Privacy Policy

1. Who We Are – Data Controller

For the purposes of data protection law, the Data Controller is:

Dark Energy Fitness

We are committed to protecting and respecting your privacy and ensuring that your personal data is handled securely and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Personal Data We Collect

We collect and process the following personal information:

• Full name
• Contact information (email address, phone number)
• Emergency contact details
• Date of birth
• Health or medical information (e.g. PAR-Q forms)
• Booking and attendance history
• Payment details (processed securely through third-party providers)
• IP address and website usage data (via cookies and analytics)
• Communications and interactions with us (emails, messages)
• Marketing preferences

3. Why We Collect Your Data

We collect your personal data for the following purposes:

• To manage your membership or class bookings
• To provide fitness services tailored to your needs
• To ensure your safety during classes (e.g. medical info)
• To communicate important service updates
• To process payments and manage subscriptions
• To send you marketing communications (with your consent)
• To comply with legal or regulatory obligations
• To improve our services and customer experience

4. Lawful Bases for Processing

Under the UK GDPR, we rely on the following lawful bases to collect and use your personal data:

• Consent – e.g., for marketing communications
• Contract – to deliver our services and manage your account
• Legal obligation – to meet our health and safety, accounting, or insurance obligations
• Legitimate interest – to improve our services, maintain security, and grow our business

5. Marketing and Communications

We will only send you marketing communications by email or SMS if you have given us your explicit consent. You can unsubscribe or change your preferences at any time by contacting us directly.

6. Sharing Your Data

We do not sell your data. We may share your personal data with:

• Payment processors (e.g. Stripe, Square up)
• Booking or class management platforms
• Professional advisors (e.g. legal, insurance, accounting)
• Government bodies or law enforcement if required by law
• All third parties are required to comply with UK data protection laws.

7. How Long We Keep Your Data

We keep your personal data only as long as necessary to fulfil the purposes for which it was collected, including any legal or reporting requirements. Once no longer needed, data is securely deleted or anonymised.

8. Your Rights Under UK GDPR

• You have the following rights in relation to your personal data:
• The right to access your data
• The right to correct inaccurate data
• The right to request deletion of your data (where legally permitted)
• The right to restrict or object to certain processing
• The right to withdraw consent at any time
• The right to data portability
• The right to lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, contact us using the contact form

ICO Contact: www.ico.org.uk / 0303 123 1113

9. Data Security

We take data security seriously. Your data is stored securely with appropriate technical and organisational measures in place, including encrypted storage, access controls, and secure third-party providers. Access is limited to authorised staff and partners only.

10. Cookies and Website Analytics

We use cookies and similar technologies to collect website usage data and improve user experience. You can control cookie settings through your browser.

11. Children’s Data

We welcome young people aged 12 and over for classes and personal training at Dark Energy Fitness. However, under UK data protection law, individuals under the age of 13 are considered children and require parental or guardian consent for us to collect and process their personal data.

For any member or participant aged 12 to 15, we require:

• A parent or legal guardian to complete registration forms
• Parental consent for any data collection and communications
• Emergency contact details and relevant health information provided by the guardian

All data collected about minors is handled with extra care and stored securely. It is only used to provide safe and appropriate fitness services.

If you believe we have collected personal data from a child without proper consent, please contact us immediately at via the contact form.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We recommend reviewing it periodically.

13. Contact Us

If you have any questions about this policy or how we handle your data, please contact:

Laura  Head Coach - Dark Energy Fitness