URBAN FITNESS PRIVACY NOTICE
Last updated: 11 August 2026
Urban Fitness is committed to protecting your privacy and keeping your personal information safe.
This Privacy Notice explains how Urban Fitness collects, uses, stores and protects your personal information when you visit our gyms, use our website, become a member, contact us, use our services or interact with us online.
This Privacy Notice applies to our Urban Fitness locations, including:
Alnwick
Unit 3, Sawmill Industrial Estate
Alnwick
NE66 2QW
Amble
Unit E, Holywell Business Park
Coquet Enterprise Park
Amble
NE65 0PE
Our website is:
www.urban-fitness.co.uk
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended from time to time.
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1. WHO WE ARE
Urban Fitness is responsible for deciding how and why your personal information is collected and used.
For the purposes of UK data protection legislation, Urban Fitness is the data controller of the personal information we collect and process in connection with your membership and use of our services.
We use a number of trusted third-party service providers to help us operate our business. Where these organisations process personal information on our behalf, they act as data processors or other appropriate third parties and are required to handle your information securely and in accordance with applicable data protection law.
If you have any questions about this Privacy Notice or how we use your personal information, please contact us:
Email: info@urbanfitnessalnwick.co.uk
Website: www.urban-fitness.co.uk
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2. WHAT PERSONAL INFORMATION DO WE COLLECT?
Depending on how you interact with Urban Fitness, we may collect and process the following types of personal information:
Identity and contact information
* Full name
* Date of birth
* Address
* Email address
* Telephone/mobile number
* Emergency contact information
Membership information
* Membership type
* Membership start and end dates
* Membership status
* Gym access information
* Attendance information
* Bookings and appointments
* Membership communications
* Marketing preferences
Payment information
We may collect information necessary to arrange and manage your membership payments.
Payment card information is processed by our payment service providers, including Stripe, rather than being unnecessarily stored by Urban Fitness.
Health and fitness information
When joining Urban Fitness, you may be required to complete a PAR-Q (Physical Activity Readiness Questionnaire) or provide other information relevant to your ability to exercise safely.
This may include information about medical conditions, injuries, medication, physical limitations or other health-related circumstances.
Some of this information may constitute special category personal data under UK data protection law. Where this applies, we will only process such information where we have an appropriate lawful basis and an applicable condition for processing under the UK GDPR.
Website and technical information
When you use our website, we may collect information such as:
* IP address
* Browser and device information
* Website usage information
* Pages visited
* Approximate location information
* Cookie and online identifier information
CCTV
Our gyms use CCTV and video surveillance systems for purposes including:
* The safety and security of members, staff and visitors
* Protecting our premises and equipment
* Preventing and investigating theft, criminal activity, misuse or incidents
* Supporting the investigation of accidents or disputes where appropriate
CCTV footage may contain identifiable images of individuals and is therefore treated as personal information.
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3. HOW DO WE COLLECT YOUR INFORMATION?
We may collect personal information directly from you when you:
* Join Urban Fitness
* Complete a membership application
* Complete a PAR-Q or other health and fitness form
* Create or use your ClubRight membership account
* Visit one of our gyms
* Contact us by email, telephone or social media
* Complete a contact or enquiry form
* Make a booking
* Purchase a product or service
* Use our website
* Use our membership or gym-related applications
* Subscribe to marketing communications
* Participate in promotions or competitions
We may also receive information from third-party service providers that support our membership, payment, website, booking and communication systems.
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4. HOW DO WE USE YOUR INFORMATION?
We use your personal information for legitimate business and operational purposes, including:
Managing your membership
We may use your information to:
* Set up and manage your membership
* Provide access to our facilities
* Manage membership payments
* Manage bookings and appointments
* Contact you regarding your membership
* Deal with membership enquiries
* Process cancellations, freezes and membership changes
* Provide customer support
Providing a safe training environment
Where you provide health or fitness information, including information through a PAR-Q, we may use that information where appropriate to help manage your participation in our services and support the safe operation of our gyms.
Improving our services
We may use information such as attendance, bookings and website usage information to understand how our services are being used and to improve our facilities, equipment, services and member experience.
Marketing
Where permitted by law and, where required, with your consent, we may use your information to send you information about Urban Fitness services, offers, promotions, events and other information that may be relevant to you.
Security and crime prevention
We may use CCTV and other relevant information to protect our members, staff, visitors, premises and equipment and to investigate incidents where appropriate.
Legal and regulatory requirements
We may process your information where necessary to comply with legal obligations, respond to lawful requests or establish, exercise or defend legal claims.
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5. OUR LAWFUL BASES FOR PROCESSING
Under the UK GDPR, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on one or more of the following:
Contract
We may process your personal information where it is necessary to enter into or perform your membership agreement with us.
This includes managing your membership, providing gym access and administering payments.
Legal obligation
We may process information where necessary to comply with a legal or regulatory obligation.
Legitimate interests
We may process information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.
