↓ (Privacy Notice)
How we handle
your data.
Plain English, no small print games. This explains what we collect, why we have it, who else sees it and how to make us delete it.
DRAFT — nearly there. The items still marked [TO CONFIRM] below are: the chat agency's data processing agreement and the platform's retention period, whether health declarations and member photos are held, and where Lightspeed stores data. The transfer safeguard is the only one that genuinely blocks publication. Remove this box once they are done.
Last updated: 2 September 2026
1. Who we are
Definition Gym Tonbridge Limited runs the gym at 16 Sovereign Way, Tonbridge TN9 1RS. We are the “data controller” for the information described here, which means we decide how it is used and we are responsible for looking after it.
- Email: hello@definitiongyms.co.uk
- Phone: 01732 647015
- The gym: 16 Sovereign Way, Tonbridge, Kent TN9 1RS
- Registered in England and Wales, company number 14069302
- Registered office: Unit 9, The Stables, Goblands Farm Business Centre, Cemetery Lane, Hadlow, Kent TN11 0LT
- Registered with the Information Commissioner's Office, number 00013702771
If you want to ask about anything on this page, email us and put “data protection” in the subject line.
2. What we collect
If you sign up for offers on this website
Your name, email address and — if you choose to give it — your phone number. We also record which page you signed up from and the date you ticked the consent box.
If you use the chat on this website
Whatever you type into the chat, plus any name, email address or phone number you give us during the conversation. The chat is answered by an automated assistant. A summary of each conversation is emailed to us so we can follow up.
If you become a member
Your name, date of birth, address, email address, phone number, an emergency contact, and your membership and payment history. We also hold a record of when you enter the gym, because entry uses your membership.
Health information you give us, such as a pre-exercise questionnaire or a medical condition you tell us about: [TO CONFIRM — do you collect health declarations, and where are they stored?]
Photographs used for member identification: [TO CONFIRM — does Clubright hold member photos?]
If you pay us
Direct Debit payments are handled by GoCardless, who collect your bank details directly. Card and cash payments in the gym are handled through our till system. We do not store your full card number.
CCTV
The gym is covered by CCTV, inside and outside. Cameras record image only — there is no audio recording.
It is there to keep members and staff safe, to protect the building and equipment, and to help us deal with accidents, theft or misuse of the gym. It is not used to monitor how hard anyone trains, and it is not used to monitor staff performance.
There is a screen at reception showing the live camera views, so you can see for yourself where the cameras are and what they cover.
Recordings are kept for two months and then written over. Only the gym owner and management can view them. We will only hand footage to anyone else if we are legally required to — for example to the police as part of an investigation, or to our insurers in relation to a claim.
You have the right to ask for a copy of CCTV footage of yourself. Email us with the date, the approximate time and where you were, and we will find it if it is still within the two months. We may need to blur other people in the footage before we can give it to you, because it is their personal data too.
When you simply visit this website
We do not run any analytics on this site, so we do not build up a picture of what you looked at. The company that serves the website keeps short-term technical logs, including your IP address, to deliver the pages and protect the site from attack.
3. Why we use it, and our legal reason for doing so
Data protection law requires us to have a specific legal reason — a “lawful basis” — for each thing we do with your information.
| What we do | Why | Our lawful basis |
|---|---|---|
| Send you offers and news by email or text | You asked us to | Your consent. You can withdraw it at any time. |
| Answer your enquiry, by chat, phone or email | You contacted us | Our legitimate interest in replying to people who get in touch. |
| Run your membership and take payment | To give you what you paid for | Performance of our contract with you. |
| Control access to the gym and keep the building secure | Safety and preventing misuse | Our legitimate interest in a safe, secure site. |
| Record CCTV inside and outside the gym | Safety of members and staff, and protecting the premises | Our legitimate interest in a safe, secure site. We have weighed this against your privacy and kept the retention period short. |
| Hold health information you have given us | To keep you safe while training | Your explicit consent. [TO CONFIRM] |
| Keep accounting and tax records | The law requires it | Our legal obligations. |
4. Who else sees your data
We use a small number of suppliers to run the business. They only handle your data to do a job for us, under contract, and they cannot use it for their own purposes.
