Factory Gym (Essex) Ltd

Membership Privacy Policy

Last Updated: 10 July 2026

Email: witham@factorygyms.co.uk

1. Data Controller

1.1

Factory Gym (Essex) Ltd is the data controller responsible for the personal data collected and processed in connection with your membership.

1.2

If you have any questions about this Privacy Policy or how your personal data is handled, please contact us at:

Email: witham@factorygyms.co.uk

2. Personal Data We Collect

2.1

We collect personal data necessary to administer memberships, operate our facilities safely, and provide our services.

2.2

The personal data we collect may include:

• Name and date of birth
• Postal address
• Email address
• Telephone number
• Emergency contact details
• Membership information and attendance records
• Access and entry records
• Payment and transaction records
• CCTV footage
• Health information provided through PAR-Q forms, health questionnaires, or health declarations

3. Special Category Data (Health Information)

3.1

We collect health-related information where necessary to ensure members can participate safely in exercise and fitness activities.

3.2

Health information is classified as Special Category Data under UK GDPR and is processed under one or more of the following lawful bases:

• Performance of a contract
• Explicit consent
• Health and safety obligations where applicable

3.3

Health information is stored securely and is only accessible to authorised personnel where necessary for health and safety, legal compliance, or safeguarding purposes.

3.4

You may withdraw your consent to the processing of health information at any time. However, this may affect our ability to provide membership services where such information is required to ensure safe participation.

4. How We Use Your Personal Data

We use your personal data to:

• Administer and manage your membership
• Process membership payments
• Provide access to the gym and facilities
• Maintain health and safety standards
• Contact you regarding your membership
• Respond to enquiries and support requests
• Prevent fraud and protect the security of our facilities
• Comply with legal and regulatory obligations

We do not sell or rent your personal data to third parties.

5. Sharing Your Data

We may share your personal data with:

• ClubRight and associated service providers used to administer memberships
• Payment processing providers
• IT support and hosting providers
• Professional advisers, insurers, or legal representatives where required
• Regulatory authorities, law enforcement agencies, or government bodies where legally required

All third-party providers are required to process personal data securely and in accordance with applicable data protection laws.

6. Marketing Communications

6.1

We may send you information about gym services, membership offers, promotions, events, and important updates.

6.2

Where required by law, we will obtain your consent before sending marketing communications.

6.3

You may opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email
• Updating your communication preferences through your membership account
• Contacting us directly at witham@factorygyms.co.uk

Opting out of marketing communications will not affect our ability to send essential membership and service-related communications.

7. Data Retention

We retain personal data only for as long as necessary for membership administration, legal compliance, and legitimate business purposes.

Typical retention periods include:

• Membership and payment records: up to 6 years after membership termination
• CCTV footage: normally up to 30 days unless required for investigation or legal proceedings
• Health questionnaires and PAR-Q information: retained while membership is active and for an appropriate period afterwards where necessary for legal or safety purposes

Once data is no longer required, it will be securely deleted or anonymised.

8. Data Security

8.1

We implement appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction.

8.2

Access to personal data is restricted to authorised personnel who require access for legitimate business purposes.

9. CCTV

9.1

CCTV operates throughout the gym for:

• Security and crime prevention
• Member and staff safety
• Protection of gym property and assets
• Investigation of incidents where necessary

9.2

CCTV footage is retained only for a limited period unless required for investigation, insurance purposes, or legal proceedings.

10. Your Rights

Under UK data protection law, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of personal data where applicable
• Restrict or object to certain processing activities
• Withdraw consent where processing relies upon consent
• Request transfer of your personal data to another provider where applicable

To exercise any of these rights, please contact:

Email: witham@factorygyms.co.uk

11. Data Protection Complaints

11.1

If you have concerns about how we have handled your personal data, please contact us in the first instance.

11.2

We will acknowledge and investigate data protection complaints and aim to resolve them promptly and fairly.

11.3

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Website: https://www.ico.org.uk

Telephone: 0303 123 1113

12. Changes to This Privacy Policy

12.1

We may update this Privacy Policy from time to time to reflect changes in legal requirements, regulatory guidance, business practices, or our services.

12.2

The most current version will be available through our membership system and upon request.

Factory Gym (Essex) Ltd is committed to protecting your privacy and ensuring that all personal data is handled responsibly, securely, and in accordance with applicable UK data protection legislation.