TRAINING POD
Privacy Policy
Effective date: 24 October 2026
Last reviewed: 24 October 2026
1. Introduction
Training Pod is committed to protecting the privacy, confidentiality and personal information of our members, clients, prospective members, visitors and online coaching clients.
This Privacy Policy explains how we collect, use, store and protect your personal information when you use our gym facilities, attend fitness classes, participate in HYROX training, receive personal training or online coaching, or interact with us through our website and social media channels.
We aim to handle your information fairly, securely and transparently in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and relevant electronic communications and marketing laws.
2. Who We Are
Business name: Training Pod
Business address: Unit 10K, Sneckyeat Ind Est, Whitehaven, Cumbria
Email: trainingpod@outlook.com
Telephone: 07908907286
Training Pod is responsible for determining how and why your personal information is used. For data protection purposes, we act as the data controller for the information we collect and process in connection with our services, unless stated otherwise.
3. What Information We Collect
Depending on the services you use, we may collect the following categories of information.
Personal and contact information
● Full name, date of birth and contact details.
● Home address, email address and telephone number.
● Emergency contact details, where provided.
● Parent or guardian details where relevant to a junior member.
Membership and payment information
● Membership type, joining date and membership status.
● Booking history, class attendance and access records.
● Payment status, transaction records and membership billing details.
● Relevant correspondence concerning membership, cancellations or complaints.
We do not intend to collect or store full payment card details where these are handled securely by an external payment provider.
Health and fitness information
Where necessary for safe exercise participation, we may collect:
● PAR-Q and health screening questionnaire responses.
● Relevant medical conditions, injuries and previous operations.
● Exercise limitations, disabilities and relevant medication information you choose to provide.
● Fitness assessments, body measurements and training progress.
● Exercise programmes, nutritional information and relevant wellbeing goals.
Health information is treated as particularly sensitive personal information and is handled with additional care.
Training and coaching information
● Personal training records and workout programmes.
● Online coaching records and exercise performance.
● Nutrition plans and food diaries you choose to share.
● Progress photographs, measurements and performance results, where applicable.
Technical and security information
Where applicable, we may collect CCTV footage, gym access logs, website usage information, device information and technical identifiers.
4. How We Use Your Information
We use personal information for legitimate business and operational purposes, including:
● Setting up and administering gym memberships.
● Providing secure access to our 24/7 gym facilities.
● Managing class bookings, fitness sessions and HYROX training.
● Delivering personal training, online coaching and exercise programmes.
● Preparing appropriate fitness and nutrition guidance.
● Assessing exercise suitability and managing relevant safety risks.
● Processing payments, managing accounts and resolving billing queries.
● Responding to enquiries, complaints and customer service requests.
● Maintaining gym security and investigating incidents.
● Meeting legal, regulatory, insurance and accounting obligations.
● Improving our services and maintaining appropriate business records.
● Sending promotional communications where legally permitted.
We will only use your information for purposes that are lawful, fair and compatible with the reasons for which it was collected.
5. Our Legal Basis for Processing
Under data protection legislation, we must have a lawful basis for processing personal information.
Depending on the circumstances, Training Pod may rely on the following legal bases:
Contract: To provide membership services, personal training, online coaching, bookings and other services you have requested or agreed to receive.
Legal obligation: To comply with applicable legal, accounting, tax, regulatory and other statutory requirements.
Legitimate interests: To manage our business, maintain gym security, prevent fraud, respond to complaints and protect our facilities, provided these interests do not override your rights and freedoms.
Consent: Where you have freely agreed to a specific use of your information, such as certain marketing activities, optional photography or other uses requiring consent.
Health and medical information: Where we process health information, we must also meet an applicable special-category condition under Article 9 of the UK GDPR, in addition to an Article 6 lawful basis. Depending on the circumstances, this may include your explicit consent or another legally applicable condition.
Where explicit consent is required for health information, we will seek it separately and explain what information is used and why. You may withdraw consent, although this does not affect processing already lawfully carried out. If we cannot lawfully process information necessary for safe participation, we may need to restrict or decline a particular service.
6. How We Protect Health Information
Training Pod recognises that PAR-Q forms, medical information, injury records and similar fitness-related information require particular protection.
We will:
● Collect only information that is reasonably necessary for the relevant service or safety purpose.
● Limit access to authorised personnel who need the information for their duties.
● Use appropriate security measures to protect electronic and paper records.
● Avoid disclosing health information to other members or unrelated third parties.
● Retain health information only for as long as justified by the relevant purpose and applicable legal requirements.
We do not use members’ health information for unrelated marketing purposes without an appropriate lawful basis.
7. Who We Share Information With
Training Pod does not sell members’ personal information.
We may share relevant information with trusted third parties where necessary, including:
● Membership management and gym access software providers.
● Online coaching and fitness management platforms.
● Payment processors and membership billing providers.
● IT hosting, email and secure data storage providers.
● Accountants, insurers and professional advisers.
● Legal advisers, regulators, law enforcement or public authorities where legally required or otherwise lawfully justified.
● Emergency services where necessary to protect someone’s vital interests.
Third-party providers may process information on our behalf or act as separate controllers, depending on the service. Where required, we put appropriate contractual and security arrangements in place.
We will not routinely share your health information with other members, employers, healthcare providers or other organisations unless there is an appropriate legal basis or other lawful justification.
8. CCTV, Security and 24/7 Gym Access
To help protect members, staff, visitors and property, Training Pod may operate CCTV and electronic access-control systems.
