Privacy Policy

Introduction

At incorpor8.fitness, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you engage with our services.

incorpor8.fitness is a provider of workplace fitness and wellness services. We are registered in England and Wales under company number 16295339, with our registered office at 1st Floor, The Brew Eagle House, 163 City Road, London, England, EC1V 1NR.

For the purpose of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, incorpor8.fitness is the data controller responsible for your personal data.

Categories of Data Subjects

We process personal data relating to four distinct categories of individuals:

  1. Participants: Individuals who attend our fitness classes
  2. Employer Contacts: Representatives from organisations that engage our services
  3. Teachers: Fitness professionals who deliver our classes
  4. Marketing Contacts: Individuals who have expressed interest in our services or subscribed to our communications

The Personal Data We Collect

Participant Data

We are committed to data minimisation for class participants:

  • Email addresses: We collect email addresses of individuals who sign up for our classes. This is the only personal identifier we store for participants.
  • Injury notification requests: When signing up for a class, participants may indicate whether they wish to speak with a teacher about an injury. We record only this preference (yes/no) and do not record any details about the injury itself.

We do not collect names, phone numbers, or any other personal information from participants.

Employer Contact Data

For our employer contacts, we collect:

  • Email addresses
  • Names
  • Phone numbers

Teacher Data

For our teachers, we collect:

  • Email addresses
  • Names
  • Phone numbers
  • Bank account details

Marketing Contact Data

For our marketing contacts, we collect:

  • Email addresses
  • Names (where provided)
  • Company names (where provided)

How We Use Your Personal Data

Participant Data

We use participant email addresses for the following specific purposes:

  1. Class management: To record anticipated participation and sign people in when they attend classes
  2. Feedback collection: To send follow-up feedback surveys after class participation
  3. Reporting: To generate anonymous statistics for employers regarding unique attendance rates

If a participant has indicated a wish to discuss an injury with a teacher, we use this information solely to facilitate this conversation before the class begins but we do not record any details of the conversation.

Employer Contact Data

We use employer contact data for:

  1. Class administration: To coordinate and schedule fitness sessions
  2. Booking management: To confirm bookings and manage class schedules
  3. Reporting: To share usage statistics and service performance metrics
  4. Marketing: To inform contacts about our services and offerings. By engaging with our services as an employer contact, we consider it a legitimate interest to keep you informed about relevant updates, additional services, and offerings that may benefit your organisation.

Teacher Data

We use teacher data for:

  1. Class administration: To schedule and coordinate class delivery
  2. General communication: To share important information and updates
  3. Reporting: To track class delivery and performance metrics
  4. Financial administration: To process payments for services provided
  5. Marketing: To inform teachers about company updates and opportunities. By entering into a teaching relationship with us, we consider it a legitimate interest to keep teachers informed about relevant business activities and opportunities.

Marketing Contact Data

We use marketing contact data for:

  1. Direct marketing: To share information about our services, events, and offers
  2. Newsletter distribution: To send regular updates about our company and industry insights
  3. Event invitations: To invite contacts to webinars, workshops, or other events
  4. Market research: To gather feedback and improve our services

We obtain marketing contact data through various lawful means, including:

  • Website sign-up forms
  • Event registrations
  • Business card exchanges
  • Referrals (where the referrer has confirmed permission)
  • Public professional directories
  • Our own market research using publicly available information from web searches
  • Professional networking platforms such as LinkedIn
  • Other social media platforms where professional information is publicly shared

Legal Basis for Processing

We process personal data on the following legal bases:

  • Legitimate interests: To provide our services effectively and efficiently, including marketing communications to employer contacts and teachers with whom we have an existing business relationship. We have conducted a legitimate interest assessment to ensure our interests do not override fundamental rights.
  • Contract: To fulfil our contractual obligations to employers and teachers.
  • Consent: For marketing communications to individuals with whom we do not have an existing business relationship.
  • Legal obligation: To comply with our legal and regulatory requirements.

Data Retention

Participant Data

We will retain participant email addresses for the duration of our contract with their employer, plus an additional period of up to 12 months for reporting and analysis purposes.

If a participant requests removal of their data, we will anonymise their email address, replacing it with a random identifier that cannot be attributed to them.

Employer Contact Data and Teacher Data

We will retain this data for the duration of our business relationship plus a period of up to 6 years to comply with legal and business requirements.

Marketing Contact Data

We will retain marketing contact data for as long as we have a legitimate interest in maintaining the relationship or until you opt out of receiving communications from us. We regularly review our marketing lists to ensure they remain current and relevant.

Data Sharing

We do not share personal data with third parties except in the following limited circumstances:

  • With employers, but only in the form of anonymous, aggregated statistics for participant data (e.g., total participation rates, unique participant counts)
  • With our service providers who process data on our behalf, subject to appropriate data protection agreements
  • Where required by law

We will never sell your personal data or share it for marketing purposes with external third parties.

Your Rights

Under UK data protection law, you have rights in relation to your personal data, including:

  • Right to access: You have the right to request a copy of the personal data we hold about you
  • Right to rectification: You have the right to request that we correct incomplete or inaccurate personal data
  • Right to erasure: You have the right to request that we delete your personal data in certain circumstances
  • Right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain circumstances
  • Right to data portability: You have the right to request that we transfer your personal data to you or a third party
  • Right to object: You have the right to object to our processing of your personal data based on legitimate interests

Marketing Opt-Out

You have the right to opt out of receiving marketing communications at any time by e-mailing us at privacy@incorpor8.fitness with the subject line "Opt-Out".

If you opt out of marketing communications, we will continue to process your personal data for other purposes where we have a lawful basis to do so, such as fulfilling our contractual obligations or complying with legal requirements.

To exercise any of these rights, please contact us at privacy@incorpor8.fitness.

Data Security

We have implemented appropriate security measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. Our security systems are regularly reviewed and updated to ensure ongoing effectiveness.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on our website or through other appropriate communication channels.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please e-mail us at privacy@incorpor8.fitness.

Your Right to Complain

If you are concerned about how we have processed your personal data, you have the right to complain to the Information Commissioner's Office (ICO). You can contact the ICO through their website at https://ico.org.uk/ or by calling their helpline on 0303 123 1113.

Last updated: 6 April 2025