Last updated: 24 August 2026

WHO WE ARE

Summit Gym is the trading name of UNIT 3 ELLESMERE BUSINESS PARK LTD, a company registered in England and Wales under company number 17212342.
For the purposes of UK data protection law, UNIT 3 ELLESMERE BUSINESS PARK LTD is the controller of the personal information described in this Privacy Policy.

Registered office:
8 Beech Grove
Ellesmere
SY12 0BT

Gym address:
Unit 4, Ellesmere Business Park
Oswestry Road
Ellesmere
SY12 0EW
Email: [email protected]
Telephone: 07496 736511
This Privacy Policy explains what personal information we collect, why we use it, who we may share it with, how long we keep it and the rights available to you.

WHO THIS POLICY APPLIES TO

This policy applies to:
a. members and prospective members;
b. people who use the Summit app or website;
c. class participants;
d. visitors to the gym;
e. people who contact us or join a waiting list; and
f. people recorded by CCTV at our premises.
Summit currently provides memberships only to people aged 18 or over and does not intentionally collect membership information from children.

PERSONAL INFORMATION WE MAY COLLECT

Depending on how you interact with Summit, we may collect:
a. identity information, including your name and date of birth;
b. contact information, including your address, email address and telephone number;
c. account information, including your username, member number and access credentials;
d. membership information, including your membership type, start date, cancellation status and account history;
e. booking and attendance information, including classes booked, cancellations, waiting-list activity, strikes and gym access records;
f. payment information, including payment status, billing history, Direct Debit information and transaction references;
g. health and fitness information supplied through your PAR-Q, including relevant medical conditions, injuries, pregnancy information and information about your ability to exercise safely;
h. emergency-contact information;
i. communications sent to or received from you;
j. complaints, accident, incident and safeguarding records;
k. CCTV images and footage;
l. marketing preferences and records of consent or opt-out requests;
m. technical information, including device, browser, app usage, IP address and security logs where collected by our website or app; and
n. photographs or videos where you have given permission or where they are captured lawfully at an event.
We do not normally receive or store your complete card details. These are generally processed securely by the relevant payment provider.

HOW WE COLLECT INFORMATION

We may collect information:
a. directly from you when you join, contact us, complete a form or PAR-Q, make a booking or attend the gym;
b. through the Summit website or app;
c. through Wellyx, which provides technology used to manage memberships, bookings and gym operations;
d. through our Direct Debit or payment provider;
e. through access-control and CCTV systems;
f. from instructors, staff or contractors where they record an attendance, incident or safety concern; and
g. from another person where they provide your details as an emergency contact.

HOW AND WHY WE USE PERSONAL INFORMATION

We may use personal information to:
a. create and manage memberships;
b. provide gym access and verify that access is authorised;
c. manage Direct Debit payments and overdue accounts;
d. operate class bookings, waiting lists, cancellations and attendance rules;
e. communicate service information, including booking confirmations, closures, safety messages and payment notices;
f. assess relevant health and safety information provided through the PAR-Q;
g. respond appropriately to medical incidents and emergencies;
h. maintain the safety and security of members, staff, visitors and property;
i. investigate incidents, complaints, misconduct or unauthorised access;
j. protect and exercise our legal rights;
k. maintain financial, tax and business records;
l. improve our facilities, classes and member experience;
m. administer our website, app and information-security systems; and
n. send marketing where permitted by law.

OUR LAWFUL BASES

UK data protection law requires us to have a lawful basis for using personal information.
Depending on the purpose, we may rely upon:
Contract: when information is required to establish, administer or fulfil your membership agreement.
Legal obligation: when we must process information to comply with legal, tax, accounting, health and safety or regulatory requirements.
Legitimate interests: when processing is reasonably necessary to operate, secure and improve Summit, prevent misuse, recover payments, manage complaints or protect our legal rights, provided your interests and rights do not override those interests.
Consent: where you have made a clear choice, including certain marketing communications, promotional photography and, where appropriate, the processing of health information.
Vital interests: in a genuine emergency where processing is necessary to protect somebody’s life and the person is unable to provide consent.

HEALTH INFORMATION AND THE PAR-Q

Health information is treated as special-category personal data and receives additional protection.
We collect relevant health information through the PAR-Q to help identify whether you should obtain professional medical advice and to support safe participation in exercise.
Where appropriate, we rely on your explicit consent to process health information for these purposes. Additional legal conditions may apply where information is required in a medical emergency or in connection with legal claims.
You may withdraw consent by contacting us. However, if we cannot process the health information reasonably required to provide a service safely, we may be unable to continue providing that service.
We will only collect health information that is relevant to exercise and member safety.

WELLYX AND OTHER SERVICE PROVIDERS

The Summit app and membership-management system are powered by Wellyx.
Wellyx may process information on our behalf to provide:
a. membership accounts;
b. class bookings and waiting lists;
c. PAR-Q forms;
d. gym-access functions;
e. payment administration;
f. member communications; and
g. technical support.

Wellyx may also provide its own privacy information about any processing it undertakes for its independent purposes.
We may also use trusted providers for:
a. Direct Debit and payment processing;
b. email, text-message and notification delivery;
c. website hosting and IT support;
d. CCTV, security and access-control systems;
e. accounting and bookkeeping;
f. insurance and professional advice; and
g. data storage and backup.
Providers acting on our behalf are required to handle information appropriately and only use it for authorised purposes.

