Privacy Policy

Last updated: 27 May 2025

Who We Are

AGNITE Fitness is a small, individual fitness business. Our website is www.agnitefitness.com and we can also be found on Facebook.

Contact Information:

  • Website: www.agnitefitness.com
  • Email: hello@agnitefitness.com

What Information We Collect

Personal Information

When you interact with our services, we may collect:

For All Classes:

  • Name and contact details (email, phone number)
  • Health information via PARQ (Physical Activity Readiness Questionnaire) forms
  • Attendance records
  • Feedback and reviews
  • Social media usernames (Facebook) when relevant

For Paid Classes Only:

  • Payment information processed through PayPal
  • Billing address (if required)

How We Collect Information

  • Through our website contact forms
  • Via our Booknetic booking system (WordPress plugin)
  • Through PARQ forms (completed online or via email)
  • When you subscribe to our private groups
  • During class attendance
  • Through direct communication (email, phone, social media)

Why We Use Your Information

We process your personal data for the following purposes:

Service Delivery (Legitimate Interest & Contract Performance):

  • Managing class bookings and attendance
  • Providing ongoing customer support
  • Processing payments for paid classes
  • Ensuring your safety through health screening (PARQ forms)

Communication (Legitimate Interest):

  • Sending class confirmations and updates
  • Sharing information about new classes and events
  • Troubleshooting booking or payment issues
  • Following up after classes for feedback

Marketing and Testimonials (Consent):

  • Publishing approved customer reviews on our website and social media
  • Using testimonials in marketing materials (with explicit consent)
  • Improving our services based on customer feedback
  • Responding to reviews and addressing concerns

Legal Compliance:

  • Meeting health and safety requirements
  • Maintaining records as required by insurance
  • Complying with applicable laws and regulations

How We Store Your Information

Digital Data:

  • Website data is stored securely through WordPress hosting
  • Booking data is managed through Booknetic plugin with secure database storage
  • Additional digital records are stored on password-encrypted personal computers
  • All digital storage is protected by firewalls and security measures

Physical Data:

  • Hard copies of forms and records are stored in a locked, fireproof filing cabinet
  • Access is restricted to authorised personnel only

Payment Processing:

  • Payment information is processed directly through PayPal
  • We do not store your payment card details
  • PayPal adheres to PCI-DSS security standards

How Long We Keep Your Information

  • Active customers: We retain your data while you’re actively using our services
  • Inactive customers: Data is retained for 7 years after your last class for insurance and legal purposes
  • Marketing communications: Until you unsubscribe or withdraw consent
  • PARQ forms: Retained for insurance requirements (typically 7 years)

Your Rights Under GDPR

You have the right to:

  • Access your personal data
  • Rectify inaccurate information
  • Erase your data (subject to legal retention requirements)
  • Restrict processing of your data
  • Data portability (receive your data in a usable format)
  • Object to processing based on legitimate interests
  • Withdraw consent where processing is based on consent

Third-Party Services

Booknetic (WordPress Plugin):

  • Manages our booking system
  • Data is stored securely within our WordPress database
  • Subject to WordPress and hosting provider security measures

PayPal:

  • Processes payments for paid classes
  • Operates under their own privacy policy and PCI-DSS compliance
  • We recommend reviewing PayPal’s privacy policy for payment processing details

Independent Analytics Plugin:

  • We use Independent Analytics to understand how visitors use our website
  • All analytics data is stored locally in our WordPress database
  • No data is shared with Google, third-party analytics companies, or external services
  • Data collected includes: page views, visitor sessions, referral sources, and general location (country/city level)
  • This helps us improve our website and understand which content is most helpful

Social Media Platforms:

  • Facebook: When you interact with our Facebook page
  • Please review their respective privacy policies for details

Marketing Communications

How to Unsubscribe:

  • Email communications: Use the unsubscribe link in emails or contact us directly
  • Social media: Unfollow or adjust your notification settings
  • Contact us directly: hello@agnitefitness.com

Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

  • Secure website hosting with SSL encryption
  • Password-protected systems and devices
  • Physical security for paper records (locked, fireproof storage)
  • Regular security updates and monitoring

Customer Reviews and Testimonials

Information We Collect: When you submit a review, we collect your name, email, location (city level), review content, class ratings, and any photos you choose to include. We also record your display preferences and consent choices.

How We Use Review Information:

  • Publishing approved reviews on our website and social media platforms
  • Using testimonials in marketing materials (only with your explicit consent)
  • Improving our services based on your feedback
  • Responding to reviews and addressing any concerns raised

Review Publishing:

  • Reviews are only published with your explicit consent
  • Your name is displayed according to your specified preference (full name, first name only, initials, or anonymous)
  • We reserve the right to moderate reviews for appropriateness and may edit for length or clarity
  • Reviews may be featured across our website, social media, and marketing materials

Your Control Over Reviews: You can request removal of your published review at any time by contacting us. We will make reasonable efforts to remove it within 30 days, subject to our legitimate business interests.

International Data Transfers

Your data is primarily stored and processed within the UK. Where third-party services may transfer data internationally (such as PayPal), they maintain appropriate safeguards under GDPR.

Contact Us About Privacy

If you have questions about this privacy policy or wish to exercise your rights, please contact us:

Email: hello@agnitefitness.com
Website: www.agnitefitness.com

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on our website with an updated date. For significant changes, we will notify you directly via email.

This policy is compliant with the UK Data Protection Act 2018 and UK GDPR requirements.