Data Privacy Policy
Last updated 15 September 2026
Last updated: 15 September 2026 — FIT Partnership DPO
Who is responsible for your data?
Our Privacy Notice applies to the personal data that The Fit Partnership collects and uses.
References in this Privacy Notice to “The Fit Partnership”, “we”, “us” or “our” means The Fit Partnership Limited (a company registered in England and Wales with registration no. 10363366 and registered office at Bury Court Barn, Hole Lane, Bentley, Farnham GU10 5LZ) and all its subsidiaries (please contact us for a full list). We control the ways your personal data are collected and the purposes for which your personal data are used and are therefore the “data controller and processor” for the purposes of the GDPR 2018, UK Data Protection Act 2018 and any other applicable European data protection legislation.
Categories of data we collect
We may collect and process the following categories of information about you:
| Category | Collected when… |
|---|---|
| Your title, name and surname, and your contact details (email address and/or telephone number) | You join our club, visit our club, make a booking in our studios or treatment rooms, request information about our services, or take part in one of our events |
| The company you work for/represent | Your contact is on behalf of a company, or you’re relying on a company for a special benefit |
| Information about your health, if you have a medical condition that may affect your treatment or use of the club (see “special categories of personal data” below) | You provide us with this information before an assessment, personal training session or medical protocol treatment |
| Your date of birth, company, postal address and bank details | You join our club or change your details |
| Information about your transactions, including your payment card details | You purchase The Fit Partnership products or services |
| Your site visits and CCTV | You visit our sites |
| The communications you exchange with us (emails, letters, calls, or logs of face-to-face interactions) | You contact The Fit Partnership or are contacted by The Fit Partnership |
| Your posts and messages on social media directed to The Fit Partnership | You interact with us on social media |
| Your feedback | You reply to our requests for feedback or participate in our customer surveys |
| Your preferred types of exercise/interests | You choose to provide this to a team member, or while managing your preferences on your online account |
| Analytics about how you use our website | You navigate our website |
| Information relating to your The Fit Partnership membership (e.g. a corporate discount or annual/monthly membership) | You obtain, renew or cancel your membership |
| Video images of your exercise “movements” | You take part in Personal Training and your trainer asks your permission to video some of your movements |
Other — gym equipment
We have partnered with various technologies — Balkan Strength, Carol Bikes and Vasper — to offer members the opportunity to enhance their training experience. Use of these services is optional, and you are in control of your data via use of their apps (see the service provider’s privacy notice for more information). The Fit Partnership can only view the data you give us permission to, and communicate with you via the app (if permission is given), e.g. to invite you to join club challenges.
Special categories of personal data
In the course of providing medical protocol services to you, we may collect information that is considered “special categories of personal data”, e.g. completion of a health questionnaire prior to a treatment, or the sharing of high-level biometrics from medical assessments such as VO2 level, BMI or average heart rate.
We only collect this information where you have given your explicit consent to your practitioner, it is necessary to protect your vital interests, or you have deliberately made it public. If you do not allow us to process any special category personal data, this may mean we are unable to provide all or parts of the services you have requested from us.
Data security
The Fit Partnership uses physical, managerial and technical safeguards designed to improve the integrity and security of the personal information we collect and maintain, including:
- Physical security — network security such as physical firewalls and WAFs, to help secure the networks and software used to transmit data against attacks or attempts at unauthorised access.
- Protocol security — robust data encryption controls to help protect data in transit (TLS) and at rest (AES), plus zero-trust access controls for employees accessing any part of the data or sensitive software.
- Software security — antivirus, firewall and enterprise cyber security monitoring on all IT assets, alongside mandatory device encryption and password management software.
How and why we use your personal data
To fulfil contractual obligations and provide our services to you. Club membership is a contract between The Fit Partnership and each individual member, so we require your personal data, photo ID and a picture for our database in order to issue you a membership ID unique to you, allow you club access, and enable us to verify your identity when necessary. For practitioner treatment bookings, the independent practitioner stores information regarding your treatments and any special requests in order to tailor your treatments and ensure they adhere to health, safety and insurance requirements.