| Supplier | What they do for us | Where they hold data |
|---|---|---|
| Clubright | Memberships, bookings and gym access | United Kingdom |
| HubSpot | Our marketing email and enquiry records | European Union |
| GoCardless | Direct Debit payments | United Kingdom |
| LeadConnector / HighLevel | The automated chat on this website | United States |
| Lightspeed | Till and shop purchases | [TO CONFIRM] |
| Voodoo SMS | Sending text messages | United Kingdom |
| Cloudflare | Serving this website | Global network |
We also share data where we have to — for example with our accountant, our insurers, or the police or another authority if we are legally required to. We never sell your data and we never pass it to anyone for their own marketing.
5. Data sent outside the UK
Most of our suppliers hold data in the UK or the European Union. Two do not:
- The website chat is run by a supplier based in the United States, so anything you type into it is processed there.
- Cloudflare serves this website from a global network of servers.
UK law only allows this if there is a proper safeguard in place. The chat was built for us by an agency, and our contract is with that agency, who are responsible for the platform they build on. [TO CONFIRM — get the signed data processing agreement from the agency and name the safeguard here: either the UK International Data Transfer Addendum, or the platform's certification under the UK extension to the EU–US Data Privacy Framework. Do not publish this page until this line is filled in.]
If you would rather not have your enquiry processed outside the UK, do not use the chat — email or phone us instead and it stays with UK and EU suppliers.
6. How long we keep it
| What | How long |
|---|---|
| Marketing sign-ups | Until you unsubscribe, then a minimal record so we know not to contact you again |
| Enquiries that did not become memberships | 24 months |
| Chat conversations | [TO CONFIRM — ask the agency what the platform's retention is] |
| Member records | 6 years after your membership ends, to match the period we must keep accounting records |
| Accounting and tax records | 6 years after the end of the financial year they relate to |
| CCTV | 2 months, then written over |
7. Your rights
You can ask us to:
- give you a copy of the data we hold about you;
- correct it if it is wrong;
- delete it, where we do not have to keep it;
- stop using it for a particular purpose, or restrict what we do with it;
- send it to you or another provider in a portable format;
- stop sending you marketing — this one is absolute, and we will always act on it.
Email hello@definitiongyms.co.uk and we will reply within one month. It is free. We may ask you to confirm who you are first, so we do not hand your data to someone else.
Where we rely on your consent, you can withdraw it at any time. Every marketing email has an unsubscribe link, and texts explain how to opt out. Withdrawing consent does not affect anything we did before you withdrew it.
8. Cookies and similar technology
This site does not track you. There is no Google Analytics, no advertising pixel and no cookie that follows you to other websites. In fact the site sets no cookies of its own at all.
Two things do store a small amount of information on your device:
- This website remembers that you have closed the sign-up box, so it stops reappearing on every page. That is the only thing we store ourselves.
- The chat keeps your conversation, and anything you have typed but not yet sent, so it still makes sense if you move to another page or come back later.
Both exist to make something you asked for work properly, not to track you.
Our Contact page can show a Google map. Google sets its own cookies when that map loads, and we have no control over what Google does with them — so we do not load it until you ask. The page shows the address and a “Show map” button, and nothing reaches Google unless you press it. If you never press it, Google never hears from you.
9. Automated decisions
The chat on this website is answered by an automated assistant rather than a person. It answers questions and passes enquiries to us. It does not make any decision that affects your membership, your price or your access to the gym — a person always does that.
10. Complaints
If you are unhappy with how we have handled your data, tell us first and we will try to put it right. You also have the right to complain to the UK regulator:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline 0303 123 1113. ico.org.uk/make-a-complaint
11. Changes to this notice
If we change how we use your data we will update this page and change the date at the top. If the change is significant we will tell members directly.