Langrove Health Club – Privacy Policy
Effective from October 2026
Langrove Health Club respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how Langrove Health Club collects, uses, stores and protects personal information when you become a member, use our facilities, attend our classes, contact us or otherwise interact with the club.
This policy applies to members, prospective members, class participants, visitors and other individuals who provide personal information to us.
1. Who We Are
Langrove Health Club is the organisation responsible for deciding how and why your personal information is processed.
If you have any questions about how we use your information, or about this Privacy Policy, please contact us:
Langrove Health Club
Email: info@langrovehealthclub.co.uk
2. Information We Collect
Depending on your relationship with us, we may collect and process the following information:
Membership and contact information
This may include:
Name;
Date of birth;
Email address;
Telephone number;
Postal address;
Emergency contact details;
Membership type and status;
Membership number/access code;
Photograph used for membership identification;
Membership start, suspension and cancellation dates.
Payment information
We may process information relating to membership payments, including:
Direct Debit information;
Payment status;
Payment dates and amounts;
Failed or missed payments;
Refunds and payment queries.
Direct Debit payments are processed through our payment provider and banking systems. We do not normally have access to your full bank account details beyond the information required to administer your membership and payments.
Class and facility usage
We may collect information about:
Classes you book or attend;
Class cancellations and missed bookings;
Your use of club facilities;
Sign-in and sign-out records;
Access attempts and access history;
Membership activity.
This information may be used to manage capacity, bookings, safety, security and the operation of the club.
Health and fitness information
As part of joining or participating in fitness activities, you may provide information relating to your health, fitness, injuries, medical conditions, physical limitations or other information relevant to your ability to exercise safely.
Health information is special category personal data under UK data protection law and is handled with additional care and safeguards.
We only collect and use health information where it is reasonably necessary, for example to help assess suitability for exercise, provide appropriate support, manage health and safety, respond to an accident or emergency, or provide specialist services.
Where required, we will seek your explicit consent or rely on another lawful condition available under UK data protection law for processing special category data.
Accident and incident information
If an accident, injury, incident or complaint occurs at the club, we may record relevant information, including details of what happened and any injuries or actions taken.
This information may be retained where necessary for health and safety, insurance, legal or regulatory purposes.
CCTV and security information
We may operate CCTV and other security or access-monitoring systems at or around our premises.
These systems may record images of members, visitors, staff and other individuals entering or using areas covered by the cameras.
CCTV may be used for purposes including:
Protecting members, visitors and staff;
Preventing and detecting crime;
Protecting club property and equipment;
Investigating incidents;
Monitoring unauthorised access;
Investigating misuse or sharing of membership access codes;
Supporting health and safety investigations.
CCTV will not be installed in areas where individuals would reasonably expect a high level of privacy, such as toilets or changing rooms. The ICO specifically advises against CCTV in such private areas in normal circumstances.
Where CCTV is used, appropriate signage and information will be provided.
3. How We Use Your Information
We may use your personal information to:
Process and administer your membership;
Provide access to the club and its facilities;
Manage Direct Debit payments;
Process membership cancellations and holds;
Manage class bookings;
Monitor attendance and capacity;
Communicate with you about your membership;
Contact you regarding important club announcements;
Verify your identity;
Protect the security of the club;
Investigate misuse of memberships or access codes;
Maintain health and safety;
Record and investigate accidents and incidents;
Provide appropriate fitness or wellbeing support;
Manage complaints and disputes;
Comply with legal and regulatory obligations;
Protect our legal rights and interests;
Manage insurance matters;
Improve our services and the member experience.
4. Specialist Health and Referral Services
Langrove Health Club may work with local healthcare professionals, GP practices, NHS services or other appropriate organisations to provide specialist fitness, health or wellbeing support to individuals who have been referred to us.
Where this involves personal or health information being shared with us by a healthcare professional or another organisation, we will only process the information where there is an appropriate lawful basis and where necessary for the service being provided.
We will take particular care with health information and only collect, use and retain the information reasonably required for the relevant purpose.
Health information will not be used for unrelated marketing purposes.
5. Our Lawful Bases for Processing Information
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Contract
We may process information where it is necessary to provide your membership and fulfil our agreement with you, including administering membership, access, bookings and payments.
Legal obligation
We may process information where necessary to comply with our legal obligations, including accounting, taxation, health and safety and other legal requirements.
Legitimate interests
We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.
This may include club security, preventing misuse, managing our facilities, maintaining records, dealing with complaints and protecting our business and members.
Consent
Where required, we may ask for your consent to process certain information or to send particular types of marketing communications.