To communicate with you and manage our relationship with you. We may need to contact you by email, phone, letter and/or SMS for administrative, customer service or operational reasons — these communications are not marketing, so you will continue to receive them even if you opt out of marketing (for example, changes to pricing or unplanned club closures). We will also contact you after you have visited the club as a guest, made a booking, sent us a request, filled in a web form, or contacted us on social media, and we may seek your feedback by email or SMS. If you attempt to join online or make a booking and leave our website before finishing, we may contact you to help you complete your transaction.
To personalise and improve your customer experience. We may collect information on how you use our website, which pages you visit most, and which classes/services you attend or purchase, to understand what you like and tailor content and offers accordingly. We may also post photos and/or videos on social media of special events or challenges we organise — if you take part, you may be included.
To inform you about our news and offers. We will email you with club news and negotiated offers. You can opt out at point of sale, in the member area of the app, via the “opt out/unsubscribe” option on our emails, or by replying STOP or UNSUBSCRIBE to any email/text. As a previous member, we may contact you up to 24 months after your membership ends about re-joining offers. If you have not made a purchase from us, we will only contact you with offers/events by SMS/email/phone if you have consented (except in direct response to a query) — you can withdraw this consent at any time in the same ways.
To improve our services, for administration and to protect our business interests. This includes accounting, budgeting, billing and audit, credit or other payment card verification, safety, security, statistical and marketing/profiling analysis, systems testing, maintenance, ordering of supplies, planning and development.
Other — CCTV
The Fit Partnership has CCTV installed in public areas (not changing areas). Recordings are stored on a secure server for a maximum of two months for the purpose of security.
Sharing your personal data
Your personal data may be shared with other companies within our Group. It may also be disclosed to a third party who acquires us, acquires a member of our Group, or substantially all of our assets.
We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties:
- Your employer or health club benefits provider, if your membership is via a corporate scheme and we invoice them for your subscriptions.
- An individual who pays for your membership on your behalf, to administer it on an ongoing basis.
- Postal or digital mailing companies/apps, to send communications on our behalf.
- Specialist survey companies/apps, to send surveys on our behalf (you are not obliged to respond).
- Internal independent service providers, e.g. FIT Partnership Medical Protocol Partners, so they can provide their services to you at your request.
- Bank/credit or debit card companies, to process your payments.
- Credit control companies, with prior notification, should contracted membership subscriptions or payment become overdue (per our Terms & Conditions).
- Web hosting/website providers, storing some personal data.
- IT support companies, able to access some information to assist with IT issues.
- Social media platforms, using a hashed email matched to an account to create a custom audience file, where we run social media marketing.
- POS and booking apps.
- Profiling companies, where some of your data may be temporarily shared to ensure relevance of marketing communication and profiling.
A full list of our third-party sub-processors is below. In addition to the categories above, we may disclose your personal data when required by the law of any jurisdiction to which The Fit Partnership may be subject.
Data transferred outside the UK and EEA
Some of the companies we use for our apps are situated in third countries, so some data may be transferred outside the UK and the European Economic Area (EEA). Transfers to these companies are either on the basis of adequacy, or subject to appropriate safeguards. Details of these companies are listed in the Sub-Processors section below.
Cookies
We use cookies on this website. Cookies are small text files a website asks your browser to store on your device, to remember information about you or how you use the site.
When you first visit, a banner asks you to choose which categories of cookies you’re happy with. You can change your choice at any time using the “Cookie Preferences” link in the site footer. If you disable cookies, some parts of the site may not work as intended.
| Category | Purpose | Cookies currently set |
|---|---|---|
| Necessary — always on, can’t be switched off. Set only in response to actions that amount to a request for a service, such as saving your cookie preference or protecting a form from spam/bots. | Remembering your cookie consent choice; verifying you’re not a bot when you submit a form (Cloudflare Turnstile); showing the live class and event timetable (Momence) on the Timetable and Classes & Events pages, the appointment booking board (Momence) on the Book an Appointment page, and the Google Maps embed on the Contact page, each of which is the content of that page. | fitp-cookie-consent (first-party); Cloudflare Turnstile’s own cookies (cf_clearance and similar), used only while submitting a form; Momence’s own cookies for the timetable and booking board, set only on the pages that show them; Google’s own cookies for Maps, set only on the Contact page. |
| Functional — lets optional third-party tools on the page work. Off unless you choose to allow it. | Loading our WhatsApp and email contact widget (Superchat) on every page. | Superchat’s own cookies for the contact widget, set only after you accept Functional cookies. |
| Performance — helps us understand how the site is used, to improve it. | Google Analytics 4 — measuring which pages are visited and how visitors move through the site, in aggregate. | _ga and _ga_<ID> (Google Analytics), set only after you accept Performance cookies. |
| Marketing — used to measure and improve our advertising. | Google Ads conversion tracking — measuring whether our Google ads lead to completed bookings. | Google Ads’ own cookies (such as _gcl_au), set only after you accept Marketing cookies. |
Performance and Marketing cookies are only set for visitors who have accepted that category. Until you choose, and if you reject a category, the Google tags run in Google’s “consent mode”: no cookies are set and nothing that identifies you is stored, but an anonymous signal (the page visited, the time and the type of browser) is sent to Google so it can estimate overall visitor numbers.
