Last updated: 15th August 2026
Who we are
This policy explains how Ace Padel 1 Ltd, trading as Ace Fitness & Reformer, collects, uses, and protects your personal data. We are the data controller for the personal data described in this policy.
Registered address: 6 Ferranti Court, Staffordshire Technology Park, Stafford, Staffordshire, United Kingdom, ST18 0LQ
Company number: 16376093
Ace Fitness & Reformer operates from The Daten, Charnock Rd, Culcheth, Warrington, WA3 5SH, a site shared with Ace Padel Culcheth and other community activities. This policy covers the gym and Pilates side of the business; Ace Padel Culcheth's data practices are covered separately.
If you have any questions about this policy or how we handle your data, contact: amy@acepadel.uk.
The personal data we collect
We collect and process the following categories of personal data:
- Contact and identity details - name, date of birth, address, email, phone number.
- Membership and account details - membership type, sign-up date, class bookings and attendance, cancellation and no-show history.
- Payment details - processed via our gym management platform, Clubright, and its payment processing; we do not directly store your full card or bank details ourselves.
- Health information - collected through our Physical Activity Readiness Questionnaire (PAR-Q), including responses on cardiac history, injuries, pregnancy, recent surgery, and other conditions relevant to exercising safely, plus emergency contact details.
- CCTV footage - captured on site at The Daten for the safety and security of members, staff, and visitors.
- Marketing preferences and communications - if you've opted in to hear from us, we hold your contact details in Clubright and Mailchimp for email marketing.
- Technical and usage data - if you use our website, we may collect standard technical data such as IP address and browser type via cookies.
The health information collected through your PAR-Q is “special category data” under UK GDPR, and we handle it with extra care, as set out in section 4 below.
How we use your data and our lawful basis
We use your personal data for the following purposes:
- To set up and manage your membership, and to deliver the classes and services you've signed up for - necessary for performance of our contract with you.
- To take payment for your membership or class pack - necessary for performance of our contract with you.
- To assess whether it's safe for you to take part in a Class, Open Gym, or Reformer/Mat Pilates, based on your PAR-Q - necessary to protect your vital interests and for our legitimate interest in running a safe facility, and in some cases based on your explicit consent.
- To operate CCTV on site - our legitimate interest in the safety and security of members, staff, and visitors.
- To send you service-related communications, such as changes to the timetable or your membership - necessary for performance of our contract with you.
- To send you marketing communications, where you've opted in - based on your consent, which you can withdraw at any time.
- To meet our legal and regulatory obligations, for example around financial record-keeping.
Special category data (health information)
We only use the health information collected via your PAR-Q to assess whether it's safe for you to take part in the activity you've signed up for and to flag anything a coach needs to be aware of for your safety during a session.
Access to this information is limited to staff and coaches who need it for that purpose. We ask for your explicit consent to hold this information as part of the PAR-Q process and you're able to update us at any time if your circumstances change.
Who we share your data with
We share personal data with the following third parties, who act as our data processors or, in limited cases, independent controllers, in order to deliver our services:
- Clubright - our gym management platform, used for membership records, class bookings, access control, and payment processing.
- Mailchimp - used to send email marketing to members and leads who have opted in.
- Professional advisers, regulators, or authorities, where we're required to share information by law.
We do not sell your personal data, and we do not share it with third parties for their own marketing purposes.
Where your data is stored
Some of our third-party providers, including Clubright and Mailchimp, may store or process data outside the UK. Where this happens, we rely on their compliance with UK GDPR safeguards, such as adequacy regulations or standard contractual clauses, to ensure your data is protected to a UK standard.
CCTV
CCTV is in operation at The Daten and within Ace Fitness & Reformer for the safety and security of everyone on site. Footage is retained for a limited period and only accessed where necessary - for example, to investigate an incident or as part of a security review.
How long we keep your data
We keep your data for as long as necessary for the purposes it was collected, and in line with our legal obligations. As a general approach:
- Membership and account data is kept for the duration of your membership, plus three years afterwards for record-keeping and legal purposes.
- PAR-Q and health data is reviewed periodically and kept for as long as it remains relevant to your safety while you're an active member, and for three years after your membership ends.
- Payment records are kept for as long as required under UK financial record-keeping rules.
- CCTV footage is retained for a short, limited period unless needed for a specific investigation.
- Marketing data is kept until you unsubscribe or ask us to remove it.
Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you.
- Ask us to correct inaccurate data.
- Ask us to delete your data, in certain circumstances.
- Ask us to restrict how we use your data, in certain circumstances.
- Object to us using your data for direct marketing, or where we rely on legitimate interests.
- Ask for your data to be provided to you, or transferred to another organisation, in a portable format.
- Withdraw consent at any time, where we rely on consent — for example, marketing emails.
To exercise any of these rights, contact us using the details in section 1.
Children's data
Children may take part in Gym Classes and Open Gym when accompanied by an adult, in line with our Terms and Conditions. Where we hold data about a child, for example, as part of a family or accompanied booking, this is provided and managed by the accompanying adult, and we treat it with the same care as any other member's data.
Cookies
Our website may use cookies to help it function and to understand how it's used.
Keeping your data secure
We take reasonable steps to protect your personal data, including relying on the security measures of our third-party providers such as Clubright, and limiting internal access to personal data to staff who need it to do their job.
Changes to this policy
We may update this policy from time to time, for example if we change the platforms or providers we use. We'll post the updated version here with a new “last updated” date.
Contact us
If you have any questions about this policy or how we handle your data: amy@acepadel.uk.