You can withdraw consent where processing is based on consent.
Special category data
Where we process health information or other special category data, we will also identify and rely on an appropriate additional condition under UK data protection law. Special category information receives additional protection under the UK GDPR.
6. Marketing and Communications
We may contact members regarding:
Membership administration;
Payments;
Classes and bookings;
Changes to opening hours or facilities;
Important club announcements;
Safety information;
Other information necessary for the operation of the club.
Where legally permitted, we may also send information about new services, activities, offers or events.
You can opt out of marketing communications at any time by contacting us or using the unsubscribe option provided in the communication.
We will not sell your personal information to third parties.
7. ClubRight and Other Service Providers
Langrove Health Club uses third-party service providers to help operate the club.
This may include providers used for:
Membership management;
Class bookings;
Direct Debit and payment processing;
Email and communications;
Website hosting;
IT systems;
CCTV and security;
Accounting and administration.
Where we use third-party processors to handle personal information on our behalf, we expect them to process information securely and only for authorised purposes.
The ClubRight member management system may hold information relating to your membership, bookings, access and account.
8. Who We May Share Information With
We will only share personal information where there is a legitimate and appropriate reason to do so.
Depending on the circumstances, this may include:
Payment and Direct Debit providers;
ClubRight and other service providers;
IT and technology providers;
Professional advisers such as accountants, insurers or solicitors;
Emergency services where necessary;
Healthcare professionals or referral organisations where appropriate and lawful;
Law enforcement or regulatory authorities where legally required;
Other parties where necessary to protect the safety, rights or property of Langrove Health Club, its members or others.
We do not sell member information to third parties.
9. Keeping Your Information Secure
We take reasonable and appropriate technical and organisational measures to protect personal information against:
Unauthorised access;
Accidental loss;
Destruction;
Damage;
Unauthorised disclosure;
Unauthorised alteration or use.
Access to personal information is limited to people who have a legitimate need to use it.
Information requiring additional protection, such as health information, will be handled with appropriate safeguards.
10. How Long We Keep Your Information
We only keep personal information for as long as reasonably necessary for the purpose for which it was collected.
Different types of information may be retained for different periods.
For example, membership information may be retained for as long as you are a member and for a reasonable period afterwards where necessary for legal, accounting, insurance or administrative purposes.
Payment and financial records may need to be retained for longer periods to comply with legal and accounting requirements.
Accident, incident and insurance-related records may also be retained for an appropriate period where necessary to protect our legal interests or comply with legal obligations.
CCTV recordings will generally be retained only for as long as reasonably necessary for security and operational purposes, unless particular footage needs to be retained because of an incident, investigation or legal requirement.
We regularly review the information we hold and aim to securely delete or anonymise information when it is no longer required.
11. Your Data Protection Rights
Subject to certain legal conditions and exemptions, you have rights under UK data protection law, including the right to:
Ask what personal information we hold about you;
Request a copy of your personal information;
Ask us to correct inaccurate or incomplete information;
Ask us to delete personal information where there is no longer a lawful reason for us to keep it;
Ask us to restrict how we process your information in certain circumstances;
Object to certain types of processing;
Withdraw consent where processing is based on consent;
Request information about automated decision-making where applicable.
Some rights are not absolute and may be subject to legal exceptions.
If you wish to exercise your rights, please contact:
We may need to verify your identity before responding to a request.
12. CCTV Requests
If you believe that you have been recorded by our CCTV and wish to request access to footage containing your personal information, please contact us as soon as possible.
CCTV footage may be subject to specific legal requirements and restrictions, including the rights and privacy of other individuals appearing in the footage.
We may therefore need to redact or withhold footage where legally required.
13. Data Breaches
If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with applicable data protection law.
Where legally required, we will notify the Information Commissioner's Office and/or affected individuals.
14. Cookies and Website Information
Our website may use cookies or similar technologies to operate the website, understand how it is used and, where applicable, support marketing or other functionality.
Where consent is required for particular cookies or technologies, we will request it in accordance with applicable law.
15. Complaints
If you have concerns about the way Langrove Health Club has handled your personal information, please contact us first so that we can investigate and try to resolve your concern.
You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.
The ICO is the UK's independent data protection regulator.
Information Commissioner's Office (ICO)
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal requirements or data protection practices.
The latest version will be made available through our website or member area.
Where appropriate, we will notify members of significant changes.
Langrove Health Club
Email: info@langrovehealthclub.co.uk
Privacy Policy effective from October 2026
© 2026 Langrove Health Club. All rights reserved.