Last updated: 21 October 2026
1. Who We Are
Cotswolds Health and Fitness Club LLP is committed to protecting your personal information and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, enquire about our services, become a member or participate in our exercise programmes.
Our contact details:
Cotswolds Health and Fitness Club LLP
Unit 4d, Hawthorne Court
Bourton Industrial Park
Bourton-on-the-Water
Gloucestershire
GL54 2HQ
Email: info@cotswoldsfit.co.uk
Telephone: 01451 821320
Website: www.cotswoldsfit.co.uk
2. Information We Collect
Depending on how you interact with us, we may collect:
- Personal details: Name, date of birth, address, email address and telephone number.
- Membership information: Membership type, joining date, payment status and relevant membership history.
- Health information: Relevant medical conditions, injuries, medications and other information provided through health questionnaires or exercise assessments.
- Exercise information: Fitness goals, assessments, exercise programmes and relevant progress records.
- Payment information: Transaction and payment details necessary to administer memberships and purchases.
- Website information: Information submitted through contact forms and information collected through cookies and analytics, subject to applicable consent requirements.
We collect information directly from you through our website, membership applications, questionnaires, email correspondence and in-person interactions.
3. How We Use Your Information
We use personal information to:
- Respond to enquiries.
- Process membership applications and manage memberships.
- Arrange appointments and exercise sessions.
- Provide appropriate exercise guidance and identify relevant health considerations.
- Administer Direct Debit and card payments.
- Communicate important information about memberships, opening hours and our facilities.
- Send newsletters and promotional information where permitted.
- Maintain appropriate business and accounting records.
- Improve our website and services.
4. Our Legal Basis for Using Your Information
Under UK GDPR, we process personal information where we have an appropriate lawful basis.
These may include:
Contractual necessity: To administer memberships and provide services you have requested.
Legal obligations: To maintain records or comply with applicable legal requirements.
Legitimate interests: To respond to enquiries, manage our business and communicate important operational information, where our interests are not overridden by your rights.
Consent: Where required, including certain marketing communications and optional website cookies.
Health information receives additional protection under UK GDPR. We process it only where an appropriate Article 9 condition applies, such as explicit consent where validly obtained.
5. Health and Medical Information
We may ask members to complete a health questionnaire before beginning exercise or participating in certain programmes.
This information helps us understand relevant medical conditions, injuries and exercise limitations so that we can provide appropriate guidance.
Health information is treated confidentially and is only accessible to authorised individuals who need it to provide or administer relevant services.
Where we rely on explicit consent to process health information, we will explain its purpose and how that consent can be withdrawn.
6. Membership Records and Payments
We use GoCardless to maintain membership records and administer Direct Debit payments.
We use Zettle (formerly iZettle) to process card payments.
These providers process relevant information in accordance with their own privacy policies and applicable data protection requirements.
We also retain appropriate transaction and accounting records where necessary for business administration and legal obligations.
7. Email Communications
We may contact members by email about essential matters affecting their membership, including opening hours, temporary closures and important operational changes.
We also use Mailchimp to manage newsletters and communications about gym news, classes, services and events.
Marketing communications are sent where we have an appropriate legal basis and comply with applicable electronic marketing rules.
You can unsubscribe from marketing emails at any time using the link provided in our emails.
Unsubscribing from marketing communications does not affect your membership or prevent us from contacting you about essential membership matters.
8. Website Forms
Our website uses WordPress and Ninja Forms to process enquiries and other online submissions.
Information submitted through these forms may be stored within our website database and sent to us by email.
If we offer online membership applications, information submitted through those forms may include relevant health information.
We take appropriate steps to protect information collected electronically.
9. Cookies and Analytics
Our website uses cookies and similar technologies to support website functionality and understand how visitors use the site.
We use Google Analytics for website statistics and Google Maps to help visitors locate our premises.
Our website uses Complianz to manage cookie preferences.
Where consent is required, visitors can choose whether to accept non-essential cookies.
Further information is available in our separate Cookie Policy.
10. How We Store and Protect Information
We take reasonable measures to protect personal information from unauthorised access, loss or misuse.
Paper membership applications, health questionnaires and related records are kept in a locked filing cabinet at our premises.
Electronic information may be stored in our website systems, email accounts and the third-party services described in this policy.
Access to personal information is limited to those who need it for legitimate business purposes.
11. Sharing Information
We do not sell personal information.
We may share relevant information with trusted service providers where necessary to operate our business, including payment providers, website hosting providers, email communication platforms and professional advisers.
We may also disclose information where required by law.
Some service providers may process information outside the United Kingdom. Where applicable, international transfers must be supported by appropriate safeguards under UK data protection law.
12. How Long We Keep Information
We retain personal information only for as long as necessary for the purposes for which it was collected.
Membership information is generally retained while an individual remains a member.
Following the end of a membership, certain information may be retained where necessary to meet legal obligations, resolve disputes or address potential claims.
Health information is retained only where there is an appropriate reason to do so and is subject to periodic review.
Financial records are retained in accordance with applicable accounting and tax requirements.
When information is no longer required, we take appropriate steps to securely dispose of it.
13. Your Rights
Under UK data protection law, you may have the right to:
- Access personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of information in certain circumstances.
- Restrict or object to certain processing activities.
- Request transfer of information where applicable.
- Withdraw consent where processing relies on consent.
To exercise your rights, please contact info@cotswoldsfit.co.uk.
You can also raise concerns with the Information Commissioner’s Office (ICO).
Website: https://ico.org.uk
14. Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, systems or legal requirements.
The latest version will be available on our website.