Privacy Policy

Last Updated: July 2026
 

Shaded Fitness ("Shaded Fitness", "we", "us", "our") respects your privacy. This Privacy Policy explains what personal information we collect, how we use it, and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
 

Data Controller

Shaded Fitness

Unit 18 Riverpark
Ampere Road
Newbury
Berkshire 
RG14 2DQ
 

Email: info@shadedfitness.co.uk
 

Phone: +447360278594
 

1. Information We Collect

a) Information You Provide

We may collect the following information when you contact us or become a member:

• Name

• Email address

• Phone number

• Emergency contact details

• Fitness goals and training preferences

• Consultation and booking information

• Health screening information, including medical conditions or injuries relevant to exercise participation

• Membership and billing information

• Marketing preferences
   

b) Information From Your Interactions With Us

We may collect information when:

• You complete forms on our website or social media platforms

• You contact us via phone, email, social media, or in person

• You book a consultation, trial session, or membership

• You participate in coaching sessions, assessments, challenges, or events

• You provide information necessary for us to deliver safe and effective fitness coaching
   

2. How We Use Your Information

We use your information to:

• Respond to enquiries and arrange consultations

• Deliver safe and effective coaching programmes

• Manage memberships, payments, and customer support

• Monitor progress and personalise your fitness experience

• Communicate important information regarding your membership or training

• Send marketing communications, offers, and updates where you have opted in

• Meet our legal and regulatory obligations, including health and safety requirements
   

3. Legal Basis for Processing

We process your personal information under one or more of the following legal bases:

Contract

To provide the services you have requested and fulfil our membership agreement with you.

Legitimate Interests

To operate, improve, and promote our business while maintaining a positive member experience.

Consent

For marketing communications and certain health-related information where consent is required. You may withdraw consent at any time.

Legal Obligation

To comply with applicable laws, including tax, accounting, and health and safety requirements.

Vital Interests

In limited circumstances where processing is necessary to protect your health or safety.
 

4. Sharing Your Information

We do not sell, rent, or trade your personal information.

We may share information with trusted third parties, including:

• Payment processing providers

• CRM and membership management systems

• Email and marketing service providers

• Professional advisers such as accountants and legal advisers

• Regulatory authorities or law enforcement agencies where required by law

All third-party providers are required to handle your information securely and in accordance with applicable data protection laws.

5. Data Retention

We retain personal information only for as long as necessary.

• Enquiry data: Typically retained for up to 24 months after last contact

• Membership records: Retained for the duration of membership and up to 6 years afterwards for legal and financial purposes

• Health screening and coaching records: Retained while you remain a member and for a reasonable period thereafter to meet legal and safety obligations

• Marketing data: Retained until you unsubscribe or request deletion
   

6. Data Security

We take appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, alteration, or disclosure.

While no system can be guaranteed completely secure, we continually review and improve our security procedures.

7. Your Rights

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

• Request access to your personal information

• Request correction of inaccurate or incomplete information

• Request deletion of your information where appropriate

• Restrict or object to certain processing activities

• Withdraw consent for marketing communications

• Request a copy of your data in a portable format where applicable

• Lodge a complaint with the Information Commissioner's Office (ICO)

For more information about your rights, visit the ICO website.

To exercise any of these rights, please contact us using the details below.
 

8. Children's Privacy

Our services are primarily intended for adults. We do not knowingly collect personal information from children under the age of 16 without appropriate parental or guardian consent.

If we become aware that information has been collected from a child without appropriate consent, we will take steps to remove it.
 

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices.

The latest version will always be available on our website.
 

10. Contact Us

Shaded Fitness
Unit 18 Riverpark
Ampere Road
Newbury
Berkshire 
RG14 2DQ

Email: info@shadedfitness.co.uk

Phone: +447360278594
 

If you have any questions regarding this Privacy Policy or how we handle your personal information, please contact us using the details above.