personal information is collected, used, stored and protected when you interact with In 2 Shape Gym Stourport or In 2 Shape Education.

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This includes when you visit our website, submit an enquiry, complete a Meta or Facebook Instant Form, become a gym member, enrol on a course, contact us, use our facilities or otherwise provide us with personal information.

WHO IS RESPONSIBLE FOR YOUR INFORMATION?

Two separate businesses operate from In 2 Shape Gym. Each business is an independent data controller for the personal information it collects and uses.

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In 2 Shape Gym Stourport

Bidgood Ellison Gyms Ltd, company number 13135954, trades as In 2 Shape Gym Stourport.

Bidgood Ellison Gyms Ltd is responsible for personal information connected with gym memberships, gym enquiries, personal training and other gym-related products, services and activities.

Registered and operating address:

Unit 3A, Wilden Business Park
Wilden Lane
Stourport-on-Severn
Worcestershire
DY13 9LW

Email: membership@in2shapegym.co.uk
Telephone: 0808 188 9026

In 2 Shape Education

In 2 Shape Education Ltd, company number 15283377, is a separate business which operates from within In 2 Shape Gym. In 2 Shape Education Ltd is responsible for personal information connected with education enquiries, learner applications, enrolments, qualifications, course delivery, assessments and learner support.

Registered and operating address:

Unit 3A, Wilden Business Park
Wilden Lane
Stourport-on-Severn
Worcestershire
DY13 9LW

Email: education@in2shapegym.co.uk
 

The two businesses are not the same legal entity. Information will be handled by the business relevant to your membership, service, course or enquiry. Where necessary, an enquiry may be passed securely to the correct business so that it can be answered.

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THE PERSONAL INFORMATION WE MAY COLLECT

Depending on how you interact with us, we may collect:

• Your name, address, telephone number and email address.

• Your date of birth, age and emergency contact details.

• Details submitted through our website, Meta or Facebook Instant Forms, social media, telephone calls, emails or other enquiry channels.

• Information about the gym membership, personal training service, course or other service you are interested in.

• Membership, booking, attendance and access information.

• Course applications, enrolment information, learner work, assessments, results, qualifications and support records.

• Payment, billing and transaction information. We do not normally retain complete payment-card details.

• Information about your health, injuries, medical conditions, accessibility requirements or fitness needs where this is relevant to providing a safe service.

• Your communication and marketing preferences.

• Correspondence, complaints, feedback and records of our communications with you.

• Photographs, videos or testimonials where you have agreed to their use.

• Technical information including your IP address, browser, device, website activity and cookie information.

• CCTV images where CCTV is used at our premises for safety and security.

HOW WE COLLECT YOUR INFORMATION

We may collect personal information:

• Directly from you when you contact us, join the gym, enrol on a course, complete a form or use our services.

• Through our website and Wix-hosted forms.

• Through Meta, Facebook or Instagram Instant Forms and advertising campaigns.

• Through telephone calls, email, SMS, WhatsApp and social media messages.

• Through membership, customer relationship management, learning, payment and booking systems used by us.

• Through your attendance at the gym, a course, an assessment or another event.

• From a parent or guardian where the individual is under 18.

• From another person where you have authorised them to provide information on your behalf.

HOW WE USE YOUR INFORMATION

We may use personal information to:

• Respond to gym, membership, personal training and course enquiries.

• Contact you about a service or course you have requested information about.

• Process gym memberships, bookings, course applications and enrolments.

• Provide gym services, personal training, education, assessments, qualifications and learner support.

• Manage payments, instalment plans, invoices, refunds and financial records.

• Assess whether a service or activity can be provided safely.

• Maintain membership, learner, attendance, assessment and qualification records.

• Communicate important information about your membership, booking, course or service.

• Provide customer service and handle questions, complaints and disputes.

• Improve our facilities, services, courses, advertising and website.

• Protect our premises, members, learners, staff and property.

• Prevent fraud, misuse and other unlawful activity.

• Meet our legal, regulatory, insurance, accounting and awarding-organisation obligations.

• Send marketing where we have permission or are otherwise legally allowed to do so.

OUR LAWFUL BASES

We only use personal information where we have a lawful basis under UK data-protection law.

The lawful bases we may rely upon are:

Contract

We may use your information where it is necessary to take steps at your request before entering a contract, or to perform a membership, course or service contract with you.

Legal obligation

We may use and retain information where required for taxation, accounting, safeguarding, health and safety, regulatory or other legal purposes.

Legitimate interests

We may use information where this is reasonably necessary to operate and improve our businesses, respond to enquiries, provide customer service, maintain records, protect our premises, prevent fraud and promote relevant services. When relying on legitimate interests, we consider whether our interests are balanced against your rights and reasonable expectations.

Consent

We may rely on your consent for certain marketing, photographs, videos, testimonials, cookies or uses of health information. You may withdraw consent at any time, although this will not affect processing already carried out lawfully.

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HEALTH AND OTHER SENSITIVE INFORMATION

Health information may be classed as special-category personal data.

We will only collect and use health information where it is necessary and lawful, such as to assess fitness needs, make appropriate adjustments, protect health and safety or provide a service you have requested.

Where required, we will ask for your explicit consent. Access to this information will be limited to people who reasonably need it. Withdrawing consent may affect our ability to provide a particular service safely.

MARKETING AND COURSE ENQUIRIES

If you ask for information about a gym membership, personal training service or education course, the relevant business may contact you by telephone, email, SMS or WhatsApp to respond to your enquiry.

