Privacy Policy
Barbelle (Scarborough) Ltd
Last updated: November 2026
This policy explains what personal information we collect about you, why we collect it, how we look after it and what your rights are. It applies to members, trial participants, people who enquire with us, and visitors to our website and social media.
1. Who we are
Barbelle (Scarborough) Ltd ("Barbelle", "we", "us") is the data controller for your personal information. That means we decide how and why it's used and we're responsible for looking after it.
- Address: Unit 2, 31 Northway, Scarborough, YO11 1JH
- Email: info@barbellescarborough.co.uk
- Company number: 10953304
- ICO registration number: ZA378464
If you have any questions about this policy or your information, email us at the address above and we'll get back to you.
2. What information we collect
Depending on how you use Barbelle, we may collect:
- Contact and identity details: your name, email address, phone number, home address, date of birth and emergency contact details.
- Health information: your PAR-Q (pre-exercise health questionnaire), injuries, medical conditions and anything else you tell us that affects how you train safely.
- Training and progress information: body measurements, progress photos, training records, session notes, programme details and check-in or feedback forms.
- Membership and payment information: your membership type, start date, payment history, pauses and cancellations. Card payments are handled by Stripe. We never see or store your full card details.
- Booking and attendance information: the sessions you book, attend or cancel.
- Messages: emails, texts, WhatsApp messages and social media messages you send us.
- Photos and videos: images or footage taken at the gym or at our events, where you've given consent for us to use them.
- Website and marketing information: details you submit through enquiry forms, how you respond to our emails and adverts, and basic information collected by cookies on our website.
3. How we collect it
Most of the information we hold comes directly from you: when you enquire, sign up for a trial or membership, complete your PAR-Q, book sessions, fill in feedback forms or message us. Some comes from our coaches (for example session notes and measurements taken with you) and from the systems we use to take payments and bookings.
4. Why we use it and our legal basis
UK data protection law says we need a lawful reason (a "legal basis") for using your information. Here's what we use it for and why:
| What we use it for | Information used | Legal basis |
|---|---|---|
| Setting up and running your trial or membership, taking payments and managing bookings | Contact details, membership, payment and booking information | Contract: we need it to provide the service you've signed up for |
| Keeping you safe and coaching you properly | PAR-Q and other health information | Explicit consent, which you give when you complete your PAR-Q |
| Tracking your progress and planning your training | Measurements, progress photos, training records, feedback forms | Contract, and consent for progress photos |
| Getting in touch about sessions, timetable changes and your membership | Contact details, messages | Contract and legitimate interests |
| Replying to enquiries and following up after a trial | Contact details, enquiry information | Legitimate interests in responding to people who've asked about joining |
| Sending news, offers and marketing | Name, email, phone number | Consent (you can opt out at any time) |
| Using photos and videos on our website and social media | Photos, videos, written feedback | Consent (you can withdraw it at any time) |
| Improving our service and running the business | Attendance, membership and feedback information | Legitimate interests |
| Keeping financial records and meeting legal requirements | Payment and membership information | Legal obligation (for example, HMRC record keeping) |
Health information is a "special category" of data, so we take extra care with it. Only the coaching team who need it to train you safely can see it.
5. Photos and videos
We love sharing what goes on at Barbelle, but we'll only use your photo or video on our website, social media or marketing if you've given consent. You can change your mind at any time by telling a coach or emailing us. We'll stop using the image from that point on and remove it from our channels where we reasonably can, though we can't recall printed material that's already been produced.
Progress photos you share with your coach are kept private and are never used for marketing without your separate, specific permission.
6. Children and young people
We train young people under 18 as well as adults. Because we take extra care with children's information:
- For anyone under 18, we ask a parent or guardian to complete the sign-up, PAR-Q and any consent forms, and to agree to our terms on the young person's behalf. We also collect the parent or guardian's name and contact details.
- We'll only use photos or videos of under-18s on our website, social media or marketing with a parent or guardian's consent.
- We only collect what we need to coach young people safely, and we never use their information for marketing to them directly.
- A young person who's old enough to understand their rights (usually from around 12) can make requests about their own information. A parent or guardian can also make requests on their behalf.
7. CCTV
We use CCTV in the gym purely for the safety and security of our members and team. Cameras cover the general training areas only. There are no cameras in changing rooms or anywhere you'd expect privacy, and the system records video only, with no audio.
