Privacy notice
Who this notice covers
This notice explains how Square One Gym handles personal information when you use our website, contact us, book a tour, enquire about coaching or room hire, buy tickets or shop products, or use our membership and coaching services. Contact: hello@squareonegym.co.uk; 07380 700742; 3 Hunting Gate, Hitchin, SG4 0TJ.
Information we collect
Depending on the service, we collect your name, contact details, enquiry messages, interests, booking preferences, age and parent or guardian details. Coaching enquiries may include fitness background and injury or medical information. Orders and bookings involve purchase, delivery and transaction details. Member and coaching services may also involve attendance, goals, progress and activity records. The website processes technical and security information, cookie choices and, where you allow analytics, information about visits and interactions.
Why we use information and our legal bases
We use information to respond to requests, arrange tours and bookings, deliver purchases and services, and administer accounts. Where this is necessary to take steps you request before a contract, or to perform a contract, that is our legal basis. We rely on legitimate interests for proportionate enquiry follow-up, service administration, fraud prevention and security, balancing these interests against your rights. Legal obligations may require accounting records or responses to lawful requests. Optional analytics and marketing requiring consent should only be used with that consent. You can withdraw consent without affecting earlier lawful processing.
Health information and children
Health information needs an additional condition under UK data-protection law, beyond an ordinary legal basis. Only share information relevant to safe participation; do not include unnecessary sensitive details in general enquiries. Before this draft is approved, Square One must confirm the applicable special-category condition, any explicit-consent process and access controls for each service collecting health data. Junior coaching enquiries can include a parent or guardian’s details. Staff should use these to arrange suitable contact and explain the relevant information to the child and guardian.
Enquiries and follow-up
Website enquiries are recorded so the team can respond and follow up. Wrestling coaching submissions are stored in the main leads system and the wrestling coaching enquiries area, with a linked follow-up task. Submitting an enquiry is not blanket consent to unrelated marketing. Tell us if you no longer want enquiry follow-up; you may object to direct marketing at any time.
Who may receive information
Relevant staff and service providers may receive information needed for their role. Services used by this website include Replit for hosting and application infrastructure, Gmail for email, Stripe for payments and Tropicana/TropShip for supplier fulfilment. Resamania is used for memberships; Kit is available for marketing communications. Payment providers process payment information under their own notices. We may also share information with professional advisers or authorities where necessary and lawful. Square One must confirm the complete provider list and contractual roles before approving this draft.
WhatsApp, YouTube and external bookings
The Chat Now button opens WhatsApp or WhatsApp Web with a suggested message. You choose whether to send it. WhatsApp/Meta then processes information under its own privacy terms. Embedded YouTube content can involve Google receiving technical information when it loads or plays. Links to Yada Massage and other external booking sites take you to services with their own privacy notices; check those notices before providing information.
Cookies and analytics
The website offers cookie choices for optional first-party analytics. Essential functions, including security and session handling, may require storage without optional analytics consent. Analytics helps us understand visits, interactions and enquiries. Use the cookie controls to manage your choice. External services can have their own cookies and tracking. The final notice should be checked against the live cookie inventory, storage durations and third-party loading behaviour.
International transfers and security
Some service providers may process information outside the UK. Before approving this notice, Square One must confirm the destinations and relevant safeguards, such as adequacy regulations or approved contractual safeguards, and how you can obtain details. Access should be limited to people who need it, with appropriate technical and organisational measures. No internet service can promise absolute security.
How long information is kept
Information should be kept only as long as necessary for the purpose, including applicable accounting, safeguarding, insurance and legal requirements. The period depends on the record type, whether you become a customer, ongoing service needs and any dispute or legal hold. Square One must confirm its retention periods for leads, bookings, orders, member records, health information and backups before this draft becomes the approved notice. Contact us about a particular record.
Your rights
Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your personal information. You can object to processing based on legitimate interests and to direct marketing, and withdraw consent where consent is used. These rights are not absolute. We may need information to verify your identity. Responses are normally due within one month, subject to lawful extensions. Contact hello@squareonegym.co.uk. You may complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Profiling and automated decisions
The website can record enquiry sources, assign lead scores and generate follow-up tasks to help staff prioritise work. Square One must verify any further profiling or solely automated decisions with legal or similarly significant effects, and explain the logic, consequences and available safeguards before approving this notice.
Changes to this notice
This draft may change following review of the organisation’s actual practices. An approved version should show its effective date, and material changes should be brought to the attention of affected people where appropriate.
Privacy questions: hello@squareonegym.co.uk