This notice explains what personal data Vibes Gym and Vibes Studio (trading names of Vibes Gym, company number ) hold about you, why, and your rights. It sits with our Terms and Conditions.
What we hold and why
We use your personal data to run your membership and keep the gym safe: your contact details and photo, your membership and payments, door entries, bookings, health questions you answer, call recordings and CCTV. We use it to take payments, control access, run classes and sessions, keep you and others safe, meet our legal duties, and tell you about your membership. Service messages (payments, access, bookings, safety, changes to your membership) are not marketing. Marketing is only sent if you opt in, and you can stop it at any time. Opt in boxes are never pre ticked.
Your payment card is held by our payment provider, Stripe, not by us. Calls to the gym may be answered by our automated receptionist and are recorded and transcribed. Some decisions, such as door access and fees, are made by our system from our Terms; you can ask staff to review any automatic decision.
Photos and video for promoting the gym
We take photos and video in the gym and studio to promote Vibes Gym and Vibes Studio. For general shots and people in the background we rely on our legitimate interest in promoting our business; we have assessed this and you can ask to see a summary. We ask for written permission before using you as the main focus of a paid advert or printed material. We never film in changing rooms, toilets, sunbed rooms or the sauna, and never publish identifiable images of under 18s without a parent's written permission. Photographers we use work under contract and only on our instructions. We keep images while they are in use and remove them from our own pages within 14 days of a valid objection. You can object at any time in the app, at the desk or by email to hello@vibesgym.com. If you are unhappy with how we handle it, tell us first; you also have the right to complain to the Information Commissioner's Office (ico.org.uk).
CCTV
CCTV operates throughout the building except changing rooms, toilets, sunbed rooms and the sauna, for safety, security, investigating incidents and complaints, and access control, based on our legitimate interests. Footage is kept for up to 30 days unless needed for an incident, claim or legal reason, and may be shared with the police or insurers. It is never used for marketing.
How long we keep your data
- Your profile and health answers: While you are a member or owe us money. After your last membership and last visit, 2 years, your name, contact details, photo, date of birth, address and health questionnaire answers are removed.
- People who enquired but never joined: 2 years after they last got in touch.
- Payments, invoices and refunds: 6 years, kept under a reference number rather than your name, because tax law requires it.
- Gym visits and door records: 2 years.
- Accident and incident records: 3 years, or until a junior turns 21 if that is later, in case of an insurance claim.
- Card dispute evidence: At least 2 years after the payment, and longer while a dispute is open.
- Bans: While a ban stands we keep only what we need to recognise the person: name, date of birth, photo and identifiers (card, email, phone, device), and the ban record. Identifiers are removed 30 days after the ban ends.
- AI receptionist call transcripts: 1 year. We do not keep call audio.
- Marketing consent records: While we contact you, and 2 years after you withdraw consent.
Your rights
You can ask for a copy of your data, ask us to correct it, ask us to delete it where we no longer need it, object to a use based on our legitimate interests, and withdraw marketing consent at any time. To do any of these, email hello@vibesgym.com or speak to the team. We will reply within the time the law allows.
Contact
Vibes Gym, 5d St Francis Way, Shefford, SG17 5DZ. Email hello@vibesgym.com, phone 01462 514474. You can also complain to the Information Commissioner's Office at ico.org.uk.