WHO WE MAY SHARE INFORMATION WITH

Where necessary and lawful, we may share personal information with:
a. Wellyx and associated technical providers;
b. banks, Direct Debit providers and payment processors;
c. instructors, employees and authorised contractors who need the information to perform their roles;
d. accountants, insurers, solicitors and other professional advisers;
e. emergency services or medical professionals;
f. law-enforcement agencies, courts, regulators or public authorities;
g. debt-recovery providers where an amount remains lawfully due; and
h. a purchaser or successor if Summit’s business is sold or reorganised.
We do not sell members’ personal information.

INTERNATIONAL DATA TRANSFERS

Some technology providers or their subcontractors may store or access personal information outside the United Kingdom.
Where information is transferred internationally, we will require an appropriate legal transfer mechanism and safeguards where required by UK data protection law.
Further details about a particular transfer may be requested by emailing [email protected].

CCTV

CCTV operates at Summit Gym for:
a. member, visitor and staff safety;
b. prevention and detection of crime;
c. prevention of unauthorised access;
d. protection of equipment and property; and
e. investigation of accidents, incidents and complaints.
CCTV is not used in areas where people would reasonably expect complete privacy, such as toilets or changing areas.
Access to footage is restricted to authorised people.
CCTV footage will normally be retained for no longer than 30 days. Footage may be retained for longer where it is required to investigate an incident, respond to a complaint, support an insurance claim or comply with a legal request.
Appropriate CCTV signage will be displayed at the premises.

MARKETING

Operational messages about your membership, payments, bookings, closures, access and safety are not marketing and may be sent where necessary to provide your membership.
We will send marketing emails, texts or app messages only where:
a. you have consented; or
b. the law permits us to contact an existing customer about similar services and you were given an opportunity to opt out.
You can unsubscribe or change your preferences at any time by:
a. following the unsubscribe instructions in a message;
b. changing your app preferences where available; or
c. emailing [[email protected].
We may retain limited suppression information to ensure that we respect an opt-out request.

PHOTOGRAPHS AND PROMOTIONAL CONTENT

We will obtain appropriate permission before using an identifiable member’s image or video for advertising or promotional purposes.
You may withdraw permission for future use by contacting us. Withdrawal will not necessarily require us to recall or remove materials that were lawfully published before permission was withdrawn where removal is no longer reasonably possible.

HOW LONG WE KEEP INFORMATION

We retain information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safety and insurance requirements.
Generally:
a. membership, contract, payment and financial records may be retained for up to six years after the membership or relevant financial period ends;
b. PAR-Q and relevant health and safety information may be retained for the duration of membership and, where necessary, for a reasonable period afterwards to address incidents, complaints or legal claims;
c. accident, complaint and incident records may be retained for up to six years or longer where required by law or an ongoing claim;
d. routine CCTV footage will normally be retained for no longer than 30 days unless it is required for an investigation or claim;
e. unsuccessful enquiries and waiting-list information will be reviewed and deleted when no longer required;
f. marketing information will be kept until you withdraw consent, opt out or the information is no longer required; and
g. limited suppression records may be retained to ensure that an opt-out continues to be respected.
We periodically review the information we hold and delete or anonymise it when it is no longer required.
15. INFORMATION SECURITY
We take reasonable technical and organisational measures to protect personal information against:
a. unauthorised access;
b. accidental loss;
c. misuse;
d. alteration; and
e. unlawful disclosure.
Access is restricted to people who reasonably require it for their role.
No electronic system can be guaranteed to be completely secure. Members are responsible for keeping app passwords and gym access credentials confidential.

YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances, you may have the right to:
a. be informed about how your information is used;
b. request access to your personal information;
c. request correction of inaccurate or incomplete information;
d. request deletion of your information;
e. request restriction of processing;
f. object to certain processing, including direct marketing;
g. receive certain information in a portable format;
h. withdraw consent where processing relies on consent; and
i. complain about how your information has been handled.
These rights are not absolute and may be subject to legal exceptions.
To exercise a right, email [[email protected]](mailto:[email protected]). We may need to request information to verify your identity.

AUTOMATED DECISION-MAKING

Summit does not currently make decisions about members using solely automated processing where those decisions produce legal or similarly significant effects.
Automated app functions may send reminders, manage waiting lists, record booking strikes or temporarily restrict a booking function according to Summit’s stated rules. A member may contact us if they believe an automated action has been applied incorrectly.

COOKIES AND WEBSITE INFORMATION

Our website may use essential cookies and similar technologies to operate, secure and remember user preferences.
If non-essential analytics or advertising cookies are introduced, appropriate information and consent choices will be provided through the website.
Further information may be included in a separate Cookie Policy once the website is completed.

CHANGES TO THIS POLICY

We may update this Privacy Policy to reflect changes in our services, technology, providers or legal obligations.
The current version will be made available through the Summit website or app. We will provide appropriate notice of a significant change.

QUESTIONS AND COMPLAINTS

Please contact us first if you have a question or concern about your personal information:
UNIT 3 ELLESMERE BUSINESS PARK LTD
Trading as Summit Gym
8 Beech Grove
Ellesmere
SY12 0BT
Email: [email protected].
Telephone: 07496 736511
You also have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113