Privacy Policy

Introduction

Vibes Gym Ltd, trading as Vibes Gym (Company Number 10505142), has a registered office located at:

We take the privacy of your information seriously. We will only use your personal information in accordance with UK data protection law and this Privacy Policy.

This Privacy Policy applies to personal information we hold about individuals. It does not apply to information we hold about companies or other organisations.

The website vibesgym.com is owned and operated by Vibes Gym Ltd.

Personal Data

Under the UK GDPR, personal data means any information relating to an identified or identifiable individual.

Who is the Data Controller?

Vibes Gym Ltd is the Data Controller for personal data it collects and processes.

Lawful Processing

The lawful bases for processing are set out in Article 6 UK GDPR. At least 1 must apply whenever personal data is processed:

• Consent: you have given clear consent for a specific purpose.
• Contract: processing is necessary for a contract with you or steps before entering a contract.
• Legal obligation: processing is necessary to comply with a legal obligation.
• Vital interests: processing is necessary to protect someone’s life.
• Public task: processing is necessary for a task carried out in the public interest or under official authority.
• Legitimate interests: processing is necessary for our legitimate interests, unless overridden by your rights.

Your Rights Regarding Personal Data

1. The right of access
2. The right to rectification
3. The right to erasure
4. The right to restriction of processing
5. The right to be informed
6. The right to data portability
7. The right to object
8. The right not to be subject to a decision based solely on automated processing

You can exercise your rights by contacting us at hello@vibesgym.com.

Information We May Collect From You

We may collect personal information in the following ways:

• When you call, email or message us with an enquiry
• When you join, use or manage a membership (including via ClubRight)
• When you make purchases online or in gym
• When you participate in events, offers or promotions
• During recruitment and employment processes
• Through website cookies (see Cookies section below)
• When you provide feedback or make a complaint

We may collect and process:

• Your name, address, email address, phone number, date of birth and emergency contact details
• Membership and access activity (for example entry logs, attendance, membership status)
• Payment and billing records (processed via payment providers and ClubRight)
• Records of correspondence with us
• Health information you choose to provide where relevant for safe participation

Information Shared With Us by Others

We do not buy personal data. In limited circumstances we may receive data from service providers that support our operations (for example ClubRight and payment processors) or from debt recovery agents where necessary for legitimate debt recovery purposes.

CCTV, photos and filming

We use CCTV in designated areas for safety and security. CCTV footage may be reviewed in connection with incidents, complaints, rule breaches or safeguarding concerns.

We may also take photographs and video footage inside the gym for promotional and marketing purposes. This may include members being identifiable. We may create and publish content ourselves or via photographers and videographers acting on our behalf.

If you have a genuine safeguarding or personal safety concern, you should notify staff and we will consider reasonable adjustments where practicable. We cannot guarantee you will not appear in background footage in a busy gym environment.

Where We Store Your Personal Data

Data is stored on secure systems and servers used by us and our service providers. Where data is transferred outside the UK, it is done with appropriate safeguards in place in line with UK GDPR requirements.

Uses of Information

We process your personal data to:

• Provide services you request and administer your membership
• Manage payments, billing, access control and customer support
• Maintain safety and security, including CCTV
• Improve our services and website
• Send service messages and operational updates
• Send marketing communications where you have not opted out

You can opt out of marketing communications at any time by emailing hello@vibesgym.com.

How Long We Keep Your Information

We retain personal data only as long as necessary for the purposes it was collected, including legal, compliance, safeguarding and dispute resolution purposes. Data may be securely archived with restricted access where appropriate.

Disclosure of Your Information

We may disclose your information where required by law, to enforce agreements, for safeguarding, or to protect the rights, property or safety of Vibes Gym, our staff, members or others. This may include sharing with regulators, law enforcement, insurers, professional advisers, or debt recovery agents where appropriate.

IP Addresses

We may collect technical information such as IP address, browser type and operating system for security and analytics. This data is typically statistical and does not identify individuals by itself.

Cookies

Our website uses cookies to enhance user experience and track site performance. Please see our Cookies Policy for details.

Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page and the “Last updated” date at the top will be amended.

Contact & Complaints

Questions, comments, or requests should be sent to hello@vibesgym.com.

You also have the right to contact the UK’s data protection regulator, the Information Commissioner’s Office (ICO).