This may include:
* Operating and managing our gyms
* Maintaining security
* Preventing fraud or misuse
* Improving our services
* Managing customer relationships
* Protecting our business, members and staff
* Establishing or defending legal claims
Consent
Where required, we may rely on your consent to process certain information.
Where we rely on consent, you have the right to withdraw your consent at any time.
Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
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6. HEALTH INFORMATION AND PAR-Q FORMS
Urban Fitness requires members to complete a PAR-Q or equivalent health and fitness questionnaire as part of the joining process where applicable.
The information provided may help identify circumstances in which additional consideration, advice or clearance may be appropriate before participating in physical exercise.
Health information is treated as confidential and access is restricted to those who have a legitimate reason to access it.
Where information constitutes special category personal data, Urban Fitness will only process it where the requirements of applicable data protection law are satisfied.
We do not use health information for marketing purposes.
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7. MARKETING
We may contact you about Urban Fitness products, services, offers, promotions and events where we are legally permitted to do so.
Where consent is required, we will ask for your consent separately.
You can change your marketing preferences or opt out of marketing communications at any time.
You can do this by:
* Using the unsubscribe option provided in an email or message; or
* Contacting us at info@urbanfitnessalnwick.co.uk
Opting out of marketing will not prevent us from sending important communications relating to your membership, payments, bookings, safety or the operation of our gyms.
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8. CLUBRIGHT
Urban Fitness uses ClubRight as our membership management system.
ClubRight processes personal information on our behalf and acts as a data processor for member information held within the ClubRight platform.
ClubRight provides functionality including membership management, member accounts, access management, communications and tools that help clubs manage data protection requests.
Urban Fitness remains responsible for deciding how member information is used and for responding to requests concerning your personal information.
ClubRight states that member data is stored using Microsoft Azure cloud infrastructure, including London-based data centres with replication in Cardiff and Ireland. ClubRight also states that data is encrypted in transit and at rest. (Club Right Help Center)
For more information about ClubRight’s own data protection practices, you can review their privacy and data protection information.
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9. PAYMENT PROCESSING
Urban Fitness uses third-party payment providers, including Stripe, to process membership and other payments.
Payment information may be transmitted securely to the relevant payment provider to process your transaction.
We do not needlessly store full payment card details ourselves.
Our payment providers may process your information in accordance with their own privacy notices and applicable legal and regulatory requirements.
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10. WHO DO WE SHARE YOUR INFORMATION WITH?
We may share personal information with trusted organisations where this is necessary to operate Urban Fitness and provide our services.
These may include:
* ClubRight – membership management
* Stripe – payment processing
* Website hosting and technology providers
* Google – website analytics and related services
* Meta – online advertising and measurement services
* IT and technical support providers
* Email and SMS communication providers
* Accounting and professional advisers
* Legal advisers
* Insurers where appropriate
* Law enforcement or regulatory authorities where legally required
We require appropriate third parties that process information on our behalf to handle personal information securely and only for appropriate purposes.
We do not sell your personal information.
We may also disclose information where required or permitted by law, including where necessary to protect the rights, property or safety of Urban Fitness, our members, staff or other individuals.
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11. GOOGLE ANALYTICS AND WEBSITE SERVICES
Our website may use Google services, including analytics and other measurement technologies, to help us understand how visitors use our website and improve our online services.
Depending on the services and technologies being used, Google may collect information such as device information, online identifiers, IP-related information and website usage information.
Where required, we will obtain appropriate consent before using non-essential analytics or tracking technologies.
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12. META PIXEL AND ONLINE ADVERTISING
Our website may use the Meta Pixel and related Meta technologies.
These technologies may allow us to understand how visitors interact with our website and measure the effectiveness of our advertising.
Depending on how the technology is configured, information such as website activity, device information and online identifiers may be processed by Meta.
Where required by law, we will obtain consent before activating non-essential advertising or tracking technologies.
You can also manage certain advertising preferences through your Meta account and device/browser settings.
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13. COOKIES
Our website uses cookies and similar technologies.
Cookies are small files stored on your device when you visit a website.
We may use cookies for purposes including:
* Making the website function correctly
* Remembering preferences
* Understanding website usage
* Measuring website performance
* Measuring marketing activity
* Improving our website
* Supporting online advertising
Some cookies may be strictly necessary for the website to function.
Where required by law, we will ask for your consent before using non-essential cookies.
You can manage your cookie preferences through our website’s cookie controls where available.
Our Cookie Policy should be read alongside this Privacy Notice.
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14. CCTV
Urban Fitness operates CCTV at our gym locations.
CCTV is used primarily for the purposes of security, safety, crime prevention, incident investigation and protection of our members, staff, visitors and property.
CCTV images are only accessed by authorised individuals where there is a legitimate reason to do so.
CCTV footage may be disclosed to law enforcement, insurers, legal advisers or other appropriate parties where there is a lawful basis for doing so.
