Privacy Policy

The Training Yard (Exeter) Ltd    Last updated: 20th August 2026

The Training Yard (Exeter) Ltd (“The Training Yard”, “we”, “us”, “our”) is committed to protecting and respecting your privacy. This policy explains what personal data we collect, how we use it, the lawful bases on which we rely, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the data controller for the personal data we hold about you. If you have any questions about this policy or how we handle your data, please contact us using the details at the end.

1. Personal data we collect

We may collect and process the following categories of personal data:

●      Identity and contact details — your name, email address, postal address, telephone number, and (for junior members) the name and contact details of a parent or guardian.

●      Payment information — details necessary to process membership fees and purchases. Card payments are handled securely by our payment provider; we do not store full card details ourselves.

●      Health and fitness information — information you provide about your health, medical history, injuries, fitness goals, and training performance. This is special category data and is treated with additional care (see section 3).

●      Usage information — details of your attendance, bookings, and use of our facilities and services.

●      Technical and website data — information collected via cookies and similar technologies when you use our website (see section 8).

2. How we use your data and our lawful bases

Under UK GDPR we must have a lawful basis for processing your personal data. We rely on the following:

Performance of a contract — to provide and manage your membership, process bookings and payments, and deliver the services you have signed up for.

Legitimate interests — to operate and improve our business, personalise your experience, ensure the safety of members and staff, and (where appropriate) contact you about services similar to those you already use. Where we rely on legitimate interests, we balance these against your rights and freedoms.

Consent — to send you marketing communications by email, to process your health information (see section 3), and to set non-essential cookies. You may withdraw consent at any time.

Legal obligation — to comply with our legal and regulatory duties, including accounting, tax, and health and safety requirements.

3. Health and special category data

Health and fitness information is “special category data” under UK GDPR and requires additional protection. We collect it so that we can train you safely, tailor your programming, and respond appropriately in the event of injury or a medical situation.

We process this data on the basis of your explicit consent, which you provide when you complete our health questionnaire or waiver. You may withdraw this consent at any time, although please note that we may be unable to provide certain services safely without it. We may also process health data where necessary to protect your vital interests (for example, in a medical emergency).

4. Marketing communications and giveaways

If you opt in, we will use your details to send you updates, offers, and training content by email. You can unsubscribe at any time by clicking the link in any marketing email or by contacting us directly.

When you enter a giveaway hosted by The Training Yard, we collect your name and email address to administer the competition and contact the winner. Your data will be deleted within 30 days of the giveaway closing unless you have opted in to receive ongoing marketing communications.

We use Mailchimp to manage our mailing list. Mailchimp acts as our data processor and stores information securely in accordance with applicable data protection law.

5. Sharing your data

We do not sell or rent your personal data. We share it only where necessary with trusted third parties who act as our data processors, or where we are required to do so by law. These include:

●      Our membership and booking platform (Glofox) and our coaching platform (Trainerize), used to manage memberships, bookings, and programming.

●      Our email marketing provider (Mailchimp).

●      Our payment provider, for processing transactions.

●      Professional advisers and authorities where required by law, or to protect our rights and the rights of others.

We put appropriate contractual and security safeguards in place with all processors who handle your data on our behalf.

6. International transfers

Some of our service providers may store or process data outside the UK. Where this happens, we ensure appropriate safeguards are in place — such as an adequacy decision or the International Data Transfer Agreement / Standard Contractual Clauses — so that your data receives an equivalent level of protection. [Confirm with each provider (e.g. Glofox, Trainerize, Mailchimp) whether data leaves the UK and update this section accordingly.]

7. How long we keep your data

We keep your personal data only for as long as necessary for the purposes set out in this policy:

●      Membership and contact data: for the duration of your membership and for up to 6 years after it ends, to meet our legal and accounting obligations.

●      Health and fitness data: for the duration of your membership and a reasonable period thereafter, after which it is securely deleted.

●      Marketing data: until you unsubscribe or withdraw consent.

●      Giveaway entries: deleted within 30 days of the giveaway closing (unless you have opted in to marketing).

[Please confirm these retention periods reflect your actual practice before publishing.]

8. Cookies

Our website uses cookies and similar technologies to help it function and to understand how visitors use it. Essential cookies are necessary for the site to work. Non-essential cookies (such as analytics) are only set with your consent, which you can manage through our cookie banner or your browser settings.

9. Your rights

Under UK GDPR you have the following rights in relation to your personal data:

●      The right to be informed about how your data is used.

●      The right of access to the data we hold about you.

●      The right to rectification of inaccurate or incomplete data.

●      The right to erasure (“the right to be forgotten”) in certain circumstances.

●      The right to restrict processing in certain circumstances.

●      The right to data portability.

●      The right to object to processing based on our legitimate interests, and to direct marketing at any time.

●      The right to withdraw consent at any time, where we rely on consent.

To exercise any of these rights, please contact us using the details below. We will respond within one month.

10. Complaints

If you have a concern about how we handle your data, please contact us first so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk or by calling 0303 123 1113.

11. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. Any changes will be posted on this page with an updated “last updated” date, and we encourage you to review it periodically.

13. Contact us

If you have any questions or wish to exercise your rights, please contact us:

The Training Yard (Exeter) Ltd

Newcourt Barton Industrial Estate, Clyst Rd, Exeter EX3 0DB

Email: info@thetrainingyard.co.uk

Phone: 07729 268949