Who we are

Tribe Strength Gym Ltd is the data controller for the personal information we collect through this website, our landing pages, and our gym. This policy explains what we collect, why, and your rights.

• Company: Tribe Strength Gym Ltd, registered in England and Wales, company number 12095149
• Registered office: Unit 3, Fen End, Astwick Road, Stotfold, Hitchin, Bedfordshire, SG5 4BA
• Gym address: Unit 3, London Lane, Haynes West End, Bedford, MK45 3RA
• ICO registration number: ZB116592
• Contact for privacy questions: info@tribestrengthgym.com

This policy covers tribestrengthgym.com, our sign-up pages at tribegymchallenge.com, and the services we provide as a gym.

The information we collect

We collect information you give us, information from your use of our gym, and limited information from your use of our website.

• Enquiries and trial sign-ups: your name, email address, phone number, your goals, and when you would like us to contact you
• Booking a call: the details you enter when you book a call with a coach through our website, a link we send you, or our online booking calendar (Calendly)
• Membership: your contact details, address, date of birth, emergency contact, membership type, and attendance records, held in Wodboard, our gym management system
• Health information: details about injuries, medical conditions or other health matters you choose to share so we can coach you safely (see the health information section below)
• Payments: your payment details, which are handled by our payment providers, GoCardless and Stripe, and recorded in Wodboard. We do not store full card or bank details ourselves
• Photos and videos: images of you taken at the gym or at events. You choose whether to opt in when you sign up, and you can opt out at any time
• Messages: messages we exchange with you by email, phone, text, WhatsApp or social media
• Website and advertising data: your device, browser, pages visited, and how you reached us. With your consent, cookies and similar tools (including the Meta Pixel) record this. See our Cookie Policy for details

How we use your information

We only use your information where the law allows. The table shows what we use it for and the legal basis for each.

What we use it for	Legal basis
Replying to enquiries and arranging your trial	Taking steps at your request before a contract
Running your membership, booking sessions and taking payments	Performing our contract with you
Coaching you safely, including adapting sessions to injuries	Your explicit consent (for health information)
Following up after an enquiry or trial	Our legitimate interest in helping people who asked about joining
Sending news, offers and event updates	Your consent, or our legitimate interest for existing members (you can opt out any time)
Measuring and improving our advertising (Meta Pixel and Conversions API)	Meta Pixel: your consent via our cookie banner. Form sign-ups sent to Meta: our legitimate interest in measuring our adverts
Sharing photos or videos on our website and social media	Your consent
Keeping financial and tax records	Legal obligation
Protecting our business and handling disputes	Our legitimate interests

Health information

We ask about injuries and health conditions so our coaches can keep you safe and adapt your training. Health information is a special category of data, so we handle it with extra care.

• We only collect it with your explicit consent, given when you complete the health questionnaire in Wodboard at sign-up. It is stored securely in Wodboard
• Only our coaching team can see it, and only to coach you
• We never use it for marketing and never share it with advertisers
• You can update it or withdraw consent at any time by contacting us. If you withdraw consent, we may not be able to coach you safely in some sessions

If something happens at the gym that puts you at serious risk, we may share relevant health information with emergency services to protect you.

Marketing

We send emails and messages about trials, programmes, offers and community events. You can stop these at any time.

• If you enquire or sign up for a trial, we may follow up with information about joining
• Members may receive updates about similar services, events and offers
• Every marketing email has an unsubscribe link, and you can reply STOP to texts or tell us directly

We also show adverts on Facebook and Instagram. With your consent, the Meta Pixel measures which adverts lead to visits and sign-ups. Separately, when you submit one of our forms, we send Meta your email address, phone number and first name in a scrambled (hashed) form through Meta’s Conversions API, so we can see which adverts work. You can object to this at any time by emailing us. You can refuse advertising cookies in our cookie banner and manage ad preferences in your Facebook or Instagram settings.

Who we share your information with

We never sell your information. We share it only with trusted providers who help us run Tribe, and only what they need.

Provider	What they do for us
Wodboard	Our gym management system: memberships, bookings, health questionnaires and payment records
GoCardless and Stripe	Take membership payments
Ontraport	Stores enquiries and sends our emails
Calendly	Lets you book calls with our coaches
Meta (Facebook, Instagram and WhatsApp)	Advertising and measuring our adverts (including the Meta Pixel), and messaging you on WhatsApp
Zapier	Passes form details between our systems
Google (Workspace, Maps, YouTube)	Our email accounts (info@tribestrengthgym.com and tribestrengthgym@gmail.com), plus maps and videos on our website
Our website host and developer	Host and maintain this website and its contact forms
Our accountants and professional advisers	Keep our accounts and advise us

We may also share information where the law requires it, for example with HMRC or the police.

International transfers

Some of our providers, including Ontraport, Calendly, Zapier, Meta, Google and Stripe, store data in the United States. Where your information leaves the UK, we rely on safeguards approved under UK data protection law, such as the UK’s adequacy arrangements or approved contract clauses, so your information stays protected.

How long we keep your information

UK law sets no single time limit, so we keep information only as long as we need it, guided by legal time limits for claims and tax records, then delete it securely.

Information	How long we keep it
Enquiries and trials that don’t lead to membership	2 years from our last contact
Membership agreement and attendance records	6 years after your membership ends (the time limit for contract claims)
Health and injury information	3 years after your membership ends (the time limit for injury claims)
Accident and incident records	At least 3 years from the incident
Payment and financial records	6 years from the end of the financial year they relate to (HMRC requirement)
Marketing preferences	Until you unsubscribe; we keep a note that you opted out
Photos and videos	Until you opt out or ask us to remove them

Keeping your information secure

We use password-protected accounts, limit access to staff who need it, and choose providers with strong security. If a data breach is likely to put you at risk, we will tell you and report it to the ICO where the law requires.

Your rights

You have rights over your information under UK data protection law. To use any of them, email info@tribestrengthgym.com. We will reply within one month and won’t usually charge. We do not make decisions about you based solely on automated processing.

• Access: ask for a copy of the information we hold about you
• Correction: ask us to fix anything wrong or incomplete
• Deletion: ask us to delete your information where we no longer need it
• Restriction: ask us to limit how we use it
• Objection: object to us using it for our legitimate interests or for marketing
• Portability: ask for your information in a format you can take elsewhere
• Withdraw consent: where we rely on consent, you can withdraw it at any time

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Age requirement

Our services are for adults aged 18 and over. We do not knowingly collect information from anyone under 18. If we find that we have, we will delete it.

Changes to this policy

We review this policy every year to make sure it stays accurate and compliant with UK data protection law, and sooner if we change how we use your information. We will post any changes on this page.

Last updated: 5 October 2026

Next review: October 2027