PRIVACY POLICY

PRIVACY POLICY S&G PT LIMITED

Our contact details

Address:  S&G PT Limited (Stronghold Fitness), Unit 44, Capital Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS.

Email:  info@strongholdfitness.co.uk

Date last updated:  June 2025

 

The type of personal information we collect

S&G PT Limited (Stronghold Fitness) is a data controller in relation to your personal data.  Stronghold Fitness is the trading name of S&G PT Limited.

 

We may collect and process the following categories of information about you: 

We currently collect and process the following personal information: name, home address, date of birth, email address and phone number; we may also hold next of kin information.  Where relevant, qualification certificates and/or insurance certificates may also be held. 

All information will have been given to us willingly and voluntarily by you, either directly or via our Booking App (when you create an online membership application to attend our classes or use our studio space), by email (when you contact us for more information about our services, or request a free trial, or for another purpose), when you visit our website or follow our Instagram, or via other similar avenues.

If you share personal information with us that relates to other people, for example next of kin or emergency contact information, you must first check with that person that they are happy for you to share that information with us and for us to use it in accordance with this Privacy Policy.  If you share that information with us, we will assume that such consent has been given. 

 

Special categories of personal data:

In the course of providing our services to you, we may collect “special category personal data”, for example, in asking you, as part of our sign-up process, to complete a health declaration questionnaire.  This information will have been given to us willingly and voluntarily by you, either directly or via our Booking App.  By completing this health declaration questionnaire, you are giving us consent to access that information; if you do not allow us to process this special category personal data, this could result in us not being able to provide, in full, the service(s) you require us to provide for you.

 

Payment Data:

Payment information may be collected directly from you when you sign up to our Booking App, for example, if you choose a direct debit payment method to complete your purchase of our services.  Credit or debit card information will be taken by a third-party bank payment card provider who will store your credit/debit card data. Alternatively, we may have provided our bank details to you so you can make a direct payment to us. You are responsible for providing any payment information for the service(s) we provide and when making payments, any information you provide will have been input or given willingly and voluntarily by you.

 

How we get the personal information and why we have it

All of the personal information we process is provided to us willingly and voluntarily by you, either directly via email, our website or Instagram, or other similar avenues, or indirectly via our Booking App.

 

To provide our services to you:

We use the information that you have given us to administer your membership subscriptions or to fulfil any agreement we may have to provide our services to you.  Your membership/ association with S&G PT Limited (Stronghold Fitness) is a contract between S&G PT Limited and each individual member, trainer or client and we require your personal data to provide that service to you.

If you do not provide us with this information, or if you ask us to delete it, you may no longer be able to access our services.

 

To keep in contact and manage our relationship with you:

As a member, trainer or client of ours, we may need to contact you by email, phone or letter for administrative or operational purposes, for example, to let you know of a last-minute change to the class timetable or of an unexpected event that has caused our facility to close.  We may also use your information to improve our services and for the development of our business, including for marketing and promotional purposes, where we may send you information about services or events which we think may be of interest to you.

We will also use your personal data to contact you after you have made an enquiry via social media or via our website.

You should be aware that we may post on social media, photographs and videos of events that we hold and if you are involved in those events, you may be included in those photographs and videos.

CCTV and security information – security information, including CCTV footage and recordings may be made, and information for building entry keys may be taken (if relevant), if you visit our Unit (44) or the Business Centre site.  A CCTV monitor operates within our facility 24 hours a day, for the purpose of security and public safety.  We are not responsible for the security, practices or Privacy Policy for Capital Business Centre who operates 24/7 CCTV; please see their Privacy Policy for more information.

 

We may share this information with:

  • Colleagues within S&G PT Limited (Stronghold Fitness), where it is necessary for them to undertake their duties;

  • Third-party providers;

  • Booking Apps;

  • Bank/Credit or debit card companies, for the purpose of processing payments for our services;

  • Web servers/website providers, who may host or store personal data; and

  • Our social media sites.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a)    Your Consent.  In certain circumstances we will need your consent to collect and use your personal data; this is most likely when we are collecting information relating to your health, in the form of the health declaration questionnaire, for example, and by voluntarily providing this information, you are giving your consent for us to use that information.  You can withdraw your consent at any time.  You can do this by contacting us.  If you withdraw your consent, this will not affect the lawfulness of any processing that was based on your consent before its withdrawal.  If you do withdraw your consent, this may impact our ability to properly and fully provide our services to you.

