Privacy Notice
1. Who we are
Fit Force is the data controller for the personal information described in this notice. This means we decide how and why your information is used, and we are responsible for keeping it safe.
Our contact details are in section 8, How to contact us.
This notice applies to anyone who books a class or buys a block pass, people who enquire about our classes, and visitors to our website. It explains what we collect, why, how long we keep it, and your rights.
We will only use your information in line with UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
2. Information we collect
We collect information when you book a class or buy a pass, complete your health questionnaire, attend a class, contact us, or use our website.
| Type | Examples | Where it comes from |
|---|---|---|
| Identity and contact | Name, date of birth, email, phone number | You, when you book or enquire, and on your PAR-Q |
| Emergency contact | Name and phone number of someone we can call | You, on your PAR-Q (please tell them you have shared it) |
| Bookings and payment | Classes booked, passes bought, class credits, payment history | You and our payment provider, Stripe |
| Health and fitness | PAR-Q health questionnaire, injuries, medical conditions, pregnancy or a birth in the last 12 months, medication relevant to exercise | You, on your PAR-Q (returned by email) and when you tell us about changes |
| Class usage | Class bookings, attendance | Our booking system |
| Website | IP address, device and browser type, pages visited, cookie data | Your device, via our website, and Google, through the venue maps on our class pages |
| Communications | Emails, WhatsApp messages, complaints, feedback, social media messages | You |
| Photos and video | Photos or video taken at classes or events for promotion | Taken by Michelle. We ask your permission before using identifiable images of you. |
Health information is special category data under UK GDPR. We collect only what we need to keep you safe while exercising, and we restrict who can see it to the owner Michelle Annetts. Your questionnaire reaches us by email, which is held securely on Microsoft 365.
3. How we use your information and our lawful basis
UK GDPR requires us to have a lawful basis for each use of your information. Ours are set out below.
| What we do | Lawful basis |
|---|---|
| Set up and run your classes, take payments, manage bookings | Contract |
| Use your PAR-Q and health information to keep you safe in class | Explicit consent, given on the health questionnaire; you can withdraw it at any time, but we may then be unable to let you join the classes |
| Contact your emergency contact, or share health details with paramedics, if you are hurt or unwell | Vital interests |
| Record accidents, keep financial records and respond to lawful requests from police or HMRC | Legal obligation |
| Send service messages (class cancellations, time or venue changes) by email and WhatsApp | Contract |
| Send news and offers by email or text | Consent, or for people who have booked with us our similar-services exemption under PECR; every message has an unsubscribe link |
| Use identifiable photos or video of you for promotion, including social media | Consent, which you can withdraw at any time |
| Ask for feedback and improve our services | Legitimate interests |
We do not make decisions about you using only automated processing, and we never sell your information.
4. Who we share your information with
We share information only where needed to run our classes, and only with organisations bound to protect it.
- Service providers acting on our behalf: Stripe (payments), Microsoft 365 (email), Google (venue maps on our class pages), WhatsApp (class updates), our website host (personal server) and IT support.
- Emergency services if you are injured or unwell.
- Police, HMRC, insurers or legal advisers where the law requires it, or to deal with an incident or claim.
- A buyer of the business, if Fit Force is sold, on the same privacy terms.
Some of these providers may store data outside the UK. Where they do, they use safeguards approved under UK law.
5. How long we keep it
We keep information only as long as we need it, then delete or anonymise it. 
| Information | How long |
|---|---|
| Your account, contact details and booking history | 1 year after your last class or the expiry of your last credit |
| Health questionnaire | 1 year after your last class |
| Financial and payment records | 6 years after the end of the tax year they relate to (HMRC rules) |
| Accident and incident reports | 3 years from the incident (personal injury claim limits) |
| Attendance logs | 1 year after your last class |
| Enquiries from people who don't book | 2 months |
| Marketing list | Until you unsubscribe, or 2 years after you last engaged with us |
| Photos and video used for promotion | Until you ask us to remove them |
6. Security, cookies, marketing and children
Security. Fit Force is run by its owner, Michelle Annetts, and only she has access to your information. Digital records are kept in password-protected systems. We report reportable data breaches to the ICO within 72 hours, and tell you directly if a breach puts you at high risk.
Cookies. Our website uses essential cookies to work. Our class pages also show Google Maps, which lets Google collect your IP address and may set its own cookies.
Marketing. We will only send offers and news if you have agreed, or if you have booked with us and we are telling you about similar classes. You can opt out at any time using the unsubscribe link or by telling us at a class.
Children. Our classes are for women aged 18 and over, and we don't knowingly collect information about anyone under 18.
7. Your rights, complaints and changes
You have the right to:
- Access a copy of the information we hold about you
- Correct information that is wrong or incomplete
- Erase your information where we no longer need it (we must keep some records, such as payments, for legal reasons)
- Restrict or object to how we use it, including objecting to marketing at any time
- Move information you gave us to another provider (data portability)
- Withdraw consent where we rely on it, without affecting earlier use
To use any of these rights, email info@fit-force.co.uk or ask at a class. We will reply within one month, free of charge. We may ask for proof of identity first.
Complaints. Please tell us first so we can put things right. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Changes to this notice. We review this notice at least once a year. If we make significant changes, we will email anyone with credits or future bookings.
8. How to contact us
If you have a question about this notice or the information we hold about you, or want to use any of your rights, please contact us:
- Email: info@fit-force.co.uk
- Phone: 07882 572122
- In person: ask at a class
Last updated: 24th October 2026