Privacy Policy

Privacy Policy for iDFITNESS

Last updated: 14 May 2026

This Privacy Policy explains how K1 Berkshire Ltd trading as iDFITNESS (“iDFITNESS”, “we”, “us”, “our”) collects, uses, stores and shares personal data when you visit our website, enquire about our services, book appointments, attend sessions, purchase memberships, or otherwise interact with our business.

This Privacy Policy sits alongside our Terms of Service and should be read together with them.

1. Who controls your data

The data controller is:

K1 Berkshire Ltd trading as iDFITNESS
10-14 Old Wallfields, Pegs Lane, Hertford.

Contact details for privacy enquiries:

Email: hello@id.fitness
Website: https://id.fitness

If we appoint a specific data protection contact, those details may be published on our website or provided on request.

2. What data we collect

Depending on how you use our services, we may collect:

Identity data such as name, date of birth and membership status.
Contact data such as email address, postal address, emergency contact details and mobile phone number.
Account and transaction data such as membership type, billing records, attendance, booking history and payment status.
Health and fitness information you choose to provide, including information relevant to safe exercise, injury management, rehabilitation or programme delivery.
Communications data such as emails, text messages, call notes, web enquiries and customer support records.
Technical data such as IP address, device information, browser type and website usage data where collected through our website or booking systems.
Media data such as photographs and videos where taken or shared in line with our Terms of Service and any separate permissions or notices.

3. How we use personal data

We may use your personal data to:

Set up and manage memberships, trials, appointments, classes and related services.
Verify your identity, maintain member records and provide access to our facilities and bookings.
Process payments, manage renewals, issue reminders, recover debts and administer cancellations in line with our Terms of Service.
Send service messages by email, phone or SMS, including appointment confirmations, waiting list messages, schedule changes, coach updates, access issues, billing alerts, renewal reminders, pauses or cancellations, and important updates about our services or safety.
Respond to enquiries, complaints and support requests.
Deliver training, physiotherapy, rehabilitation, nutrition, recovery and related wellness services.
Improve our services, member experience, programmes, systems, security and website performance.
Comply with legal obligations, resolve disputes, prevent fraud, enforce agreements and protect the rights, property and safety of iDFITNESS, our staff and our members.

4. Mobile phone numbers and SMS communications

Where you provide a mobile phone number, we may use it for:

Service and operational communications, including appointment confirmations, appointment reminders, changes to appointment times, coach or class updates, facility notices, access or account issues, payment reminders and other ordinary customer communications necessary to provide our services.
Customer care communications, including follow‑up on enquiries, support issues, feedback requests and member account administration.
Marketing communications, including promotions, offers, events, product launches, new services, referral campaigns and other direct marketing by SMS, phone or similar electronic messaging, where permitted by law.

You can opt out of marketing communications at any time. Opting out of marketing will not stop essential service messages about your membership, bookings, payments, health and safety, or other non‑marketing administrative matters.

5. Our use of Klaviyo and TeamUp

We use trusted third‑party systems to help deliver our services and communications:

TeamUp provides our member management and booking platform. It is used to manage memberships, classes, appointments, attendance and related communications.
Klaviyo provides our marketing and communications platform. It is used to send emails and SMS messages, including service messages and, where permitted, marketing communications.

These providers process your personal data on our instructions to help deliver service and marketing messages. They do not decide how your data is used and must keep it secure and confidential in line with their contracts with us and applicable law.

We may manage bookings, reminders and operational SMS through TeamUp or similar booking tools, and may send email and SMS communications through Klaviyo or similar marketing and communications platforms.

6. Legal bases for processing

Depending on the circumstances, we may rely on one or more of the following legal bases:

Performance of a contract – where data is needed to provide memberships, appointments, classes or other services you have requested.
Legitimate interests – such as operating and improving our business, preventing misuse, handling routine customer communications and maintaining records, provided those interests are not overridden by your rights.
Consent – where required, including for certain marketing communications, use of certain optional health information, or use of images where consent is the appropriate basis.
Compliance with legal obligations – where we need to process data to meet legal or regulatory requirements.
Vital interests – where processing is necessary to protect someone’s life or physical safety.

