Fosse Fitness 365 - Privacy Policy
Last updated: 30 September 2026
This policy explains what personal information Fosse Fitness 365 collects, why we use it, who we share it with and what rights you have under UK data protection law.
1. Who we are
Fosse Fitness 365, Fosse House, Syston, LE7 1NL, is the data controller. To ask about your data, email hello@fossefitness.co.uk.
2. What we collect and why
| Information | Why we use it | Lawful basis |
|---|---|---|
| Name, address, date of birth, phone, email, and a check of photo ID to confirm age | To set up and run your membership | Contract |
| Bank details for Direct Debit (held by our payment provider) | To collect your membership fees | Contract |
| Emergency contact, and parent or guardian details for under-18s | To reach someone if you are ill or hurt, and to meet our safeguarding duties | Legitimate interests; legal obligation |
| Health questionnaire answers | To keep you safe when you train | Explicit consent |
| QR entry records | To let you in, run the building and look into incidents | Contract; legitimate interests |
| CCTV images | To prevent crime, protect members and staff and settle disputes | Legitimate interests |
| Accident and incident reports | Health and safety duties and insurance | Legal obligation; legitimate interests |
| Website and cookie data | To run the website | Consent for non-essential cookies; legitimate interests otherwise |
| Marketing preferences | To send you offers and news if you opt in | Consent |
We do not sell your data, and we do not make automated decisions about you that have legal effects.
3. Entry
Entry is by QR code scan at a staffed reception desk.
4. CCTV
We use CCTV with infrared recording outside the premises, on the main gym floor and at reception. There are no cameras in changing rooms or toilets and we do not record sound. Signs tell you where CCTV is in use. Only the owner and gym manager can view footage, and only to look into an incident, complaint, accident or crime. Footage is kept for 31 days unless it is needed for an investigation. You can ask for a copy of footage of yourself using the contact details above.
5. Who we share your data with
- Our membership and payment software provider (Clubright), which handles memberships, entry and Direct Debit collection for us.
- Our IT, email and website providers.
- Our insurers, professional advisers and auditors, where needed.
- The police, local authority, children's or adult social care and other authorities, where the law requires it or where it is needed to protect someone from harm.
Our providers act only on our written instructions. If any provider stores data outside the UK, we make sure a lawful transfer safeguard is in place.
6. How long we keep your data
| Record | Kept for |
|---|---|
| Membership and payment records | 6 years after your membership ends |
| Health questionnaires | Length of your membership plus 1 year |
| QR entry records | 12 months |
| CCTV | 31 days, unless needed for an investigation |
| Accident and incident reports | At least 3 years; for under-18s, until they turn 21 |
| Complaints | 3 years |
| Safeguarding records | As long as our safeguarding advice requires |
| Marketing consent | Until you withdraw it |
7. Your rights
You can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or move it to another provider. You can withdraw any consent at any time. We will reply within one month. To use any right, email hello@fossefitness.co.uk. If you are unhappy, tell us first and we will try to put it right.
8. Children
Members aged 15 to 17 may join. We ask for a parent or guardian as emergency contact and collect only the information we need. We do not send marketing to under-18s without a parent or guardian's consent.
9. Security
We use passwords and access controls, limit access to staff who need it, and keep any paper records locked away. If there is a serious data breach, we will tell the ICO and the people affected without undue delay.
10. Cookies
Our website uses essential cookies. We only set other cookies, such as analytics, if you accept them in the cookie banner. You can change your choice at any time.
11. Changes to this policy
We will post any change on this page and tell members by email if it affects them.