Legal

Privacypolicy

Last updated 19 October 2026

This policy explains what personal information Base Gym collects, how we use it, who we share it with and the choices you have, including how we use cookies and the Meta Pixel.

01Who we are

Base Gym runs Base Gym Bristol (Hicks Gate, Bath Road, Brislington, Bristol BS31 2AD) and Base Gym Yeovil (1A Oxford Road, Pen Mill Trade Estate, Yeovil BA21 5HR). In this policy “Base Gym”, “we”, “us” and “our” mean the business that runs both gyms and this website, basegyms.co.uk.

We are the controller of the personal information described here. For anything to do with your data, email [email protected] and put “Data protection” in the subject line.

02Information we collect

We collect information you give us, information created when you use our gyms and website, and information we receive from our partners. Depending on how you deal with us, this can include:

  • Contact and identity details: your name, email address, phone number, postal address, date of birth and the gym you use or ask about.
  • Membership and payment details: your membership type, start and end dates, freezes, cancellations, concession eligibility and evidence of it, payment history and direct debit or card details. Sign-up and payments are processed by our membership provider, Ashbourne Management.
  • Enquiries and messages: anything you send us by email, through the website, or by message on Instagram or Facebook, and our replies.
  • Gym visits and access: entry and exit records, including from the self-access turnstile at Base Gym Yeovil, and CCTV images where cameras are in use at our premises.
  • Health and fitness information: details you choose to tell us, such as injuries or medical conditions relevant to training safely. This is special category data and we only use it with your consent or where needed to protect you in an emergency.
  • Website and device data: your IP address, browser and device type, operating system, approximate location, the pages you visit, how you arrived at the site, what you click, and the time and length of your visit.
  • Cookie, pixel and advertising data: identifiers stored in your browser and information about your activity on our site that advertising partners such as Meta collect when you allow it (see Cookies and similar technologies).
  • Information from partners and social media: reports and audience insights from Meta (Facebook and Instagram) and other platforms about how people respond to our pages and adverts, and your public profile details if you interact with our social media accounts.
  • Marketing preferences: whether you have agreed to hear from us and how you prefer to be contacted.

03How we use it

We use personal information to:

  • set up, run and renew memberships and passes, take payments and handle freezes, cancellations and concession checks;
  • answer your enquiries and pass personal training enquiries to the trainer you ask about;
  • manage entry to the gyms, keep members, staff and premises safe and secure, and investigate incidents;
  • run, secure and improve our website, understand how visitors use it and fix problems;
  • send you news, offers and updates about Base Gym by email, text or social media where you have agreed to this, or where you are a member or have enquired and have not opted out;
  • show you Base Gym adverts on Facebook, Instagram and other sites and apps, including adverts based on your visits to our website (retargeting), and measure how well our advertising works;
  • build advertising audiences, including custom audiences made from our customer and website visitor data and “lookalike” audiences of people with similar characteristics, so our adverts reach people likely to be interested;
  • analyse trends in membership, attendance and marketing so we can plan and improve our gyms and services;
  • prevent and detect fraud, misuse and crime, and enforce our membership terms;
  • comply with our legal, tax, accounting and regulatory obligations, and establish or defend legal claims.

04Our lawful bases

Data protection law requires a lawful basis for each use. We rely on:

  • Contract, to provide your membership or pass and handle payments.
  • Legitimate interests, to run and promote our business, answer enquiries, keep our premises safe, improve our services and keep records. We only rely on this where our interests are not outweighed by your rights.
  • Consent, for non-essential cookies and pixels (including the Meta Pixel), electronic marketing where consent is required, and health information you share with us. You can withdraw consent at any time.
  • Legal obligation, where the law requires us to keep or share information.
  • Vital interests, in an emergency where someone’s health or safety is at risk.