We also use Cloudflare Web Analytics to count visits. It sets no cookies, stores no IP address and cannot identify you, so it runs for every visitor.
If another tool is added in future, this table will be updated to name it.
Further information about cookies and the law can be found at the ICO’s guide to PECR. Deleting or blocking cookies via your browser settings may affect your experience of this and other websites.
Retention period
We will retain your personal data for the period necessary to fulfil the purposes of membership and treatment outlined in this Privacy Notice, unless a longer retention period is required or permitted by law (for example, under tax or contract law). You can request deletion of your personal data at any time — see “Your rights” below.
Your rights
Your rights are as follows, noting that they don’t apply in all circumstances:
- The right to request access to your personal data and information about how we process it.
- The right to rectification — we will correct your personal data if it’s inaccurate and complete any incomplete data. You have the ability to change certain information (such as email and address) via your online account.
- The right to erasure — you have the right to request that we delete personal data that we hold about you.
- The right to restrict processing.
- The right to object to processing — if you would like us to stop processing your personal data, you can: amend your mailing preferences in the member area of the FIT Partnership app; choose “opt out/unsubscribe” on our emails; reply STOP or UNSUBSCRIBE to any email/text; or advise a team member if they call.
- The right to data portability — move, copy or transfer your personal data.
Alternatively, email data@thefitpartnership.co.uk and a member of our team will be happy to assist you with any data queries.
Sub-processors
The Fit Partnership uses the third-party entities below (each, a “sub-processor”) to process personal data on our behalf, in accordance with contract terms between The Fit Partnership and the sub-processor.
| Sub-processor | Nature & purpose of processing | Categories of data | Location |
|---|---|---|---|
| Cloudflare | Website hosting and content delivery network | Personal data contained in user account information and text or files created by the customer | UK |
| Expand Health | Medical practitioner patient system | Personal data contained in user account information and files created by a licensed medical practitioner | EEA (Sweden, Ireland, Germany), South Africa, UK |
| Google Cloud Platform | Communications technology for product notifications | Personal data contained in product notice communications | UK |
| Mailchimp | Communications technology for product notifications and video sharing over email | Personal data in product notice communications and user-initiated shared video recordings, including comments and email messages | UK |
| Momence | Membership and booking system | Personal data in user account information and files created by the customer | EEA (Sweden, Ireland, Germany), UK, USA |
| WhatsApp (Meta) | Communications technology for customer engagement | Personal data in product notice communications | EEA (Sweden, Ireland, Germany), UK |
Updates to this Privacy Policy
We update this privacy policy when necessary — for example, because we start processing your personal data in a new way, because we want to make the information clearer, or because it’s necessary to comply with applicable data protection laws.
We encourage you to check this page from time to time. You can always check the “Last updated” date at the top of this page. If we make changes that have a substantial impact on how we process your personal data, we will communicate this on our website and app.
Contacting The Fit Partnership
If you have any questions or concerns about this Privacy Notice, or the way The Fit Partnership processes your data, or would like to exercise your rights in relation to your personal data, please contact our Data Privacy Team & DPO at data@thefitpartnership.co.uk, or write to us at: The Fit Partnership, Bury Court Barn, Hole Lane, Bentley, Farnham GU10 5LZ.
If you have a complaint or concern about how we are processing your personal information, we will endeavour to address it. If you would like to direct your complaint to a Data Protection Authority, the UK’s is the Information Commissioner’s Office — ico.org.uk/global/contact-us.
