Mind Over Matter Fitness Centre’s privacy policy

Effective Date: 25th April 2026
Gym Name: Mind Over Matter Fitness Centre
Registered Address: Harcourt Hill Campus, Harcourt Hill, Oxford OX2 9AT
Contact Email: Mindovermatterfitnesscentre@gmail.com

 

1. INTRODUCTION

This Privacy Policy explains how [Gym Name] (“we”, “us”, “our”) collects, uses, and protects your personal data when you interact with us, including when you become a member, use our facilities, or visit our website.

We are committed to protecting your personal data and handling it in accordance with applicable data protection laws.

 

2. DATA CONTROLLER

For the purposes of data protection law, Megan Ronan is the Data Controller responsible for your personal data.

If you have any questions, please contact:
Email:mindovermatterfitnesscentre@gmail.com

 

3. PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

3.1 Identity Data

• Full name

• Date of birth

• Membership ID

3.2 Contact Data

• Address

• Email address

• Phone number

3.3 Financial Data

• Bank account details

• Payment history

3.4 Health Data (Special Category Data)

• Medical conditions relevant to exercise

• Injury information

• Fitness assessments

(Collected only where necessary and with your explicit consent)

3.5 Usage Data

• Gym attendance records

• Class bookings

• Facility usage

3.6 Technical Data

• IP address

• Website usage (if applicable)

3.7 CCTV Footage

• Images captured on-site for security and safety purposes

 

4. HOW WE COLLECT YOUR DATA

We collect data:

• Directly from you (membership forms, onboarding forms)

• Through your use of our facilities

• Via our website or apps

• Through CCTV systems on our premises

 

5. HOW WE USE YOUR DATA

We use your personal data for the following purposes:

• To manage your membership

• To process payments

• To provide access to facilities and services

• To ensure health and safety

• To communicate with you regarding your membership

• To comply with legal obligations

• To improve our services

We will only use your data where we have a lawful basis to do so.

 

6. LAWFUL BASIS FOR PROCESSING

We rely on the following legal bases:

• Contract – to provide membership services

• Legal obligation – compliance with applicable laws

• Legitimate interests – running and improving our business

• Consent – for health data and marketing communications

 

7. SHARING YOUR DATA

We may share your data with:

• Payment processors

• IT and system providers

• Professional advisors (e.g., accountants, legal advisors)

• Regulatory authorities where required

We ensure all third parties respect your data and comply with data protection laws.

 

8. DATA RETENTION

We will retain your personal data only as long as necessary:

• Active members: for the duration of membership

• Former members: up to 6 years for legal and tax purposes

• CCTV footage: typically retained for 30 days

 

9. YOUR RIGHTS

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of your data

• Object to processing

• Restrict processing

• Data portability

• Withdraw consent at any time

To exercise your rights, contact us at mindovermatterfitnesscentre@gmail.com

 

10. DATA SECURITY

We implement appropriate technical and organisational measures to protect your data, including:

• Secure storage systems

• Access controls

• Staff training

 

11. CCTV

CCTV is in operation at our premises for:

• Crime prevention

• Member and staff safety

Footage is stored securely and accessed only when necessary.

 

12. MARKETING COMMUNICATIONS

We may send you marketing communications if you have opted in.
You can unsubscribe at any time by:

• Clicking “unsubscribe” in emails

• Contacting us directly

 

13. COOKIES

Our website may use cookies to enhance user experience.
You can control cookies through your browser settings.

 

14. THIRD-PARTY LINKS

Our website or communications may contain links to third-party sites.
We are not responsible for their privacy practices.

 

15. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time.
The latest version will always be available on our website or upon request.

 

16. COMPLAINTS

If you are not satisfied with how we handle your data, you have the right to complain to the:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk

 

Acknowledgement 

☐ I confirm I have read and understood the Privacy Policy