We will retain CCTV footage only for as long as reasonably necessary for the purposes for which it was collected, subject to any need to preserve footage relating to an incident, investigation or legal matter.
Appropriate CCTV signage is used to inform people that CCTV is in operation.
The ICO’s current guidance treats CCTV and video surveillance as personal-data processing and recommends organisations assess their systems, operation, retention and transparency measures against data protection requirements. (ICO)
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15. INTERNATIONAL TRANSFERS
Some of our service providers may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that your information continues to receive an appropriate level of protection under applicable data protection legislation.
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16. HOW LONG DO WE KEEP YOUR INFORMATION?
We will only retain personal information for as long as reasonably necessary for the purposes for which it was collected, including where necessary to meet legal, accounting, contractual, insurance or reporting requirements.
The retention period will depend on the type of information and why we hold it.
For example:
* Membership information will generally be retained for the duration of your membership and for an appropriate period afterwards.
* Payment and financial records will be retained for as long as necessary to meet applicable legal and accounting requirements.
* PAR-Q and health-related information will be retained only for as long as reasonably necessary for the purposes for which it was collected and to meet relevant legal, insurance or risk-management requirements.
* Marketing information will be retained in accordance with our marketing obligations and your preferences.
* CCTV footage will normally be overwritten or deleted after a limited period unless it is required for an incident, investigation, insurance matter or legal purpose.
* Website and analytics information will be retained in accordance with the relevant service provider’s settings and our own data-retention requirements.
When information is no longer required, we will securely delete, destroy or anonymise it where appropriate.
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17. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances and applicable law, you may have the following rights:
Right to be informed
You have the right to know how and why your personal information is being used.
Right of access
You can request a copy of the personal information we hold about you.
Right to rectification
You can ask us to correct inaccurate or incomplete personal information.
Right to erasure
In certain circumstances, you can ask us to delete your personal information.
Right to restriction
In certain circumstances, you can ask us to restrict how we process your personal information.
Right to data portability
In certain circumstances, you may have the right to receive personal information you have provided to us in a structured, commonly used and machine-readable format, or ask us to transfer it to another organisation.
Right to object
You may have the right to object to certain types of processing, including direct marketing and certain processing based on legitimate interests.
Rights relating to automated decision-making
You may have rights in relation to certain automated decision-making and profiling.
These rights are not absolute and may be subject to legal conditions and exemptions.
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18. HOW TO EXERCISE YOUR RIGHTS
If you would like to exercise any of your data protection rights, please contact:
info@urbanfitnessalnwick.co.uk
You may also write to either of our trading locations:
Urban Fitness Alnwick
Unit 3, Sawmill Industrial Estate
Alnwick
NE66 2QW
or
Urban Fitness Amble
Unit E, Holywell Business Park
Coquet Enterprise Park
Amble
NE65 0PE
We may need to verify your identity before providing information or making changes to your personal information.
We will normally respond to a valid request within the timeframe required by applicable data protection law.
ClubRight also provides tools for clubs to handle member data access, export and deletion requests. (Club Right Help Center)
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19. CHILDREN AND YOUNG PEOPLE
Urban Fitness may provide services to young people.
Where we process personal information relating to children or young people, we will take appropriate steps to ensure that information is processed fairly, lawfully and in a manner appropriate to their age and circumstances.
Where consent is used as the lawful basis for an online service offered directly to a child, the applicable UK GDPR requirements concerning children’s consent will apply.
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20. PERSONAL DATA BREACHES
We take the security of personal information seriously.
If we become aware of a personal data breach, we will assess the breach and take appropriate action in accordance with applicable data protection law.
Where a breach is likely to result in a risk to individuals’ rights and freedoms, we may be required to notify the Information Commissioner’s Office within 72 hours of becoming aware of the breach.
Where a breach is likely to result in a high risk to affected individuals, we may also be required to notify those individuals.
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21. THIRD-PARTY WEBSITES
Our website may contain links to third-party websites, services or social media platforms.
Those websites are not controlled by Urban Fitness and are subject to their own privacy policies.
We recommend that you review the privacy notice of any third-party website or service that you use.
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22. YOUR RIGHT TO COMPLAIN
If you have concerns about how Urban Fitness has collected or used your personal information, please contact us in the first instance so that we have an opportunity to address your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection and information rights.
Further information is available at:
www.ico.org.uk
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23. CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time to reflect changes to our business, services, technology or applicable laws and regulations.
The latest version will always be made available on our website.
We recommend checking this page periodically to ensure that you are aware of any changes.
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24. CONTACT US
If you have any questions about this Privacy Notice, how we use your personal information, or wish to exercise your data protection rights, please contact us:
Urban Fitness
Email: info@urbanfitnessalnwick.co.uk
Website: www.urban-fitness.co.uk
Alnwick
Unit 3, Sawmill Industrial Estate
Alnwick
NE66 2QW
Amble
Unit E, Holywell Business Park
Coquet Enterprise Park
Amble
NE65 0PE
Last updated: 11 August 2026
