Privacy Policy

Reform Fitness provides personal training and fitness services in Barnstaple, North Devon.

Reform Fitness is responsible for the personal information we collect and use in connection with our services.

Depending on how you interact with Reform Fitness, we may collect information including:

• Your name, email address, telephone number and contact details.
• Information you provide when making an enquiry, booking a call, joining a challenge or becoming a member.
• Membership, appointment, attendance and booking information.
• Payment and transaction information.
• Communications between you and Reform Fitness, including emails, SMS messages and notes relating to enquiries or membership.
• Information about how you interact with our website and advertising, such as browser or device information, IP address and advertising identifiers.
• Health and exercise-readiness information that you provide through a PAR-Q or during your relationship with us.

We aim to collect only the information that is reasonably necessary for providing, managing and improving our services.

When you become a client, you may be asked to complete a Physical Activity Readiness Questionnaire (PAR-Q).

This may include information about injuries, medical conditions, medication or other health considerations that may be relevant to your ability to exercise safely.

Our PAR-Q information is currently collected and stored through our membership and session-booking provider, TeamUp.

Health information is treated as special category personal data. We take additional care when handling this information and use it only where there is an appropriate lawful basis and condition for processing under applicable data protection law.

We use this information to understand factors that may affect your training and to help us provide our services appropriately and safely.

We may use your personal information to:

• Respond to enquiries about Reform Fitness.
• Contact you by telephone, email or SMS about an enquiry you have made.
• Arrange Discovery Calls, consultations and appointments.
• Provide and manage challenges, memberships, personal training and other services.
• Manage bookings and attendance.
• Process and maintain records of payments.
• Communicate important information about your membership or services.
• Provide appropriate coaching and take account of information relevant to your training.
• Maintain business, financial and administrative records.
• Improve our services and customer experience.
• Measure the effectiveness of our website and advertising.
• Send marketing communications where permitted by law.
• Meet legal, regulatory, accounting or other legitimate business requirements.

Depending on why we are using your information, we may rely on different lawful bases under UK data protection law.

Where we process special category information, such as health information, we will also rely on an appropriate additional condition for processing under UK data protection law.

When you make an enquiry with Reform Fitness, we may contact you by telephone, email or SMS in connection with that enquiry.

We may also send information about Reform Fitness services, offers and opportunities where we are permitted to do so.

You can unsubscribe from marketing emails or SMS communications using the unsubscribe or opt-out options provided, or by contacting us at info@reformnorthdevon.com .

You can object to the use of your personal information for direct marketing at any time.

We do not use health information contained within your PAR-Q to determine which marketing or advertising you receive.

We use website and advertising technologies to understand how people interact with our website and to measure the effectiveness of our advertising.

This may include technologies provided by advertising and analytics platforms such as Meta, which operates Facebook and Instagram.

For example, we may record that someone visited a page, submitted an enquiry, booked a Discovery Call or purchased one of our services. This helps us understand whether our advertising is generating meaningful results.

Some of these technologies may use cookies, browser identifiers, IP addresses or other information stored on or accessed from your device.

Where consent is required for cookies or similar tracking technologies, we will ask for it before using them.

We use third-party service providers to help us operate Reform Fitness and deliver our services.

These may include providers of:

• Customer relationship management and communications.
• Membership management and session booking.
• PAR-Q and client administration.
• Payment processing.
• Email and SMS communications.
• Website hosting and online forms.
• Advertising and analytics.
• Automation and software integration.
• Accounting and business administration.

These currently include services such as Ontraport, TeamUp, Stripe and Meta.

Some providers may process information outside the United Kingdom. Where applicable, we take appropriate steps to ensure personal information continues to receive appropriate protection.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing our services and meeting legal, accounting and administrative requirements.

Different types of information may therefore be retained for different periods.

We periodically review the information we hold and may securely delete or anonymise information that is no longer reasonably required.

We take reasonable organisational and technical measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

Where third-party systems process information on our behalf, we take reasonable steps to use appropriate service providers and limit access to information to what is appropriate for the service being provided.

Depending on the circumstances, UK data protection law gives you rights relating to your personal information.

These may include the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information in certain circumstances.
• Ask us to restrict how your information is processed.
• Object to certain types of processing.
• Withdraw consent where processing is based on consent.
• Ask for certain information to be transferred to you or another organisation where applicable.

You also have the right to object to your personal information being used for direct marketing.

If you have concerns about how Reform Fitness uses your personal information, please contact us first so that we can investigate and try to resolve your concern.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Visit the Information Commissioner's Office website

We may update this Privacy Policy from time to time to reflect changes to our services, technology, suppliers or legal requirements.

The latest version will be published on our website with its updated date.