1. Introduction
Welcome to The Body Project Ltd. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you join our gym, visit our website, or use our services.
Business name: The Body Project Ltd
Trading address: 12/14 The Row, New Ash Green Shopping Centre, Kent, DA3 8JB
Contact email: lukeunderdown.pt@hotmail.com
2. What Information We Collect
We may collect and process the following information about you:
• Personal details: Name, address, email, phone number, date of birth, emergency contact.
• Health and fitness information: Details provided on your PAR-Q and any medical information needed to ensure safe participation in exercise.
• Membership and payment information: Billing details, payment history, and membership records.
• CCTV footage: For safety, security, and crime prevention purposes within gym premises.
• Website and app data: Technical information such as IP address, browser type, and cookies when you use our website or app.
• Marketing preferences: Your preferences for receiving updates, offers, and communications from us.
3. How We Use Your Information
We use your personal data to:
• Manage your gym membership and provide access to our facilities.
• Ensure your safety and tailor fitness programs appropriately.
• Process payments and maintain accurate billing records.
• Contact you regarding, membership updates, or changes to our terms.
• Improve our services, website, and customer experience.
• Send marketing communications where you have opted in.
• Comply with legal obligations and health and safety requirements.
4. Legal Basis for Processing Your Data
We process your personal data under the following lawful bases:
• Contract: To deliver the services agreed upon when you join.
• Legal obligation: To meet UK health, safety, and tax requirements.
• Legitimate interest: For CCTV monitoring, service improvements, and communication with members.
• Consent: For sending marketing and promotional materials (you can withdraw consent at any time).
⸻
5. How We Store and Protect Your Data
We take appropriate security measures to protect your data against unauthorized access, loss, or misuse.
Your personal information is stored securely within systems managed by:
• ClubRight (for membership management, email newsletters, marketing, and PAR-Q data)
• London & Zurich (for payment processing and direct debits)
• Mailchimp (for email newsletters and marketing)
All third parties we work with comply with UK GDPR and are required to protect your data.
⸻
6. CCTV Footage
CCTV operates throughout our premises for the purposes of security and member safety.
Images are stored securely and only accessed by authorized personnel.
Footage may be shared with law enforcement if required by law.
⸻
7. Data Retention
We only keep your personal data for as long as necessary to fulfill the purposes we collected it for, including:
• Membership and payment data: up to 6 years after your membership ends (for tax and legal purposes).
• Health and PAR-Q forms: up to 3 years after your membership ends (for safety and liability reasons).
• CCTV footage: typically retained for up to 30 days, unless required for an investigation.
⸻
8. Your Rights
Under the UK General Data Protection Regulation (UK GDPR), you have the right to:
• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data (where legally possible).
• Object to processing or withdraw consent for marketing.
• Request data portability to another provider.
To exercise your rights, contact: lukeunderdown.pt@hotmail.com
⸻
9. Marketing Communications
We may send you occasional updates about new services, promotions, or gym events.
You can opt out at any time by clicking “unsubscribe” in our emails or contacting us directly.
⸻
10. Cookies and Website Tracking
Our website uses cookies and analytics tools to improve your browsing experience and understand how visitors use our site.
You can adjust your browser settings to refuse cookies if you prefer.
⸻
11. Sharing Your Data
We do not sell or rent your personal data.
We only share it with:
• Trusted service providers (ClubRight, London & Zurich, Mailchimp) for operational purposes.
• Law enforcement or legal authorities when required by law.
All data sharing is done securely and in line with GDPR requirements.
⸻
12. Changes to This Policy
We may update this Privacy Policy occasionally. Any changes will be posted on our website with an updated date at the top of the page.
⸻
13. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:
Email: lukeunderdown.pt@hotmail.com
Address: The Body Project Ltd, 12/14 The Row, New Ash Green Shopping Centre, Kent, DA3 8JB