Where used, these systems may record images, dates, times and access events for purposes such as:
● Preventing and investigating theft, damage or unauthorised access.
● Protecting the safety of members and staff.
● Investigating accidents, incidents or security concerns.
● Supporting insurance claims or lawful requests from relevant authorities.
CCTV and access records will be accessible only to authorised persons and retained in accordance with our documented retention arrangements, unless a longer period is necessary for an incident or legal matter.
Appropriate signage will be displayed where required. CCTV will not be used in changing rooms, toilets or other areas where people reasonably expect privacy.
9. Marketing and Communications
We may contact you about membership administration, payments, bookings, changes to classes, safety matters and other essential service information.
These service communications are different from promotional marketing.
We may send information about Training Pod memberships, fitness classes, HYROX sessions, personal training, online coaching, offers and other services where permitted by applicable law.
Where consent is required for email, SMS or other electronic marketing, we will obtain it separately. Where another lawful exception applies, we will comply with the relevant requirements.
You can opt out of marketing communications at any time by using the unsubscribe facility, where available, or contacting us directly.
Opting out of marketing will not prevent us from sending necessary service or membership communications.
We will not make optional marketing consent a condition of joining the gym.
10. Photographs, Videos and Social Media
Training Pod may occasionally take photographs or videos for training, educational, promotional or social media purposes.
We will explain the intended use and obtain appropriate permission or another valid lawful basis before using identifiable images for optional promotional purposes where required.
You can decline optional promotional photography without affecting your ordinary membership.
We will take particular care when photographing children or young people and will obtain appropriate parent or guardian permission where required.
Please be aware that material published on public social media platforms may be copied, shared or retained by other users beyond our control.
11. Online Coaching and Third-Party Platforms
Where you receive online personal training, exercise programmes or nutritional guidance, we may use third-party platforms to manage your account, deliver programmes, record progress and communicate with you.
These providers may process personal information on our behalf or under their own privacy arrangements.
We will take reasonable steps to select appropriate providers and protect information shared with them.
If you use an external platform, we recommend reviewing its own privacy policy to understand how it processes your information.
12. Cookies and Website Information
If Training Pod operates a website, it may use cookies or similar technologies to make the website function, understand visitor activity and improve the user experience.
Where required by law, we will obtain consent before placing non-essential cookies or using similar technologies.
You can manage cookie preferences through the website’s cookie settings, where available, and through your browser settings.
Our website privacy and cookie arrangements will be updated if we introduce analytics, advertising or other tracking technologies.
13. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purpose for which it was collected, taking account of legal, accounting, insurance, safety and business requirements.
Retention periods will vary depending on the type of record. For example:
● Membership and account records: for the duration of membership and an appropriate period afterwards.
● Payment and accounting records: for the periods required by applicable financial and tax laws.
● PAR-Q and health information: for as long as reasonably necessary to manage participation, safety and relevant legal or insurance matters.
● CCTV footage: for a limited period under our security retention policy, unless an incident requires it to be preserved for longer.
● Marketing records: until you withdraw consent, object where applicable or the information is no longer required, subject to necessary suppression records.
When information is no longer required, we will securely delete it, destroy it or anonymise it where appropriate.
14. How We Keep Your Information Secure
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.
These measures may include access restrictions, password protection, secure storage, staff confidentiality procedures and appropriate security arrangements with service providers.
No method of electronic storage or transmission is completely secure. However, we take reasonable steps to protect the information entrusted to us.
If a personal data breach occurs, we will assess it and notify the Information Commissioner’s Office and affected individuals where legally required.
15. Your Data Protection Rights
Subject to applicable law and any relevant exemptions, you may have the right to:
● Access: Request a copy of the personal information we hold about you.
● Rectification: Ask us to correct inaccurate or incomplete information.
● Erasure: Request deletion of your information in certain circumstances.
● Restriction: Ask us to restrict the use of your information in certain circumstances.
● Data portability: Request certain information in a commonly used electronic format where the right applies.
● Object: Object to certain processing, including direct marketing.
● Withdraw consent: Withdraw consent where we rely on it.
● Complain: Raise concerns with the Information Commissioner’s Office.
These rights are not absolute in every situation. For example, we may need to retain certain records to comply with legal obligations or establish, exercise or defend legal claims.
To exercise your rights, contact us using the details in Section 2. We may need to verify your identity before responding.
16. Data Transfers Outside the UK
Some of our service providers may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that an appropriate legal transfer mechanism and any required safeguards are in place.
Further information about relevant transfers can be provided on request.
17. Children’s Information
Where Training Pod provides services to children or young people, we will handle their personal information with appropriate care and in accordance with applicable law.
We may collect relevant parent or guardian contact details, membership information and health and safety information where necessary.
We will take reasonable steps to ensure that any consent or permissions required for children’s information and optional photography are obtained appropriately.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal obligations or data protection practices.
The latest version will be made available through our website or by another appropriate method. The effective date at the top of this document will show when the policy was last updated.
19. Contact and Complaints
If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how Training Pod uses your information, please contact us using the details in Section 2.
You also have the right to complain to the UK’s Information Commissioner’s Office (ICO).
Website: https://ico.org.uk/
Telephone: 0303 123 1113
We encourage you to contact us first so that we can try to resolve your concerns, although you are entitled to contact the ICO directly.
Training Pod — Be a better you.
This policy should be reviewed whenever our services, systems or data-handling practices change.