Privacy Policy.
How we look after your information.
This is written in plain English because you should be able to understand it. If anything here isn't clear, email us and we'll explain it properly.
Who we are
Apex Coaching Ltd, Unit 1, Network House, 12 Danefield Road, Sale, Greater Manchester, M33 7GE. We're the "data controller" for the information described here, which just means we're responsible for it. Contact: info@apex-coaching.co.uk or 07984 852315.
What we collect, and why
When you apply to join
You give us your name, email address and mobile number through our application form. We use these to call or message you about your application, to arrange an intro session, and to send you the programme details you've asked for. We do this because you've asked us to get in touch, which the law calls "taking steps at your request before entering into a contract".
The form is provided by GymOS, the software we use to run the gym. Your details are stored there.
If you apply through a form on Facebook or Instagram, Meta passes your answers to us and also keeps a copy under its own privacy policy.
When you become a member
We hold the details needed to run your membership: contact details, payment records, attendance, and notes your coach keeps about your training and anything you tell us that affects it (an injury, for example). We need these to provide the service you're paying for. Card payments are handled by Stripe, not by us.
When you visit the website
We use two tools that set cookies on your device:
- Google Analytics tells us how many people visit, roughly where from, and which parts of the site they read. It doesn't tell us who you are.
- The Meta pixel lets us measure whether our Facebook and Instagram adverts led to an application, and to show our adverts to people who've visited the site. Meta may link this to your Facebook or Instagram account under its own policy.
You can block these in your browser settings at any time, and the site works the same without them.
The site is hosted by Netlify, which keeps standard server logs (your IP address and the pages you request) for security. Fonts are loaded from Google Fonts, which means Google sees your IP address when the page loads. Videos are embedded from YouTube using its privacy-enhanced mode, which doesn't set tracking cookies unless you press play.
When you message us on WhatsApp
Your messages are handled by WhatsApp under Meta's terms. We'll see your number and what you send us.
Email and text updates
If you've applied or joined, we may email or text you about your programme, the gym, and things we think you'd genuinely want to know about. Every email has an unsubscribe link, and you can reply "stop" to any text. We don't sell your details.
Who we share it with
Only the companies that help us run things, and only what they need: GymOS (member records and the application form), Stripe (payments), Google (analytics), Meta (advertising measurement), Netlify (hosting), and our email provider. Each is bound by its own privacy obligations. Some of these providers may process data outside the UK; where they do, they're required to apply appropriate safeguards.
Beyond that, we'd only share your information where the law requires it.
How long we keep it
For as long as we have a genuine reason to: an open application, an active membership, or records that tax and accounting rules require us to keep. When we no longer have a reason, we delete it.
Your rights
You can ask us at any time to see the information we hold about you, to correct it, to delete it, to stop using it for marketing, or to send you a copy of it. Email info@apex-coaching.co.uk and we'll respond within the timescale the law sets. There's no charge.
If you're not happy with how we've handled something, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. You're welcome to raise it with us first.
Changes
If we change this policy, we'll update the date at the top.