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Privacy Policy

This is the same Privacy Policy as on our website, www.gymlab.fit/privacy-policy.

At Gymlab, we are committed to safeguarding your privacy and ensuring that your personal information is protected.

This Privacy Policy explains how we collect, use, disclose, and protect the information you provide to us when you use our website (gymlab.fit) and services.

1. Who We Are

Gymlab is run by three companies: Gymlab Ltd, Gymlab Hackney Ltd and Gymlab Camps Ltd. In this policy, ‘Gymlab’, ‘we’ and ‘us’ mean these three companies.

Each company is a data controller for the personal information it uses to run its classes, camps and other activities. This means it decides how that information is used and is responsible for keeping it safe.

You can contact us about your information at any time at hello@gymlab.fit.

2. Information We Collect

We may collect personal information in the following ways:

Information you provide directly: When you register your child for classes, camps, or events, we collect personal details such as your name, child’s name, email address, phone number, home address, and payment information.
Age: Your child’s age, so that we can offer the right class.
Health and emergency details: The emergency contacts you give us and any medical conditions or injuries you tell us about, so that we can keep your child safe.
Photos and videos: Your choice about photos and videos of your child, which we ask for when you book, and the photos and videos we take at our classes and camps (see section 5).
Class and camp records: Attendance registers, records of any accidents or injuries, and notes when a child is collected late.
Messages: What you tell us when you email us or send a message through a form on our website, such as your name, email address, phone number and message.
Information automatically collected: When you visit our website, we may automatically collect data such as IP addresses, browser type, operating system, and browsing behaviour (e.g., pages viewed, links clicked).
Cookies and similar technologies: We use cookies and similar tracking technologies to improve user experience, analyse site usage and measure our advertising. You can manage your cookie preferences through your browser settings. See section 10.

Our Club Policies ask you to give us accurate contact, emergency and medical details and to tell us promptly about any changes, because we need them to keep your child safe. Without them, we may not be able to give your child a place. If you give us someone else’s details, such as an emergency contact, please let them know.

Photos and videos of your child, and our marketing emails, are your choice: you can say no, and you can change your mind at any time.

3. How We Use Your Information

We use your information for the following purposes:

Service provision: To register your child for classes, camps, or events and to manage your account.
Payments and waiting lists: To take payments for memberships, trial classes and camps, and to offer you a place from our waiting list when one becomes free.
Your child’s safety: To look after your child in class, to contact you or your emergency contacts if we need to, and to keep attendance and accident records.
Communication: To provide you with updates, reminders, and promotional offers related to our services.
Customer support: To assist you with any enquiries or issues.
Marketing: To send you information about our upcoming events, services, and promotional offers. You can opt out of receiving these communications at any time.
Photos and videos: To share moments from our classes and camps on our website, on social media and in our adverts, only with your consent (see section 5).
Our website: To run our website, keep it secure and free of spam, see how it is used and measure our advertising.
Compliance and safety: To ensure compliance with legal obligations and for the safety and security of our members.

4. Our Legal Reasons for Using Your Information

Data protection law says we need a lawful reason, called a ‘lawful basis’, for each way we use your information. We rely on:

Contract: To provide the classes, camps and memberships you book with us, take your payments and manage our waiting lists.
Legal obligation: To keep financial records and to share information when the law requires it.
Legitimate interests: To answer your messages, keep attendance, accident and safety records, raise a concern about a child’s safety with the authorities, run and improve our club and website, keep the website secure, and tell families who have booked with us about similar classes and camps. We only rely on this when we are satisfied that it does not unfairly affect you or your child.
Consent: For photos and videos of your child, for marketing you have agreed to receive, and for the statistics and advertising cookies described in section 10. You can withdraw your consent at any time.
Vital interests: To protect your child in an emergency, for example by giving their medical details to paramedics if we cannot reach you.

Health information, such as a medical condition or an injury, needs extra protection under the law. We use it with your explicit consent, as our Club Policies explain. The law also lets us use it without your consent: in an emergency, to protect your child; to keep our accident records and deal with any claim; and to protect a child when we are worried about their safety.

5. Photos and Videos

We only use photos and videos of your child on our website, on social media or in our adverts if you have given your consent, which we ask for when you book.

You can withdraw your consent at any time by emailing hello@gymlab.fit. From then on, we will stop using photos and videos of your child.

6. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. However, we may share your information with:

Service providers: We may share your information with third-party service providers (e.g., payment processors, IT support) who help us deliver our services. They include our booking system and the payment providers that work with it, the platform that hosts our website and its forms, our email services, and the services our website uses for statistics, advertising, spam protection and fonts (see section 10).
Emergency services: If your child is hurt or unwell, we may share their medical and emergency details with the paramedics, doctors or hospital looking after them.
Safeguarding: If we are worried about a child’s safety, we may share information with the local Social Care team or another safeguarding agency.
Legal obligations: We may disclose your information if required by law or to comply with legal processes.

7. Transfers Outside the UK

Some of our service providers, such as our website platform and the statistics and advertising services, are based in, or store information in, countries outside the UK, including the United States.

When your information is transferred outside the UK, we make sure it keeps the protection UK law requires. Either the UK Government has approved the destination as protecting personal information properly (for example, countries in the European Economic Area, or US companies certified under the UK Extension to the EU-US Data Privacy Framework), or the provider has agreed to the UK’s approved contract terms (the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses).

You can ask us for details of these protections, or for a copy of them, at hello@gymlab.fit.

8. Data Security

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, disclosure, alteration, or destruction. However, please note that no online transmission is completely secure.

Medical information is treated in confidence. Our staff and volunteers are trained in data protection. If a data breach ever happens, we will act at once to secure the information, and we will tell the people affected and the Information Commissioner’s Office when the law requires it.

9. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including legal, accounting, or reporting requirements. In practice:

Bookings, memberships, contact, health and emergency details: While your child comes to Gymlab, and afterwards only for as long as we need them to deal with any questions, payments or claims.
Payment and accounting records: For as long as tax and company law require.
Accident, injury and safeguarding records: For longer, because questions about a child’s safety or an injury can be raised years later, even after the child turns 18.
Messages and enquiries: For as long as we need them to answer you.
Photos and videos: For as long as your consent lasts.
Website statistics and cookies: For the time set by each service (see section 10).

If you would like us to delete your information, you can request this by contacting us at hello@gymlab.fit. We will delete it unless we must keep it for one of the reasons above.

10. Cookies

Cookies are small files that a website stores on your phone or computer. When you first visit our website, a notice tells you: ‘By using this site, you accept cookies.’

Our website uses:

Essential cookies: Our website platform uses these so that the site and its forms work securely.
Statistics cookies: Our website platform and Google Analytics use these to count visits and show us which pages are used, so that we can improve the site.
Advertising cookies: Google and Meta (Facebook and Instagram) use these to measure how well our adverts work, and they can be used to show our adverts to people who have visited our website. A marketing service also uses a cookie to see which visits lead families to get in touch with us.
Booking pages: When you book, the pages of our booking system may set their own cookies, for example to take payments securely.

Our forms also use a spam check from Google (reCAPTCHA), and some of our fonts load from an outside font service. These services receive your device’s IP address when the page loads.

Some cookies last only for your visit; others can stay on your device for up to two years. You can block or delete cookies at any time in your browser settings. The website will still work, although some parts of it, such as forms, may not work without essential cookies.

11. Your Rights

You have the following rights regarding your personal data:

Access and correction: You can request access to or correction of your personal data.
Deletion: You may request the deletion of your personal data under certain conditions.
Objection and restriction: You can object to or request a restriction on the processing of your data.
Data portability: You may request a copy of your personal data in a machine-readable format.
Withdraw consent: You can withdraw your consent to data processing at any time. This does not affect anything we did with your consent before you withdrew it.
Marketing: You can ask us to stop sending you marketing at any time, and we will.

You can use these rights for yourself and on behalf of your child.

To exercise any of these rights, please contact us at hello@gymlab.fit. We will normally reply within one month, and there is usually no charge.

12. How to Complain

If you are unhappy with how we have used your information, please tell us first at hello@gymlab.fit, so that we can try to put it right. We will let you know within 30 days that we have received your complaint, and then tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk or on 0303 123 1113.

13. Children’s Privacy

We take special care to protect the privacy of children. Our services are directed at parents and guardians, and we collect information about children only from their parents or guardians, apart from our own records of their classes and camps, such as registers, accident records, photos and videos. If you believe we have collected personal information from a child without parental consent, please contact us immediately.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The updated version will be posted on our website, and you will be notified of any significant changes.

Last updated: 19 October 2026

15. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you would like to exercise your rights, please contact us at:

Gymlab

Email: hello@gymlab.fit