Where legally permitted, we may also contact existing customers about closely related services. You can opt out at any time by:

• Using the unsubscribe option in a marketing email.

• Replying STOP to an SMS where that option is provided.

• Telling us during a telephone call.

• Contacting the relevant business using the details in this policy.

Opting out of marketing will not prevent us from sending essential administrative messages about an active membership, course, booking, payment or service.

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META, FACEBOOK AND INSTAGRAM LEAD FORMS

When you complete one of our Instant Forms on Facebook or Instagram, the information you submit is provided to the business named in the advert.

Gym and membership enquiries are controlled by Bidgood Ellison Gyms Ltd.

Personal Trainer course and education enquiries are controlled by In 2 Shape Education Ltd.

We use this information to respond to your enquiry, provide the information you requested and discuss the relevant service with you. Meta may separately process information under its own privacy policy. We do not control Meta’s independent use of personal information.

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WHO WE SHARE INFORMATION WITH

We do not sell personal information.

We may share information where necessary with:

• Website, hosting and form providers, including Wix.

• Advertising and social-media platforms, including Meta.

• Customer relationship management and communications providers, including GoHighLevel.

• Gym membership and administration systems, including ClubWise.

• Payment processors, banks and finance providers.

• Email, telephone, SMS and WhatsApp service providers.

• Learning platforms, assessment providers, awarding organisations and certification bodies where relevant to an education course.

• IT, security, professional, legal, insurance and accounting advisers.

• Government authorities, regulators, law-enforcement bodies or courts where required by law.

• A prospective purchaser or professional adviser if either business is sold, reorganised or transferred.

These organisations may act as our processors or as separate data controllers, depending on the service they provide. We require service providers processing information on our behalf to handle it securely and only in accordance with appropriate instructions and agreements.

INTERNATIONAL DATA TRANSFERS

Some technology and service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure appropriate legal safeguards are in place. These may include UK adequacy regulations, approved contractual clauses or other safeguards recognised under UK data-protection law.

HOW LONG WE KEEP INFORMATION

We retain personal information only for as long as reasonably necessary.

Our usual retention periods are:

• General enquiries: up to 24 months after our last meaningful contact.

• Marketing records: until you opt out or the information is no longer reasonably required.

• Gym membership and service records: for the duration of the relationship and normally up to six years afterwards where required for legal, contractual, insurance or accounting purposes.

• Course, learner, assessment and qualification records: for the period required by the relevant awarding organisation and for any additional period reasonably necessary for legal, regulatory or verification purposes.

• Payment, invoice and accounting records: normally six years after the end of the relevant financial year or transaction.

• Health information: only for as long as necessary for safety, service provision, insurance or legal purposes.

• CCTV footage: normally up to 30 days, unless footage is required to investigate an incident, protect a legal claim or meet a legal obligation.

We may retain certain information for longer where a dispute, complaint, legal claim, safeguarding matter or regulatory requirement makes this necessary.

HOW WE PROTECT YOUR INFORMATION

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

These measures may include access controls, password protection, secure systems, staff access restrictions, backups and appropriate agreements with service providers. No website, email or online system can be guaranteed to be completely secure. You should avoid sending unnecessary sensitive information through ordinary email or social-media messages.

YOUR DATA-PROTECTION RIGHTS

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

• Ask for a copy of the personal information held about you.

• Ask for inaccurate or incomplete information to be corrected.

• Ask for personal information to be deleted.

• Ask us to restrict how information is used.

• Object to processing based on legitimate interests.

• Object to direct marketing at any time.

• Withdraw consent where processing is based on consent.

• Receive certain information in a portable format.

• Complain about how your information has been handled.

These rights are not absolute and may be subject to legal exemptions.

To make a request, contact the business responsible for your information and use the subject line “Data Protection Request”. We may need to verify your identity before completing a request. We will normally respond within one month.

CHILDREN AND YOUNG PEOPLE

Where a member or learner is under 18, we may request information from and communicate with a parent or guardian where this is appropriate. We will take additional care when collecting and using information about children and young people.

COOKIES AND WEBSITE TECHNOLOGIES

Our website may use essential cookies required for security and functionality.

With your permission, it may also use analytics, advertising or similar technologies to understand website use and measure advertising performance.

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Where required, non-essential cookies should not be activated until you have made a choice through our cookie banner. You can manage cookies through the website’s cookie settings and your browser settings. Disabling certain cookies may affect some website features.

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LINKS TO OTHER WEBSITES

Our website may contain links to third-party websites and services.

Those organisations are responsible for their own privacy practices. You should read their privacy information before providing personal data.

CHANGES TO THIS POLICY

We may update this Privacy Policy when our services, systems or legal obligations change.

The latest version will be published on this page with a revised “last updated” date.

HOW TO CONTACT US

For information connected with In 2 Shape Gym Stourport, contact:

Bidgood Ellison Gyms Ltd
Trading as In 2 Shape Gym Stourport
Company number: 13135954
Email: membership@in2shapegym.co.uk
Telephone: 0808 188 9026

For information connected with Personal Trainer courses or In 2 Shape Education, contact:

In 2 Shape Education Ltd
Company number: 15283377
Email: education@in2shapegym.co.uk
Both businesses operate from:

Unit 3A, Wilden Business Park
Wilden Lane
Stourport-on-Severn
Worcestershire
DY13 9LW