Privacy Policy — Zone Weymouth Ltd

Zone Weymouth Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose and retain personal information when you use our website, contact us, become a member, or otherwise interact with us. It supplements any other notices and is not intended to override them.

Who we are

Data controller: Zone Weymouth Ltd
Address: Leanne House, Avon Close, Granby Industrial Estate, Weymouth, Dorset DT4 9UX
Email (data/privacy contact): reception@zoneweymouth.com

Summary

We collect personal data you provide (for enquiries, membership, bookings), technical data collected automatically when you visit our site, and, where necessary, limited health data (for member safety). We use this information to provide and manage services, comply with legal obligations, improve our services, and (with consent or on another lawful basis) send marketing. You can exercise data subject rights — see the "Your rights" section below.

What personal data we collect

• Contact & identity data: name, email, phone, address.
• Membership & billing data: membership status, class bookings, payment records (note: card details are processed by our payment provider; we do not store full card numbers).
• Health data (special category): any health or medical information you provide on joining (PAR-Q or similar) — collected only if needed for safety and with explicit consent.
• Communication data: messages, emails, contact form entries (Contact Form 7).
• Technical & analytics data: IP address, device & browser type, pages visited, referrer, cookies and similar technologies (Google Analytics).

How we collect data

We collect data when you:

• Complete forms on our site (Contact Form 7)
• Sign up, join, or book classes via ClubWise
• Email, phone or visit our centre
• Use our website (automatically-collected technical data)

How we use your personal data (purposes & legal bases)

We will only process personal data where we have a lawful basis to do so under UK data protection law. Typical bases we rely on include:

• Performance of a contract: membership management, bookings, providing services and taking steps to enter contracts.
• Consent: for marketing communications and explicit health information where required.
• Legitimate interests: to operate and improve our website and services, prevent fraud, and maintain security. We balance these interests against your rights.
• Legal obligation: where we must keep records for tax, accounting or other legal reasons.

Marketing

We may contact you with offers, news and class updates if you have opted in or where we have another lawful basis. You can opt out at any time using the unsubscribe link in emails or by emailing reception@zoneweymouth.com. Opting out of marketing will not prevent service-related messages about your membership or bookings.

Cookies & tracking

We use cookies and similar technologies. On first visit you will see a cookie banner allowing you to accept or reject non-essential cookies. We use:

• Essential cookies for site functionality
• Analytics cookies (Google Analytics) to understand site usage and improve the site
• Marketing cookies only if you give consent (where applicable)

For full details and instructions on how to opt out of cookies, please see our Cookie Policy (or contact us and we will provide details).

Third parties & processors

We share personal data with trusted third parties who process data on our behalf under contract. These include (but are not limited to):

• ClubWise – membership, bookings, check-ins and payment authorisation. ClubWise’s processing is governed by their privacy terms and our Data Processing Agreement.
• WordPress / Contact Form 7 – website platform and form handling. Contact form submissions are emailed to our address; no third-party storage is used by default unless you enable such plugins.
• Google – Google Analytics for aggregated website analytics.
• Hosting, IT, email and payment providers (as required to perform services).

We require all processors to implement appropriate security measures and to process data only on our instructions.

International transfers

Some service providers (for example Google) may transfer data outside the UK. Where transfers occur we will ensure appropriate safeguards are in place (such as UK-approved Standard Contractual Clauses or other legal mechanisms) or that the destination affords an adequate level of protection.

Payments

We do not store full payment card details on our website or servers. Payments and card data are processed by ClubWise and their payment partners (who comply with industry-standard security measures). If you have questions about how payments are processed, please contact reception@zoneweymouth.com.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected and to meet legal and accounting obligations. Typical retention periods (examples):

• Membership & billing records: up to 6 years after membership ends (for accounting and legal purposes)
• Health/PAR-Q records: for the duration of membership or as required by law
• Contact form enquiries: usually up to 12 months
• Analytics data: controlled by Google’s retention settings

If you would like details of the specific retention period for a particular type of data, please contact us.

Data security

We implement appropriate technical and organisational measures to protect personal data — for example HTTPS, access controls, staff confidentiality obligations and secure hosting. While we work to protect your data, no system is 100% secure; if there is a personal data breach we will follow legal requirements for notification.

Your rights

You have rights under the UK GDPR, subject to statutory conditions. These include:

• Right to access your personal data
• Right to correct inaccurate or incomplete data
• Right to erasure (in certain circumstances)
• Right to restrict processing
• Right to object to processing (including for direct marketing)
• Right to data portability (where applicable)
• Right to withdraw consent at any time (where processing is based on consent)

To exercise your rights, contact reception@zoneweymouth.com. We generally respond within one month; complex requests may take longer, and we will keep you informed.

Children

Our services are not intended for children under 16. We do not knowingly collect or retain personal data of children under 16 without parental consent. If you believe we hold data for a child under 16, contact us and we will take steps to delete it where appropriate.

Automated decision-making

We do not carry out automated decision-making that has a legal or similarly significant effect on individuals. Routine automated processes (e.g., automated booking confirmations) do not amount to such decisions.

Complaints

If you have concerns about how we process your data, please contact us at reception@zoneweymouth.com so we can try to resolve matters. You also have the right to complain to the UK data protection regulator:

Information Commissioner’s Office (ICO)

Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with a revised date.