Legal Information

Privacy Policy

1. Who we are

ID FIT ("we", "us", "our") provides private 24/7 gym membership, personal training, group classes and bootcamps, based at North Weald, Essex CM16 6AR, United Kingdom. This Privacy Policy explains how we handle personal data we collect from you when you use our website (https://www.theidfit.co.uk), book a session, or contact us.

For any questions about this policy or your personal data, contact us at info@theidfit.co.uk.

2. What information we collect

• Contact details: name, email address, phone number, and any message you send via our enquiry forms or messaging channels (WhatsApp, Instagram).
• Booking and membership data: session bookings, attendance, payment information, and emergency contacts where applicable. This is processed by our booking provider (WodBoard) on our behalf.
• Health information: any health declarations, injuries, or medical conditions you choose to share with us so we can train you safely.
• Website analytics: anonymised usage data via cookies and analytics tools (e.g. page views, device type, approximate location). This does not personally identify you.
• Marketing data: if you opt in to our mailing list or follow us on social media, we may use that data to send updates and offers.

3. How we use your information

• To provide our services — managing your bookings, membership, and coaching sessions.
• To communicate with you — answering enquiries, sending booking confirmations and reminders.
• To keep you safe — recording health declarations and emergency contacts where relevant.
• To improve our website and services — using anonymised analytics data.
• To send marketing communications — only where you have given consent or have an existing customer relationship with us.
• To comply with our legal obligations — including health & safety, accounting, and tax records.

4. Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases:

• Contract: processing necessary to deliver the services you have booked or paid for.
• Legitimate interests: running and improving our business, communicating with existing customers.
• Consent: for marketing emails, non-essential cookies, and any sensitive (health) data you provide.
• Legal obligation: for accounting, tax, and health & safety records.

5. Who we share your data with

We do not sell your personal data. We share it only with trusted third parties who help us run our business:

• Booking provider (WodBoard): processes your bookings and membership records.
• Payment processors: handle subscription and one-off payments securely.
• Website hosting and analytics: our website is hosted on Cloudflare; we use standard analytics tools to understand site usage.
• Email and messaging providers: for sending you communications.
• HMRC and other authorities: where we are legally required to share information.

6. How long we keep your data

• Active customers: for the duration of your membership or coaching relationship, plus 6 years for accounting purposes.
• Enquiries that don't lead to bookings: up to 12 months.
• Marketing list subscribers: until you unsubscribe.
• Health and incident records: for the period required by insurance and health & safety regulations.

7. Your rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: request a copy of the data we hold about you.
• Right to rectification: ask us to correct inaccurate data.
• Right to erasure: ask us to delete your data, where there is no overriding reason to keep it.
• Right to restrict processing: limit how we use your data.
• Right to data portability: receive your data in a machine-readable format.
• Right to object: object to processing based on legitimate interests, including direct marketing.
• Right to withdraw consent: at any time, where we rely on consent.

To exercise any of these rights, email info@theidfit.co.uk. We will respond within one month.

If you are unhappy with how we have handled your data, you can complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website uses a small number of cookies to function correctly and to understand how visitors use the site. Essential cookies cannot be turned off. Non-essential analytics cookies are only set with your consent. You can disable cookies in your browser settings at any time.

9. Children's data

Where we provide services to people under 16 (including coaching for children), we collect personal data from a parent or legal guardian and only with their explicit consent.

10. Security

We take reasonable technical and organisational measures to protect your personal data against loss, misuse or unauthorised access. Data in transit to our website and booking systems is encrypted via HTTPS. However, no system is 100% secure — please use strong, unique passwords and keep your login details private.

11. International transfers

Some of our service providers (e.g. analytics, email, social media) may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place under UK GDPR (such as Standard Contractual Clauses or adequacy decisions).

12. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be highlighted on our website. The "Last updated" date at the top of this page shows when the policy was last revised.

Terms & Conditions

1. Introduction

These Terms & Conditions ("Terms") govern your use of ID FIT ("we", "us", "our") and the services we provide, including private 24/7 gym membership, personal training, group classes and bootcamps. By booking a session, signing up for membership, or using our website (https://www.theidfit.co.uk), you agree to these Terms.

If you do not agree, please do not use our services.

2. Bookings and membership

• Bookings are made via our website, booking platform (WodBoard), or by direct message.
• All bookings are subject to availability.
• Memberships are offered on the terms displayed at the time of purchase, including duration and price.
• We reserve the right to refuse or cancel any booking at our discretion, with a full refund where applicable.

3. Payments

• Fees must be paid in advance, in accordance with the membership or session you have selected.
• Recurring memberships are billed automatically on the same day each month or as otherwise agreed.
• We accept payment via the methods listed on our booking platform.
• Failed payments may result in suspension of access until the balance is settled.

4. Cancellations and refunds

• Single sessions: please cancel at least 12 hours in advance to avoid being charged.
• Memberships: you may cancel at any time by contacting us. Cancellations take effect at the end of the current billing period; we do not offer pro-rated refunds for partial months unless required by law.
• Free trials: no payment is taken; you can cancel before the trial ends with no obligation.
• Statutory rights: nothing in these Terms affects your statutory rights as a consumer.

5. Code of conduct

To keep our environment safe and welcoming, all members and visitors agree to:

• Treat staff and other members with respect.
• Follow safety instructions from coaches at all times.
• Use equipment as instructed and report any damage.
• Wear appropriate clothing and footwear for the activity.
• Refrain from behaviour that endangers, harasses, or disrupts others.

We reserve the right to suspend or terminate membership for serious or repeated breaches of this code, without refund.

6. Health and safety

• You confirm that you are physically fit and have no medical conditions that would put you at risk during exercise. If you have any concerns, consult your GP before participating.
• You must inform us of any injuries, medical conditions, allergies, or medication that may affect your participation.
• You participate in all sessions at your own risk. While we take all reasonable steps to ensure your safety, exercise carries inherent risks.
• We are not liable for any loss, injury, or damage arising from your participation, except where caused by our negligence and to the extent permitted by law.

7. Children and young people

Where we provide services to under-18s, the parent or legal guardian is responsible for completing all bookings, providing emergency contact information, and ensuring the child arrives and departs safely. By booking, you consent to your child participating in the activities provided.

8. Photography and media

From time to time we may take photos or video at our sessions for marketing purposes (social media, our website, advertising). If you do not wish to appear, please let us know in advance and we will accommodate your request.

9. Liability

To the fullest extent permitted by law:

• We are not liable for indirect, consequential, or economic loss.
• Our total liability for any claim arising from these Terms is limited to the fees you have paid us in the previous 12 months.
• Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

10. Personal property

We are not responsible for the loss or damage of personal belongings on the premises. Please bring only what you need and keep valuables with you or in a secure location.

11. Privacy

Our use of your personal data is governed by the Privacy Policy above, which forms part of these Terms.

12. Changes to these Terms

We may update these Terms from time to time. The latest version will always be available on our website. Continued use of our services after changes are posted constitutes acceptance of the updated Terms.

13. Governing law

These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact us

For any questions about this page or to exercise your rights under our Privacy Policy, contact us:

• Email: info@theidfit.co.uk
• Phone: 07507 066 146
• Address: North Weald, Essex CM16 6AR, United Kingdom