1. About this Privacy Policy
This Privacy Policy explains how BFiT (“BFiT”, “we”, “us” or “our”) collects, uses, stores and protects your personal information when you use the BFiT mobile application, website and related services (collectively, the “Service”).
BFiT is a fitness and gym management platform that allows members to book classes, manage memberships, communicate with their gym, record workouts, check in to facilities and participate in community features.
By using BFiT, you acknowledge that you have read and understood this Privacy Policy.
2. Who is responsible for your information?
BFiT is responsible for the processing of your personal information in connection with the operation of the BFiT platform.
Where BFiT is provided to you through a particular gym or fitness business, that gym may also act as a controller of your personal information and may have its own privacy policy.
If you have questions about how your information is used, you can contact us using the contact details provided within the BFiT app or on our website.
3. Information we collect
Depending on how you use BFiT, we may collect the following information.
Account information
Full name, email address, telephone/mobile number, password or authentication information, profile photograph, username or @handle, date of birth where required, gym membership information and account preferences.
Booking and membership information
Classes you book or cancel, waitlist activity, check-ins, membership plans, class credits, discount codes, rewards and points, payment status, attendance history and the gym or facility you use.
Fitness and workout information
If you choose to use workout or fitness features, we may process information that you enter into the app, such as exercises, sets and repetitions, weights, workout records, fitness goals and progress information. You choose whether to provide information through optional fitness features.
Communications
If you use BFiT messaging or communication features, we may process messages you send and receive, conversation participants, message timestamps and read/unread status. Messages may be visible to intended recipients and, where appropriate, authorised gym administrators.
Device and technical information
We may automatically collect device type, operating system, app version, browser information where applicable, IP address, authentication information, error and diagnostic information and general usage information.
4. Location information
Some BFiT features may use your device’s location, for example to support gym check-in or verify that you are within an appropriate location when using a location-based feature.
We will only access location information where the relevant feature requires it and where you have granted the required device permission. BFiT does not continuously track your location unless a particular feature expressly requires this and the necessary permissions have been provided.
5. Camera and photos
BFiT may request access to your device camera or photo library for features such as scanning QR codes, uploading a profile photograph and uploading photographs to community features. Camera and photo access is only used when required for the relevant feature. You can manage these permissions through your device settings.
6. How we use your information
We may use your personal information to create and manage your BFiT account; provide access to gym services; process class bookings; manage waitlists; manage memberships and credits; process payments; process cancellations and refunds; confirm attendance and check-ins; provide rewards and loyalty features; provide workout and fitness features; allow members to communicate with each other where enabled; allow members to communicate with gym staff; send booking confirmations and reminders; send important service notifications; provide customer support; prevent fraud and misuse; maintain the security of BFiT; diagnose technical problems; improve the performance and functionality of the Service; and comply with legal and regulatory obligations.
7. Legal basis for processing
Where UK data protection law applies, we process personal information on one or more of the following legal bases: contract, legitimate interests, consent, and legal obligation. Where processing is based on consent, you may withdraw that consent at any time.
8. Payments
Payments made through BFiT may be processed by third-party payment providers, such as Stripe. BFiT does not generally store your full payment card number. Payment providers may collect and process payment information in accordance with their own privacy policies and terms. We may receive payment status, transaction reference, amount paid, currency, payment method type and refund status.
9. SMS, WhatsApp, email and other communications
BFiT may use third-party communication providers to send booking confirmations, class reminders, cancellation notifications, waitlist notifications, account-related communications and customer support communications. Depending on the communication method used, this may involve providers such as SMS, WhatsApp or email service providers. Your telephone number or email address may be shared with the relevant communication provider where necessary to deliver the requested communication.
You can manage optional communication preferences through the BFiT app where those controls are available. Important service communications may still be sent where necessary to provide the service you have requested.
10. Community features
BFiT may provide community or social features allowing members to share content such as workouts, photographs, achievements or other posts. Information that you choose to publish through a community feature may be visible to other members of the relevant gym or community. You should not post personal information that you do not want other users to see. Gym administrators may have appropriate administrative access to community content for moderation, safety and management purposes.
11. Information shared with your gym
Where you use BFiT through a participating gym, certain information may be made available to authorised staff or administrators of that gym. This may include your name, contact details, membership information, bookings, attendance/check-ins, class history, credits, relevant account information, messages sent to the gym and information necessary to administer your membership.
12. Service providers
We may use trusted third-party service providers to operate BFiT, including providers for cloud hosting and databases, authentication, payment processing, email, SMS, WhatsApp, analytics, error monitoring, customer support, file and image storage and application infrastructure. These providers may process personal information on our behalf and are expected to protect that information appropriately.
13. International transfers
Some of our service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is lawful and that your information receives appropriate protection under applicable data protection law.
14. How long we keep your information
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy. The retention period may depend on whether your account remains active, the services you use, legal or accounting requirements, dispute resolution, security requirements, fraud prevention and legitimate business requirements. When information is no longer required, we will delete it or anonymise it where reasonably possible.
15. Your rights
Depending on applicable UK data protection law, you may have rights including the right to access your personal information, correction of inaccurate information, deletion of your personal information, restriction of processing, objection to certain processing, data portability in certain circumstances and withdrawal of consent where processing is based on consent. You can exercise certain account controls directly through BFiT. For other requests, contact us using the contact details provided below. We may need to verify your identity before fulfilling certain requests.
16. Deleting your account
You can permanently delete your BFiT account from Profile > Privacy & Legal > Delete Account. When you confirm deletion, BFiT deletes your account and associated personal information from the active service. Certain transaction, payment, fraud-prevention or legal records may need to be retained for a limited period where required by law or for legitimate legal purposes; where appropriate, these records are de-identified so they are no longer linked to your account. Deleting your account also removes your access to bookings, membership information, workout records, rewards, messages and other account features.
17. Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, disclosure and destruction. However, no internet-based service can guarantee absolute security. You are responsible for keeping your login credentials confidential and should contact us if you believe your account has been accessed without your permission.
18. Children’s privacy
BFiT is not intended to be used by children below the minimum age permitted by applicable law without appropriate parental or guardian involvement. Where a gym permits younger members to use its services, the gym is responsible for ensuring that appropriate consent and safeguarding requirements are met. We do not knowingly collect personal information from children where such collection is prohibited by law.
19. Cookies and similar technologies
The BFiT website or web-based components of the Service may use cookies or similar technologies to keep you signed in, maintain security, remember preferences, understand how the Service is used, improve functionality and diagnose technical problems. Where required, we will obtain consent before using non-essential cookies or similar technologies.
20. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to BFiT, our services, technology, legal requirements or privacy practices. When we make significant changes, we will take reasonable steps to notify users. The latest version will always be made available through BFiT.
21. Contact us
If you have questions about this Privacy Policy, want to exercise your data protection rights, or have concerns about how your information is handled, please contact us using the privacy/contact details provided by BFiT.
22. Complaints
If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve your concern. You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).