Total Fitness MK – Privacy Policy

Last updated: 13 October 2026

1. Introduction

At Total Fitness MK, we are committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your information when you visit our website, contact us, book a fitness class, participate in personal training or use our services.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK privacy legislation.

2. Who We Are

Business name: Total Fitness MK

Legal business/trading name: Total Fitness MK

Location: Linford Wood, Milton Keynes, United Kingdom

Website: www.totalfitnessmk.co.uk

Contact telephone: 07791 781200

Email: totalfitnessmk@gmail.com

Total Fitness MK is the data controller responsible for the personal information collected in connection with our services.

3. Information We Collect

Depending on how you interact with our business, we may collect:

Personal and contact information

• Full name

• Email address

• Telephone number

• Age or date of birth, where required

• Emergency contact details

• Membership and booking information

Health and fitness information

• Fitness goals and exercise experience

• Relevant injuries and medical conditions

• Physical activity readiness questionnaires

• Body measurements and composition data

• Styku 3D body scan results

• Exercise programmes and progress records

Health information is treated as special category data under UK GDPR and receives additional protection.

Website and enquiry information

• Information submitted through website enquiry forms

• Free-trial requests

• Website usage information

• Marketing preferences

• Relevant device, browser and cookie information

Payment information

Where required, we process payments through our membership or payment providers. Payment-related information is handled in accordance with the relevant provider's privacy and security arrangements.

4. How We Use Your Information

We use personal information to:

• Respond to enquiries and requests for information.

• Arrange free trials and fitness consultations.

• Administer memberships, bookings and payments.

• Provide appropriate fitness coaching and exercise guidance.

• Monitor fitness progress through assessments and body scanning.

• Contact members about bookings, schedules and service changes.

• Send marketing information where legally permitted.

• Maintain appropriate health, safety and business records.

• Meet legal and regulatory obligations.

We will only use personal information where we have a lawful basis to do so.

5. Our Legal Basis for Processing Information

Depending on the circumstances, we rely on:

Contract: To provide memberships, classes, personal training and other services you request.

Legitimate interests: To respond to enquiries, manage our business, improve our services and maintain appropriate business records, provided your rights and interests are respected.

Consent: Where required, including certain marketing communications and the processing of sensitive health information.

Legal obligation: Where we must keep records or process information to comply with applicable law.

Special category health information: Where we need to process information about your health, we will identify an appropriate additional legal condition. This will normally involve obtaining your explicit consent where applicable.

You may withdraw consent at any time, although this does not affect processing already carried out lawfully.

6. Website Enquiries and TeamUp Marketing

When you contact Total Fitness MK through our website, advertising campaigns, landing pages or enquiry forms, your information may be recorded in our TeamUp Marketing customer relationship management system.

We use this information to:

• Respond to your enquiry.

• Arrange visits, consultations or free trials.

• Provide information about our services.

• Manage follow-up communications.

• Record contact preferences and communication history.

Submitting an enquiry does not automatically mean that you have agreed to receive ongoing promotional marketing.

We will only send marketing emails, text messages or other electronic promotional communications where we have your consent or another lawful permission under the applicable marketing rules.

You can opt out of marketing communications at any time.

7. Memberships and Fitness Services

When you become a member or attend sessions, we may store information relating to your bookings, attendance, membership status, fitness goals and relevant health considerations.

This information helps our instructors deliver suitable and appropriately adapted exercise sessions.

Access to personal and health information is limited to people who need it to provide or administer our services.

8. Styku 3D Body Scanning

Total Fitness MK offers Styku 3D body scanning to help clients monitor changes in body measurements and body composition.

Information collected may include:

• Body measurements

• Estimated body composition information

• Progress comparisons

• Scan images or body models

• Relevant client identification details

Scan information is used to support fitness progress tracking and coaching.

We will explain how your data is used and seek appropriate consent before collecting and processing sensitive information.

