Privacy Policy
Privacy Notice
The Clubhouse Gym Ltd. | Last updated 22/09/2026
This notice explains how The Clubhouse Gym Ltd. (“TCH”, “we”, “us”) uses the personal data of its members and their parents or guardians, emergency contacts and prospective members. We have tried to keep it clear and short. If anything is unclear, please ask us.
1. Who we are
TCH is the “controller” of your personal data, which means we decide how and why it is used.
- Company: The Clubhouse Gym Ltd., company number 15118138, registered office 11 Quarry Street, Guildford, England, GU1 3UY.
- Contact for all data protection matters: info@theclubhousegym.com
- ICO registration number: ICO:00011130227
2. What personal data we collect
| Type of data | What it includes | Where it comes from |
| Identity and contact details | Name, date of birth, email address, phone number, home address. | You (or your parent/guardian if you are under 18) |
| Membership and payment details | Membership start date, Billing Date, payment status, freezes, cancellations, any unpaid balances. Card or bank details are held by our payment provider and not by us. | You, and our payment provider |
| Emergency contact | Name, relationship and phone number of the person you nominate | You |
| Health information (special category data) | Anything you choose to tell us about your health, injuries or pregnancy, and a GP or midwife’s confirmation that you are fit to exercise | You, or your GP/midwife via you |
| Training and progress records | Assessments and measurements, goals, attendance and coaching notes | You and our coaches |
| Communications | Emails, messages, complaints and requests you send us; your phone number and profile name if you join our WhatsApp Community | You |
| Photos, video and testimonials | Your image, voice, name and any quote from you – only if you have given consent | You, or taken by us in the gym |
| Accident and incident records | What happened, who was involved, and any injury | You, staff and witnesses |
| Parent/guardian details (under-18s) | Name, relationship, contact details and signed consent | Your parent or guardian |
| CCTV | Security and crime prevention | Our cameras / entry system |
3. Why we use your data, and our legal basis
The law requires us to have a “lawful basis” for using your personal data. Health information needs an additional condition, which is why we ask for your explicit consent.
| What we use it for | Lawful basis (UK GDPR Art. 6) | Extra condition for health data (Art. 9) |
| Setting up and running your membership: sign-up, access, bookings, service messages | Contract – Art. 6(1)(b) | Not applicable |
| Taking payments and managing your account, including freezes and cancellations | Contract – Art. 6(1)(b) | Not applicable |
| Coaching and progress tracking | Contract – Art. 6(1)(b) | Not applicable |
| Recovering unpaid amounts, including passing limited details to a debt recovery service | Legitimate interests – Art. 6(1)(f): our interest in recovering money owed | Not applicable |
| Keeping accounting and tax records | Legal obligation – Art. 6(1)(c) | Not applicable |
| Recording health information you choose to share (including pregnancy) so that we can adapt your training and keep you safe | Consent – Art. 6(1)(a) | Explicit consent – Art. 9(2)(a) |
| Sharing your health information between coaches or staff | Consent – Art. 6(1)(a) | Explicit consent – Art. 9(2)(a) |
| Emergencies, including contacting your emergency contact or the emergency services | Vital interests – Art. 6(1)(d) | Vital interests – Art. 9(2)(c), where you cannot give consent |
| Accident and incident records, insurance and dealing with legal claims | Legitimate interests – Art. 6(1)(f), and legal obligation – Art. 6(1)(c) where reporting is required | Legal claims – Art. 9(2)(f) |
| Adding you to our WhatsApp Community | Consent – Art. 6(1)(a) | Not applicable |
| Using your photos, video, name or testimonials in marketing | Consent – Art. 6(1)(a) | Not applicable |
| Responding to your rights requests and complaints | Legal obligation – Art. 6(1)(c) | Not applicable |
| Security and crime prevention (CCTV) | Legitimate interests – Art. 6(1)(f) | Not applicable |
4. Your health information
You never have to tell us about your health. If you choose to (including if you are pregnant), we will record it only with your explicit consent, and use it only to keep you safe and adapt your training. It is treated as confidential and seen only by the staff member you told, unless you separately consent to us sharing it with other coaches. We will only ask for confirmation that you are fit to exercise – not your medical records. In an emergency we may pass relevant information to the emergency services or medical professionals if you cannot consent and it is necessary to protect your life or safety.