Where we process special category data (such as health information), we will also rely on an appropriate additional legal condition under data protection law.

We may share your personal data, where reasonably necessary, with:

Payment processors, banks and billing support providers.
Booking software, CRM systems, website hosts, cloud storage providers and IT support providers, including TeamUp and Klaviyo.
Coaches, therapists, administrative staff and contractors who need access to deliver services to you.
Professional advisers, insurers, accountants, auditors, legal advisers and debt recovery providers.
Public authorities, regulators, law enforcement or courts where disclosure is required or lawful.
Licensed third‑party partners authorised by us to support, provide, market or enhance iDFITNESS services, products, events or member benefits.

Where we share mobile numbers or other contact details with our licensed third‑party partners, this will only be for purposes connected with:

Operating our business.
Delivering partnered services or events you attend or enquire about.
Administering bookings, memberships or benefits.
Sending marketing and promotional communications where permitted by law and consistent with the permissions and preferences you have given.

Our third‑party service providers and licensed partners are expected to process personal data only on appropriate instructions, maintain confidentiality and use suitable security measures, unless they act as independent controllers under their own privacy terms.

Where licensed third‑party partners use their own systems to send marketing, they will do so in accordance with their own privacy notices and permissions, and only where this is consistent with your preferences.

8. International transfers

If any supplier or partner processes personal data outside the UK (or UK and EEA), we will take reasonable steps to ensure that appropriate safeguards are in place, such as approved contractual clauses or equivalent protections, as required by applicable law.

9. Data retention

We will keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

Provide our services.
Maintain business, financial and tax records.
Resolve disputes and enforce agreements.
Comply with legal and regulatory obligations.

Retention periods may vary depending on the type of record, the nature of the service, insurance requirements, legal limitation periods and regulatory obligations.

10. Security

We take reasonable technical and organisational measures to help protect personal data against unauthorised access, loss, misuse, alteration or disclosure. No online service or storage system can be guaranteed to be completely secure, so you should also take care when sharing information electronically.

11. Your rights

Subject to applicable law, you may have the right to:

Request access to your personal data.
Request correction of inaccurate or incomplete data.
Request deletion of data in certain circumstances.
Request restriction of processing in certain circumstances.
Object to certain processing, including direct marketing.
Request transfer of data (data portability) where applicable.
Withdraw consent at any time where processing is based on consent.
Complain to the UK Information Commissioner’s Office (ICO).

To exercise these rights, please contact hello@id.fitness. We may need to request specific information from you to help us confirm your identity before we can respond.

12. Children and young people

Our Terms of Service state that members under 18 require parental or guardian permission and may need an adult in attendance for sessions. Where we collect personal data relating to a child or young person, we will do so only where appropriate for the services being provided and, where required, with parent or guardian involvement.

13. Photos, videos and marketing content

Our Terms of Service explain that images and videos featuring members may be used for video, photography and promotional material during membership and after termination, and that we claim copyright in those visual assets.

Because the use of images can raise separate privacy, data protection and marketing issues, we aim to ensure that any photo or video practices are transparent, fair, age‑appropriate and supported by any additional consent or notices required for the particular use.

If you have concerns about how your image is used, please contact us.

14. Website and cookies

Our website and related systems may use cookies, analytics or similar technologies to:

Help the site function properly.
Understand how the site is used.
Improve user experience and our marketing.

Where required, we will provide an appropriate cookie notice or banner and explain how you can manage your cookie preferences through your browser or device settings or our on‑site tools.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with the effective date shown at the top. We may also notify you of significant changes by email, SMS or other appropriate means.

16. Complaints and contact

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact:

Email: hello@id.fitness

You also have the right to lodge a complaint with the UK Information Commissioner’s Office. Details are available on the ICO website.