Privacy Policy

Information We Collect

We collect only the information we need to run your membership, coach you safely and answer your questions. This includes:

• Contact details — your name, phone number and email address when you enquire, book a trial or join.
• Membership details — your plan, payment records, attendance, class bookings and freeze requests.
• Health and fitness information — details you choose to share in your pre-exercise questionnaire, injury history, assessment results and training notes. We treat this as sensitive information and collect it only with your consent.
• Website information — technical data such as browser type, device and pages visited, collected through cookies as described in our Cookie Policy.
• Communications — messages you send us through our contact form, newsletter sign-up, email or phone.

How We Use Your Information

We use personal information to:

• set up and manage your membership, bookings and payments;
• design safe, appropriate training programmes and track your progress;
• respond to enquiries, trial bookings and consultation requests;
• send service messages such as timetable changes, booking confirmations and renewal reminders;
• send our newsletter, only if you subscribe, with an unsubscribe link in every email;
• keep our facility, members and staff safe, including handling incidents;
• improve our website, classes and services using aggregated, non-identifying data;
• meet our legal, tax and accounting obligations.

Why We Are Allowed to Use It

We process your information because it is necessary to provide the membership or service you asked for, because you have given consent (for example to health information or marketing emails), because we have a legitimate interest in running a safe and well-managed gym, or because the law requires it. You can withdraw consent at any time without affecting processing that happened before.

Sharing Your Information

We do not sell or rent your personal information. We share it only when necessary with:

• Service providers who help us run the business — website hosting, email delivery, payment processing and booking tools — under agreements that require them to protect it;
• Your coach, who needs your training and health notes to coach you safely;
• Emergency services, if your health or safety is at immediate risk;
• Authorities, where we are legally required to disclose information.

How Long We Keep It

We keep membership and payment records for as long as you are a member and for up to six years afterwards to meet accounting obligations. Training notes and health questionnaires are kept for the length of your membership plus two years, then securely deleted. Enquiries that do not lead to a membership are deleted within twelve months. Newsletter details are removed as soon as you unsubscribe.

How We Protect It

Paper records are stored in locked cabinets accessible only to authorised staff. Digital records are held on password-protected systems with access limited to the people who need them. Our website uses encrypted HTTPS connections. No system is perfectly secure, but we review our safeguards regularly and will notify affected members promptly if a breach occurs that is likely to put them at risk.

Your Rights

You can ask us at any time to:

• see a copy of the personal information we hold about you;
• correct information that is inaccurate or incomplete;
• delete information we no longer need or have no lawful reason to keep;
• stop or limit certain uses, including marketing;
• receive your information in a portable format.

To make a request, email contact@staminagrid.com. We will respond within 30 days and may ask you to verify your identity first.

Children

Our services are intended for people aged 16 and over. Members aged 16–17 need written consent from a parent or guardian. We do not knowingly collect information from children under 16 through our website.

CCTV

For safety and security, CCTV operates in the entrance and training areas (never in changing rooms or toilets). Footage is kept for up to 30 days unless needed to investigate an incident.

Changes to This Policy

We may update this policy as our services or legal requirements change. The date at the top shows when it was last revised. Significant changes will be shared with members by email or at the front desk.

Contact Us

If you have a question or concern about privacy, contact us at contact@staminagrid.com or call +880 1911-711240. Our full contact details are on the Contact page.