Privacy Policy

WHO WE ARE AND WHY THIS MATTERS

The Training Floor is a coaching-led gym based at 328-330 Abingdon Road, Oxford OX1. We take your privacy seriously, and we want to be straightforward about it, not bury it in legal language you would never read.

This policy explains what personal information we collect, why we collect it, how we use it, and the rights you have over it. It applies to our website, our email communications, and the way we handle your information as a member or prospective member.

For the purposes of UK data protection law (the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018) the data controller responsible for your personal data is:

The Training Floor Limited A private limited company registered in England and Wales, company number 17052058 Registered office: 9 Worton Park, Cassington, Oxfordshire, OX29 4SX, United Kingdom Trading address: 328-330 Abingdon Road, Oxford OX1 Email: info@thetrainingfloor.co.uk

If you have any questions about this policy or how we handle your data, you can contact us at the email address above.

THE INFORMATION WE COLLECT

We only collect information we genuinely need. Depending on how you interact with us, this may include:

Information you give us directly:

  • Your name and email address when you sign up to our pre-launch list or enquire about membership

  • Your phone number when you book a consultation or become a member

  • Information you share during a consultation, including your training history, goals, and any health or fitness background relevant to coaching you safely

  • Health information you provide on a pre-exercise questionnaire or par-Q (for example, injuries, medical conditions, or anything that affects how we should train you)

  • Payment and billing details when you take out a membership

  • Emergency contact details

  • Any messages you send us by email, contact form, or social media

Information we collect automatically:

  • Basic technical data when you visit our website, such as your IP address, browser type, and the pages you view

  • Information collected through cookies and similar technologies, including the Meta Pixel (see the Cookies section below)

THE LAWFUL BASIS FOR USING YOUR INFORMATION

UK GDPR requires us to have a valid legal reason for using your personal data. We rely on the following:

Consent: when you join our email list, we send you marketing emails because you have actively opted in. You can withdraw this consent at any time.

Contract: when you become a member, we use your information to deliver the service you have paid for: managing your membership, booking your sessions, and taking payment.

Legitimate interests: we use some information to run and improve our business, such as understanding how our website is used and responding to enquiries. We only rely on this where your rights do not override our interest in doing so.

Legal obligation: we keep certain records (for example, financial records) because the law requires us to.

Health information is a special category of data under UK GDPR and is treated with extra care. We process it on the basis of your explicit consent, given when you complete a health questionnaire, so that we can coach you safely and appropriately.

HOW WE USE YOUR INFORMATION

We use your information to:

  • Send you the pre-launch and marketing emails you signed up for

  • Respond to your enquiries and book your free consultation

  • Set up and manage your membership

  • Deliver coaching that is safe and tailored to you

  • Take payment and keep accurate financial records

  • Keep you informed about important changes to your membership or our service

  • Understand how our website and ads perform, so we can improve them

  • Meet our legal and regulatory obligations

We will never sell your personal information to anyone.

MARKETING EMAILS

If you have joined our email list, you will receive emails from us about The Training Floor: our launch, what we offer, and occasional content we think you will find useful.

You are in control of this. Every marketing email includes an unsubscribe link, and you can opt out at any time by clicking it or by emailing us directly. We will action your request promptly.

If you become a member, we may also send you essential service-related messages (for example, about your bookings or payments). These are not marketing, so they will continue regardless of your marketing preferences, for as long as you are a member.

COOKIES AND TRACKING

Our website uses cookies and similar technologies to function properly and to help us understand how visitors use it.

We also use the Meta Pixel, a tool provided by Meta (Facebook and Instagram). It helps us measure the effectiveness of our advertising and show relevant ads to people who have visited our website. This means Meta may receive information about your visit.

When you first visit our website, you will be able to set your cookie preferences. You can also control or block cookies through your browser settings, though some parts of the site may not work as well if you do.

WHO WE SHARE YOUR INFORMATION WITH

We do not sell your data, and we keep sharing to a minimum. We use trusted third-party service providers to run our business, and your information may be shared with them only so they can perform a service for us. These currently include:

  • MailerLite: our email platform, which stores your email address and sends our communications

  • Meta Platforms: for website analytics and advertising via the Meta Pixel

  • Google: for our Google Business Profile and website analytics

  • Our consultation booking provider: the scheduling tool used to manage free consultations and class bookings

  • Our payment provider: to process membership payments securely

These providers are only permitted to use your data for the specific purpose we have engaged them for. Some, such as Meta and Google, may transfer data outside the UK; where this happens, we rely on appropriate safeguards (such as the UK International Data Transfer Agreement or equivalent) to keep your data protected.

We may also disclose information if required to do so by law.

HOW LONG WE KEEP YOUR INFORMATION

We do not keep your information longer than we need to.

  • Email list contacts: we keep your details for as long as you remain subscribed. If you unsubscribe, we remove you from active marketing.

  • Enquiries that do not lead to membership: we keep these for up to 24 months in case you return, then delete them.

  • Member records: we keep these for the duration of your membership and for a reasonable period afterwards.

  • Financial records: we keep these for at least 6 years, as required by UK tax law.

  • Health information: we keep this only for as long as you train with us, and securely delete it after you leave.

KEEPING YOUR INFORMATION SECURE

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, or unauthorised access. This includes restricting access to your information to people who need it, and using reputable service providers who maintain their own security standards.

No method of transmitting or storing data is completely secure, but we take every reasonable step to protect what you share with us.

YOUR RIGHTS

Under UK data protection law, you have the right to:

  • Be informed about how we use your data (which is what this policy is for)

  • Access the personal data we hold about you

  • Rectify any inaccurate or incomplete information

  • Erase your data ("the right to be forgotten") in certain circumstances

  • Restrict how we use your data in certain circumstances

  • Object to us processing your data, including for direct marketing

  • Data portability: to receive your data in a usable format

  • Withdraw consent at any time, where we rely on consent

To exercise any of these rights, just email us at info@thetrainingfloor.co.uk. We will respond within one month. There is normally no charge.

COMPLAINTS

We hope you will come to us first if you have any concern about how we have handled your data. We would genuinely rather know and put it right.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO):

Website: ico.org.uk Helpline: 0303 123 1113

CHANGES TO THIS POLICY

We may update this policy from time to time. When we make significant changes, we will update the date at the top and, where appropriate, let you know directly.

This privacy policy reflects UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).