PRIVACY POLICY
1. Introduction
At OJ Gyms, we are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, how we protect it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By joining OJ Gyms, using our website, contacting us, or interacting with us through our services or social media channels, you acknowledge that your personal information will be processed in accordance with this Privacy Policy.
OJ Gyms is the data controller responsible for the personal information we collect and process.
If you have any questions regarding this Privacy Policy or wish to exercise your data protection rights, please contact:
Email: admin@ojgyms.co.uk
2. Information Collection
We may collect and process the following personal information:
- Personal Information – Name, Date of birth, Postal address, Email address, Telephone number, Emergency contact details.
- Membership Information – Membership type, membership history, attendance and access records, booking information, gym usage.
- Payment Information – Bank account details, Direct Debit information, payment history.
Payment information is processed securely through our payment providers and we do not store your full payment card details.
Health Information – Where you voluntarily provide medical or health information through a health questionnaire or medical declaration, we will only use this information where necessary to help provide a safe exercise environment. As health information is special category personal data under UK GDPR, we process it with your explicit consent under Article 9(2)(a). Where necessary, we may also process this information where required to protect your vital interests or to establish, exercise or defend legal claims in accordance with UK GDPR.
Information We Receive From Other Sources
We may collect information through:
- Our website
- Clubright
- Re-mind Health
- GoCardless
This may include enquiries, membership applications, online forms, messages, comments, booking requests and payment information.
3. How We Collect Your Information
We collect information when you:
- Join OJ Gyms
- Complete membership forms
- Use our website
- Submit online enquiry forms
- Contact us by email
- Contact us through Facebook or Instagram
- Use the ClubRight app
- Use the Re-mind Health app
- Book classes or services
- Make payments
- Access our gym using your membership credentials
Our legitimate interests include operating and improving our gym, ensuring the safety and security of members and staff, recovering unpaid membership fees, preventing fraud, maintaining accurate business records and protecting our legal rights.
4. How We Use Your Information
We use your personal information to:
- Administer and manage your membership
- Process payments and Direct Debits
- Provide access to our facilities
- Respond to enquiries
- Contact you regarding your membership
- Send important service updates
- Improve our facilities and customer experience
- Monitor attendance and gym usage
- Comply with legal and regulatory obligations
- Prevent fraud and protect our business
- Recover outstanding debts where necessary
- Send marketing communications where permitted by law
5. Our Lawful Basis for Processing
Under UK GDPR, we process personal data using one or more of the following lawful bases:
- Performance of a contract
- Compliance with a legal obligation
- Legitimate interests (including operating our business, maintaining security, preventing fraud and recovering unpaid debts)
- Consent (where required, such as for certain marketing communications and health information)
6. Who We Share Your Information With
We only share your personal information where necessary for the operation of our business or where required by law.
- Club Right – to manage membership, bookings and access control.
- GoCardless – to securely process Direct Debit payments.
- DebtCo – Where membership fees remain unpaid, we may share relevant information with a professional debt recovery agency for the purposes of recovering outstanding amounts owed. We only share information that is necessary for this purpose.
- Professional advisers, insurers, regulators or law enforcement agencies where required by law.
We do not sell or rent your personal information to third parties.
Some of our service providers may process information outside of the United Kingdom. Where this occurs, appropriate safeguards are in place to protect your personal information in accordance with UK GDPR.
7. Marketing
Where you have consented, or where we are otherwise permitted to do so under the Privacy and Electronic Communications Regulations (PECR), we may send you information about promotions, offers, new services and gym updates.
You can unsubscribe from marketing communications at any time by using the unsubscribe link in our emails or by contacting us at admin@ojgyms.co.uk.
8. Cookies, Analytics and Website Tracking
Our website uses cookies and similar technologies to improve your experience, understand how visitors use our website and help us market our services.
These technologies may include:
- Essential website cookies required for the website to function.
- Google Analytics – to understand website traffic and how visitors use our website.
- Google reCAPTCHA – to help protect our online forms from spam and automated abuse.
- Meta Pixel – to measure advertising effectiveness and improve marketing campaigns.
- Facebook and Instagram advertising technologies – to understand interactions with our adverts and improve our marketing.
These services may collect information such as IP address, device information, browser type, pages visited, time spent on our website, referring website, general location data and interactions with our website and advertisements.
You can control or delete cookies through your browser settings and, where available, through our website’s cookie consent banner. Disabling some cookies may affect the functionality of our website.
Non-essential cookies will only be placed on your device where you have provided your consent through our cookie banner.
9. CCTV and Access Records
For the safety and security of our members, visitors, staff and premises, OJ Gyms operates CCTV within its facilities. CCTV is not used for monitoring individuals unless necessary for the prevention or detection of crime, safeguarding, investigating incidents or protecting our property.
We also maintain electronic access records showing when members enter the gym using their membership credentials.
10. How Long We Keep Your Information
We only retain personal information for as long as necessary.
- Membership records – for the duration of your membership and up to six years afterwards.
- Financial records – up to seven years.
- Enquiries from prospective members – up to twelve months.
- CCTV footage – normally between 30–90 days unless required for an investigation.
- Website analytics – in accordance with the settings of the relevant analytics provider.
Where legislation requires us to retain information for longer, we will do so. Where there is an ongoing legal dispute, insurance claim or regulatory investigation, we may retain information for longer until the matter has been resolved.
11. Security
We take appropriate technical and organisational measures to protect your personal information, including password-protected systems, secure membership management software, two-factor authentication where applicable, restricted staff access based on business need, regular software updates and security monitoring. We use encryption where appropriate to protect personal information both during transmission and while stored.
Although we take reasonable steps to protect your information, no electronic storage or transmission method can be guaranteed to be completely secure. Where required by law, we will notify affected individuals and the Information Commissioner’s Office (ICO) of any reportable personal data breach.
12. Children’s Privacy
OJ Gyms accepts members under the age of 18. Where a member is under the age of 18, a parent or legal guardian must complete and sign the membership agreement on their behalf. Members under 18 may only use the gym during designated staffed hours in accordance with our safeguarding procedures.
13. Your Rights
Under UK GDPR you have the right to:
- Access your personal information.
- Request corrections of inaccurate or incomplete information.
- Request deletion of your information where applicable.
- Request restriction of processing.
- Object to certain types of processing.
- Request transfer of your personal information where applicable.
- Withdraw consent where processing relies on your consent.
To exercise any of these rights, please contact admin@ojgyms.co.uk
If you are unhappy with how we handle your personal information, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
14. Automated Decision-Making
OJ Gyms does not carry out automated decision-making or profiling that produces legal or similarly significant effects.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, technology or our business practices. The latest version will always be available on our website, and significant changes will be communicated where appropriate.
Contact Us
If you have any questions about this Privacy Policy or how we process your personal information, please contact:
Email: admin@ojgyms.co.uk