5. Who we share your data with
We do not sell your personal data. We share it only where necessary with:
- Our coaches and staff, who see only what they need to do their job
- Our payment provider: Stripe
- Our membership or booking software provider: Bsport
- Our email, website, and cloud storage providers: Google
- WhatsApp (operated by Meta Platforms), if you choose to join the WhatsApp Community. Other Community members may be able to see your phone number depending on your privacy settings
- A debt recovery service, if a balance remains unpaid
- Our accountants, insurers and professional advisers, and HMRC or other authorities where the law requires
- The emergency services or medical professionals in an emergency
Where a provider handles data on our behalf, we have a contract in place requiring it to protect your data and use it only on our instructions.
6. Transfers outside the UK
Some of our providers (including WhatsApp/Meta) may process data outside the UK. Where they do, we make sure the transfer is protected by appropriate safeguards, such as UK adequacy regulations or the ICO’s approved contract terms.
7. How long we keep your data
We keep personal data only for as long as we need it for the purposes above. Our standard periods are:
| Record | How long we keep it |
| Membership, contact and billing records | While you are a member and for 6 years afterwards (tax, accounting and contract claims) |
| Training and progress records | While you are a member and for 12 months afterwards |
| Health information you have shared | Until you withdraw consent, or 12 months after your membership ends, whichever is sooner |
| Signed health confirmations and waivers | 3 years after your membership ends, in case of legal claims |
| Emergency contact details | While you are a member |
| Accident and incident records | 3 years from the incident (or until the person turns 21, if they were under 18) |
| WhatsApp Community membership | Until you leave, withdraw consent, or your membership ends |
| Photos, video and testimonials | Until you withdraw consent; we review them every 2 years |
| Complaints and rights requests | 3 years after they are resolved |
| CCTV footage | 30 days unless needed for an incident |
When the period ends, we delete or anonymise the data.
8. Your rights
You have the right to:
- Be informed about how we use your data (this notice)
- Access a copy of your personal data
- Correct anything that is inaccurate or incomplete
- Erase your data in certain circumstances
- Restrict how we use your data in certain circumstances
- Data portability – receive data you gave us in a common format, where we use it on the basis of consent or contract
- Object to us using your data on the basis of legitimate interests
- Withdraw consent at any time, where we rely on it (see below)
To use any of these rights, email info@theclubhousegym.com. There is no charge. We will reply within one month, or tell you if we need longer (which the law allows in limited cases) and why. We may need to check your identity first. We do not make decisions about you using solely automated processing.
9. Withdrawing consent
You can withdraw any consent at any time, and it is as easy to withdraw as to give: email info@theclubhousegym.com, tell a member of staff, or (for WhatsApp) leave the Community. Withdrawing consent will not affect your membership, and does not affect anything we did lawfully before you withdrew. If you withdraw consent to us holding your health information, we may be unable to provide adapted training.
10. Children
Members aged 16–17 may join only with written parental consent, and anyone under 16 must be supervised. For members under 18, a parent or guardian must give or confirm any optional consent, including for photos, video and WhatsApp. We collect only the data we need.
11. Keeping your data secure
We use appropriate technical and organisational measures to protect your data, including password-protected systems and in some circumstances restricted staff access. If there is a data breach that puts you at risk, we will tell you and the ICO as the law requires.
12. Complaints
If you are unhappy with how we have handled your personal data, please tell us – by email to info@theclubhousegym.com, in writing, or in person. We will acknowledge your complaint within 30 days, investigate without undue delay, keep you updated, and tell you the outcome.
You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk, telephone 0303 123 1113. We would appreciate the chance to put things right first, but you do not have to go through us.
13. Changes to this notice
We may update this notice from time to time. The latest version is always available at https://theclubhousegym.com/privacy and from us on request. If we make significant changes, we will let you know.