(b)    Contractual and legal obligation.  We need certain types of personal information so we can provide our services to you and perform contractual and legal obligations.

(c)    We have a legitimate interest.  Processing information is based on the legitimate interests of running our business, in order to ensure your safety, for example.

(d)    Vital interest.  The processing of information is necessary to protect someone’s life.

(e)    Public task.  The processing of information is necessary for us to perform a task in the public interest.

The processing of information carried out by us falls into one of the above permitted reasons, some of which will overlap and there may be several grounds which justify our use of your personal information.

As already mentioned, we may hold next of kin or emergency contact information that you have given us.  If you share personal information with us that relates to other people, you must first check with that person that they are happy for you to share that information with us and for us to use it in accordance with this Privacy Policy.  If you share that information with us, we will assume such consent has been given.

 

Booking or other Apps and third-party suppliers

Some of the third-party companies we use or work with to provide, for example, our Booking App system, card payment service or our website provider, and other services we might offer, may be located outside of the UK or the European Economic Area (EEA), so some data may be transferred to countries outside of the UK or EEA.  By using our Booking App system, card payment service or our website, and other services we might offer, you are agreeing to share your data with such third-party companies.

Please be aware that countries which are outside of the UK may not offer the same level of protection for personal information as in the UK. 

We are not responsible for the security, practices or Privacy Policies of any of the third-party providers that we use (or may use) or may work with for our Booking App, website or links on our sites when delivering any of our services.  Please see individual third-party service provider Privacy Policies for more information.

 

How we store your personal information

We value your privacy and are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse and we have implemented processes to store your information securely.  Although we will do our best to protect our personal information, the transmission of personal information to and from our Booking App or other sites is at your own risk.  You should only access these services within a secure environment.

 

How long we keep your data for

We will keep your personal data only for as long as is necessary to fulfil our services and obligations to you.  This means that we will keep your data for as long as you are a member of or associated with S&G PT Limited (Stronghold Fitness).  Following cancellation or termination of your membership/association we will keep your data if we have a legitimate interest and to meet our legal requirements, including health and safety and financial audit, for example.  We will store your data for no more than 6 years from the last activity on your account.  You can, of course, request that we delete your personal data at any time.  If you withdraw your consent, this may impact our ability to properly and fully provide our services to you.

 

Your data protection rights

Under data protection law you have rights, including:

Your right of access – You have the right to ask us for copies of the personal information we hold on you.

Your right to update your information – You have the right to ask us to update personal information you think is inaccurate and complete any information you think is incomplete.   It is your responsibility to ensure that all information given to us by you is complete and correct.  Please keep us informed if your personal information changes at any time.

Your right to delete your information – You have the right to ask us to delete your personal information, in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the way we process your personal information, in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information, in certain circumstances.

Your right to data portability – You have the right to ask us to provide your personal information to a third-party provider of services, or to you, in certain circumstances.  If you make such a request, we may ask you to provide us with some further information to allow us to confirm your identity.

Exercising your rights

If you want to exercise your rights, please contact us using the contact details provided at the end of this Privacy Policy.

If you make such a request, we have one month to respond to you, unless we tell you we are entitled to a longer period.  We may also ask you to provide us with some further information to allow us to confirm your identity.

Please contact us at S&G PT Limited (Stronghold Fitness), Unit 4, Carlton Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS, if you wish to make a request.

 

Changes to our Privacy Policy

We may update our Privacy Policy from time to time.  Please check frequently to see if any updates or changes have been made.

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at S&G PT Limited (Stronghold Fitness), Unit 4, Carlton Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS.

You can also complain to the ICO if you are unhappy with how we have used your data.  The ICO’s address is included below:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Helpline number:  0303 123 1113

ICO website: https://www.ico.org.uk