05Cookies and similar technologies

Cookies, pixels and similar technologies store or read small pieces of information on your device. We use two kinds:

  • Strictly necessary storage. We keep a record of your cookie choice, and a short-lived note so the opening animation only plays once per visit. These do not track you and are always on.
  • Advertising and measurement (only with your consent). We use the Meta Pixel, provided by Meta Platforms Ireland Limited. When you accept, it sets cookies (such as _fbp) and sends Meta information about your visit, including the pages you view, your IP address, browser details and any Meta cookies already on your device. Meta uses this to measure our adverts, build audiences, show you relevant adverts on Facebook, Instagram and elsewhere, and for its own purposes as described in Meta’s Privacy Policy.

For the collection and sending of this data to Meta, we and Meta are joint controllers. Meta is responsible for what happens to the data after it receives it.

We may add other analytics or advertising tools in future, such as Google Analytics or Google Ads. Any that are not strictly necessary will only run with your consent and will be listed here.

Nothing non-essential runs until you choose “Accept” on our cookie banner. You can change your mind at any time using (also linked at the bottom of every page), and you can delete cookies through your browser settings.

06Who we share it with

We share personal information with the following, only as far as needed for the purposes above:

  • Ashbourne Management, our membership and payments provider, which processes sign-ups, direct debits and payments.
  • Meta Platforms (Facebook and Instagram), for advertising, audiences and measurement, and to manage messages sent to our social media accounts.
  • Other advertising, analytics and social media partners we use from time to time, on the basis described in this policy.
  • Service providers who host and secure our website (such as Cloudflare), and provide our email, IT, messaging and access-control systems.
  • Personal trainers working at our gyms, when you ask us to put you in touch. Trainers handle their own bookings and are responsible for the information you give them.
  • Professional advisers and insurers, such as accountants, lawyers and insurers.
  • The police, courts, regulators and other authorities, where we are required to, or where it is needed to prevent or detect crime or protect someone’s safety.
  • A buyer or successor, if all or part of our business is sold, merged or restructured.

07International transfers

Some of our partners, including Meta and other technology providers, store or access data outside the UK, including in the United States. Where they do, the transfer is protected by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or by approved contract terms such as the International Data Transfer Agreement or Addendum.

08How long we keep it

We keep personal information only as long as we need it:

  • Membership and payment records: for the length of your membership and 6 years after it ends, to meet tax and accounting rules and deal with any claims.
  • Enquiries: up to 2 years after our last contact, unless you become a member.
  • CCTV: a short period before it is automatically overwritten, unless footage is needed to investigate an incident.
  • Marketing: until you unsubscribe or object, after which we keep a record so we do not contact you again.
  • Cookies and pixels: for the periods set by each cookie; the Meta _fbp cookie lasts up to 90 days.

09Your rights

You have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct anything that is wrong or incomplete;
  • ask us to delete your information, or restrict how we use it;
  • object to our use of your information based on legitimate interests;
  • object at any time to direct marketing, including profiling for marketing, and we will stop;
  • ask for information you gave us to be transferred to you or another organisation;
  • withdraw consent at any time, without affecting anything we did before you withdrew it.

To use any of these rights, email [email protected]. We may need to confirm your identity, and we will normally reply within one month. Some rights have legal limits, which we will explain if they apply.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

10Marketing

You can unsubscribe from our emails using the link in any message, reply STOP to texts, or email us. You can control adverts on Facebook and Instagram through your ad preferences on those apps, and stop our website sharing data with Meta using Cookie settings.

11Children

Our gyms are for people aged 16 and over. Members aged 16 or 17 are signed up by a parent or guardian, who provides their details on their behalf. Our website is not aimed at children under 16.

12Keeping it secure

We use appropriate technical and organisational measures to protect personal information, and we require our service providers to do the same. No system is completely secure, so please tell us straight away if you think your information has been misused.

13Complaints

If you are unhappy with how we have handled your information, please contact us first at [email protected]. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, telephone 0303 123 1113.

14Changes to this policy

We may update this policy from time to time, for example when we add new services or tools. The latest version will always be on this page, with the date it was last updated at the top.