Our Digital Privacy Policy

Forge Functional Fitness UK Ltd   |   Last updated: November, 2026

1. Who we are

Forge Functional Fitness UK Ltd (“Forge”, “we”, “us”) is responsible for your personal information. In data protection law this makes us the “controller”.

• Company number: 11886755
• Address: Station Road, Ecclesfield, Sheffield, England, S35 9YR
• Email: [email protected]
• Phone or text: 07700 163959
• Registered with the Information Commission (formerly the ICO): ZB096833

This policy applies to our members, people who take a trial or course with us, parents and guardians of under-18 members, people who enquire about joining or visit our website, and visitors to the gym.

2. The information we collect

We get this information from you, from a parent or guardian, from our coaches, from Wodboard when you book, from social media lead forms when you enquire through an advert, and from our CCTV. If you give us someone else’s details as an emergency contact, please let them know.

3. How and why we use your information

The law says we need a valid reason (a “lawful basis”) for each way we use your information. Here’s what we do and why.

Health information and consent

Health information is “special category” information, which has extra protection. We ask for your explicit consent before collecting it. You can withdraw your consent at any time by contacting us. If you choose not to share health information, we may not be able to coach you safely and may need to limit some activities.

4. How we use AI tools

Like many businesses, we use artificial intelligence (AI) tools to help us work more efficiently. Here’s what that means for you.

What we use AI for

• Writing and communications: drafting emails, messages, replies and social media posts.
• Coaching support: helping our coaches create and personalise training programmes and nutrition plans.
• Enquiries and follow-up: AI features in our customer management and booking systems (such as Gymnetics / Big Little Gyms and Wodboard) that help us draft or send follow-up messages, answer common questions and organise enquiries.
• Notes and summaries: taking notes, transcribing and summarising consultations, calls and check-ins.

Our promises to you

• A person stays in charge. Our team checks what AI produces before we rely on it or send it. AI tools don’t make decisions about you on their own, such as whether you can join or whether your membership is paused or ended. If this ever changes, we’ll update this policy and tell you, and you’ll have the right to have a person review the decision, to give your views and to challenge it.
• Health information only with your explicit consent. We’ll only use your health information (such as injuries, medical conditions, pregnancy or weight) with AI tools if you have ticked a separate box to agree. Saying no won’t affect your membership or the coaching you receive, and you can withdraw your consent at any time. For under-18s, we’ll only do this with explicit consent from a parent or guardian.
• Only what is needed. We only put in the information needed for the task, and we remove names and other identifying details wherever we can.
• No surprises with notetaking. We’ll tell you before we use an AI tool to record or transcribe a call or consultation, and you can ask us not to.
• No payment details. We never put payment or bank details into AI tools.
• Trusted providers. We use business versions of AI tools where available, with settings that stop the provider using your information to train its AI models. Our providers must keep your information secure and only use it on our instructions.
• AI can make mistakes. That’s why a person always checks the results. If you think something about you is wrong, please tell us and we’ll put it right.

Some AI providers are based outside the UK, usually in the United States (see section 7). A list of the main AI tools we use is available on request.

5. Who we share your information with

We never sell your information. We only share it with:

• Wodboard: our membership, booking and payment management system
• Stripe: card payments
• Gymnetics / Big Little Gyms: our website, customer relationship management (CRM) and enquiry follow-up system
• Atomic Coaching: our nutrition coaching platform
• Replit: which hosts our Forge Nutrition Tracker app
• AI tool providers (see section 4)
• Meta (WhatsApp, Facebook and Instagram): for private member groups and enquiry forms. If you join one of our WhatsApp or Facebook groups, other members of that group can see your name and profile, and on WhatsApp your phone number.
• Email, text message and IT service providers who help us run the business
• Our coaches, including any self-employed coaches who work with us
• Professional advisers, such as accountants, insurers and solicitors
• Debt collection agencies, if fees are unpaid
• Emergency services, the police, regulators or courts, where the law requires it or to protect someone’s safety
• A buyer of our business, if it’s ever sold. They would have to look after your information in line with this policy.

Most of these organisations act only on our instructions and under contracts that require them to protect your information. Some, such as Meta, professional advisers and public authorities, make their own decisions about how they use information and have their own privacy policies.

6. CCTV

We may use CCTV inside and outside the gym to keep people and property safe and to prevent and detect crime. There are signs to let you know. Footage is normally kept for 30 days, unless we need it for longer to deal with an incident or claim. Only authorised people can view it. You can ask for a copy of footage of you (see section 9).

7. Information stored outside the UK

Some of our providers (including Stripe, Meta, Replit and many AI providers) may store or access information outside the UK, mainly in the United States and the European Union. When this happens, we make sure your information is protected, for example because the UK government has approved that country or organisation (including through the UK-US data bridge), or by using the UK’s approved data transfer contracts.

8. How long we keep your information

9. Your rights

You have the right to:

• see the information we hold about you and get a copy;
• correct information that is wrong or incomplete;
• delete your information in some circumstances;
• restrict how we use your information in some circumstances;
• object to how we use your information, including for marketing (we’ll always stop) and for uses based on our legitimate interests, such as photos and AI tools;
• move information you gave us to another organisation (data portability);
• withdraw your consent at any time, for example for health information or AI use. This doesn’t affect anything we did before you withdrew it;
• not be subject to significant decisions made only by automated means. We don’t make decisions like this (see section 4).

To use any of these rights, email [email protected] or text 07700 163959. There is usually no charge. We’ll reply within one month. If your request is complex, we may need up to two more months, and we’ll tell you if so. We may need to check your identity first.

10. Children

• For under-18 members, a parent or guardian gives us the child’s information and usually makes decisions about it. Older children may be able to use their own data protection rights.
• We won’t use photos or videos of under-18s without consent from a parent or guardian.
• Our website isn’t intended for children under 13, and we don’t knowingly collect their information online.

11. Marketing and service messages

• As a member, we may send you news and offers about our similar services by email or text. You can opt out at any time using the unsubscribe link or by telling us.
• If you aren’t a member, we’ll only send you marketing if you have agreed to it.
• Some messages are part of your membership and are required by law, such as reminders before a trial ends or a payment is taken, cancellation confirmations and changes to our terms. We’ll still send these if you opt out of marketing.

12. Cookies

Our website uses essential cookies to make it work. We only use other cookies, such as analytics and advertising cookies, in line with the choices you make in our cookie banner. You can change your choices at any time.

13. Keeping your information safe

We use appropriate security to protect your information, including password-protected systems, limiting access to people who need it, and choosing providers with strong security. If something goes wrong, we’ll act quickly and tell you and the regulator where the law requires us to.

14. Complaints

If you’re unhappy with how we have used your information, please contact us first at [email protected], by text on 07700 163959, or through the contact form on our website. We’ll acknowledge your complaint within 30 days and respond as quickly as we can.

You also have the right to complain to the Information Commission (formerly the Information Commissioner’s Office, ICO) at ico.org.uk or on 0303 123 1113. You don’t have to contact us first.

15. Changes to this policy

We’ll update this policy when the way we use information changes. If we make a significant change, we’ll tell you by email. The latest version will always be on our website.

Effective Date: November, 2026