Our legal basis for using CCTV is legitimate interests in keeping people and property safe. Footage is stored securely in the cloud using Hik-Connect, and only Abi Durrant can access it. It's normally kept for 14 days, unless we need to hold on to specific footage for longer because of an incident or legal claim. We've changed the system's default passwords and work with our installer to keep it secure.
We may share footage with the police, our insurers or legal advisers where it's needed to investigate an incident or crime. You can ask for a copy of footage of you (see section 13), though we may need to blur other people to protect their privacy. More detail is on our CCTV page.
8. Accident records
If there's an accident or injury at the gym, we record what happened in our accident book. This may include your name, contact details and details of the injury. We keep these records to meet our health and safety obligations and in case of an insurance or legal claim.
9. Who we share it with
We never sell your information. We only share it with trusted suppliers who help us run the gym, and only as much as they need. They're only allowed to use it to provide their service to us. They include:
- Stripe: membership and trial payments
- GymOS: class and session bookings
- Our CRM and email/SMS platform: managing enquiries and sending messages
- Email, messaging and cloud storage providers: such as our email provider, WhatsApp, Dropbox and Hik-Connect (our CCTV system)
- Meta (Instagram and Facebook): messages you send us there, and our adverts
- Our accountant, insurers and professional advisers: where they need it to do their job
We may also share information if the law requires it, or in an emergency where your health or safety is at risk (for example with paramedics, or with your emergency contact).
10. Transfers outside the UK
Some of our suppliers store data outside the UK, often in the USA or EU. Where they do, we make sure your information is protected to UK standards, for example through UK adequacy regulations, the UK–US Data Bridge, or approved contract clauses.
11. How long we keep it
We only keep your information for as long as we need it:
| Information | How long we keep it |
|---|---|
| PAR-Q, date of birth and address | 6 years after your membership ends |
| Payment and financial records | 6 years after the end of the financial year they relate to (HMRC requirement) |
| Email address and phone number | 1 year after your membership ends, unless you've agreed to stay on our mailing list |
| Messages | 1 year after your membership ends |
| Measurements and session notes | 6 months after your membership ends |
| Feedback forms | 1 year after your membership ends |
| Photos and videos used with consent | Until you withdraw consent, or 1 year after your membership ends if we no longer need them |
| Enquiries from people who didn't join | 12 months after your last contact with us |
| CCTV footage | 14 days, unless needed for an incident or claim |
| Accident records | 6 years after the incident |
| Records about under-18s (PAR-Q, health and accident records) | Until they turn 21, or 6 years after their membership ends if that's later |
After that, we securely delete or anonymise it.
12. How we keep it safe
All the information we hold electronically is kept on password-protected systems and devices. Access is limited to the team members who need it for their role. Paper records, if we have any, are stored securely at the gym. Our team knows how to handle personal information properly and how to report any concerns.
If there's ever a data breach that's likely to put your rights at risk, we'll tell the Information Commissioner's Office (ICO) within 72 hours where the law requires it, and let you know as soon as possible.
13. Your rights
You have the right to:
- Access the personal information we hold about you
- Correct anything that's wrong or incomplete
- Ask us to delete your information (unless we have to keep it, for example for HMRC)
- Restrict how we use your information in certain situations
- Object to us using your information based on legitimate interests, including for marketing
- Data portability: get your information in a format you can take elsewhere
- Withdraw consent at any time, where we rely on consent (this won't affect anything we did before you withdrew it)
To use any of these rights, email info@barbellescarborough.co.uk. We'll respond within one month. It's free, unless a request is clearly unfounded or excessive.
14. Marketing
We'll only send you marketing emails or texts if you've agreed to it. Every marketing email has an unsubscribe link, or you can just tell us. Even if you opt out of marketing, we'll still contact you about your membership, bookings and anything else we need to.
15. Cookies
Our website uses cookies to make it work properly and, with your permission, to understand how people use it and to show relevant adverts. You can manage or turn off non-essential cookies through the cookie banner or your browser settings.
16. Complaints
If you're unhappy with how we've handled your information, please talk to us first at info@barbellescarborough.co.uk and we'll do our best to put it right.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:
- Website: ico.org.uk
- Phone: 0303 123 1113
17. Changes to this policy
We review this policy regularly and will update it if anything changes. The latest version will always be available on our website, and we'll let members know about any significant changes.