Your scan results will not be used in public marketing materials or published as client testimonials without your separate permission.

9. Marketing Communications

We may contact you with information about fitness classes, memberships, special offers, events and other Total Fitness MK services.

Where consent is required, we will ask you to actively opt in.

You may unsubscribe using the link provided in marketing emails or by contacting us directly.

We do not sell your personal information to third-party advertisers.

10. Sharing Your Information

We may share relevant information with trusted service providers who help us operate our business, including:

• Wix: Website hosting and online forms.

• TeamUp: Membership administration, bookings and marketing management.

• Styku: 3D body scanning and progress tracking.

• Payment providers: Payment processing and billing.

• Email and communications providers: Business communications and notifications.

Information is only shared where necessary and where appropriate legal and security arrangements are in place.

We may also disclose information where legally required or where necessary to protect someone's vital interests.

11. How We Protect Your Information

We take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse or disclosure.

These measures may include controlled access, password protection, secure service providers and appropriate staff confidentiality arrangements.

No online system can guarantee absolute security, but we work to minimise risks and protect the information entrusted to us.

12. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including relevant legal, financial, contractual and safeguarding obligations.

Our retention periods are:

• General enquiries and marketing leads: While lawful marketing permission remains valid and data is needed

• Membership and booking records: Membership duration + up to 6 years for relevant contractual records

• Fitness assessments and health records: Membership duration + up to 6 years for relevant contractual records

• Styku body scanning information: Membership duration, then delete within 12 months unless further retention is justified

• Financial and accounting records: Generally 6 years for a limited company; different tax rules for sole traders

Where exact periods cannot be specified, retention is determined by the nature of the information, the purpose of processing, relevant legal requirements and whether continued storage remains necessary.

We securely delete or anonymise information when it is no longer required, subject to any applicable retention obligations.

13. Your Data Protection Rights

Under UK data protection law, you have rights which may include:

• Accessing the personal information we hold about you.

• Asking us to correct inaccurate information.

• Requesting deletion of information in certain circumstances.

• Requesting restrictions on how information is processed.

• Objecting to certain processing, including direct marketing.

• Requesting transfer of certain information.

• Withdrawing consent where we rely on it.

These rights are subject to the circumstances and any applicable legal exemptions.

To exercise your rights, please contact us using the details in Section 2.

We will normally respond to valid data protection requests within one calendar month, subject to applicable extensions.

You have the right to object to the use of your personal information for direct marketing at any time.

14. Cookies and Website Analytics

Our website may use cookies and similar technologies to support website functionality, improve visitor experience and understand website activity.

Where required by law, we will ask for your consent before using non-essential cookies, including certain analytics or advertising technologies.

You can manage your preferences through the cookie controls on our website.

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15. International Data Transfers

Some of our technology providers may store or access personal information outside the United Kingdom.

Where international transfers take place, we will ensure an appropriate legal transfer mechanism or safeguard applies, as required by UK data protection law.

Further details about relevant safeguards can be requested using our contact details.

16. Children and Young People

Where we provide services to children or young people, we take appropriate steps to safeguard their personal information.

We collect only information necessary for the relevant service and obtain parental or guardian involvement and consent where legally required.

17. Automated Decision-Making

We do not use solely automated decision-making that produces legal or similarly significant effects on individuals in connection with our fitness services.

18. Updates to This Privacy Policy

We may update this Privacy Policy when our services, technology, business practices or legal requirements change.

The most recent version will always be available through our website.

19. Complaints and Contact Details

If you have questions or concerns about how Total Fitness MK handles your information, please contact us first so that we can investigate.

Total Fitness MK

Linford Wood, Milton Keynes

Telephone: 07791 781200

Email: totalfitnessmk@gmail.com

Website: www.totalfitnessmk.co.uk

You also have the right to raise a complaint with the UK Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: www.ico.org.uk

Telephone: 0303 123 1113

Total Fitness MK – Your fitness, your progress, your privacy.