PRIVACY POLICY

Last updated: 5th September, 2026

Who we are

Fortified is the trading name of Intent 2 Improve Personal Training Limited ("Fortified", "we", "us", "our"). We are the data controller responsible for your personal information.

We take your privacy seriously, and this notice explains what personal data we collect, how we use it, and the rights you have. It is written in line with the UK GDPR and the Data Protection Act 2018.

We are registered with the Information Commissioner’s Office (ICO), the UK’s data protection authority, under registration number ZA423131.

You can contact us about anything in this notice in writing via the contact form at the bottom of our homepage, by email at team@fortifiedgym.com, or by post at Remus House, Castle Street, Buckingham, MK18 1BS.

We keep this notice under review and may update it from time to time, so please check back periodically. The date of the most recent version is shown above.

What data we collect

We collect and process personal information either directly from you or through carefully selected partners. Depending on your relationship with us, this may include:

  • Your name, date of birth and contact details

  • Card payment information, processed securely through our payment provider

  • Information relating to your health, fitness and any medical conditions, for example through health screening forms

  • Your training and performance data, where you use the Fortified Tracker (see below)

  • Details of your membership, bookings and use of our services

  • Records of your contact with us, and your marketing preferences

Our lawful bases for processing

The UK GDPR requires us to have a lawful basis for using your personal data. Depending on the situation, we rely on:

  • Contract - to deliver the coaching and services you sign up for, take payment, and manage your account.

  • Consent - for sending you marketing, and for processing information relating to your health.

  • Legitimate interests - for example following up an enquiry you have made, improving our services, and keeping our business running securely and efficiently.

  • Legal obligation - for example retaining financial records to meet tax and accounting requirements.

Health and other special category data

Some of the information we collect, such as details of medical conditions or injuries provided through health screening, is treated as "special category" data under the UK GDPR and given extra protection. We collect it so that we can coach you safely and appropriately, and we process it on the basis of your explicit consent, which you provide when you complete your health screening. You can withdraw that consent at any time, although please note this may affect our ability to coach you safely.

How we use your data

We use your personal information to:

  • Set up and administer your account, subscription and bookings

  • Process orders, payments and applications

  • Deliver our coaching services and support your results

  • Verify your identity

  • Anticipate and resolve any problems with the services we provide

  • Meet our legal and contractual obligations

  • Communicate with you, including service messages and, where you have opted in, marketing

The Fortified Tracker

The Fortified Tracker is an optional web-based application that you can choose to use to record your own training and performance data. It is provided purely for your own benefit, so that you can keep track of your progress if you wish. Using it is entirely voluntary - we do not require you to use it, and we do not review or monitor what you record.

What is recorded. Through the Tracker you can store information such as your name and the details of your training, for example the exercises you perform and the weights, repetitions and sets you complete, along with related performance metrics such as personal bests. This information is entered by you. It is training and performance data only - it is not health or medical information, and it does not fall within the special category data described above.

Your choice and our lawful basis. Because using the Tracker is entirely voluntary, we process this information on the basis of your consent, which you give by choosing to use the application and entering your data. You can stop using it at any time.

How and where it is stored. Your Tracker data is held in a secure database managed on our behalf by a specialist hosting provider. Please be aware that records within the Tracker are searchable by name, which means information you enter may be visible to other people who use the application, so you should only enter information you are comfortable being visible in this way. We do not sell this data or share it with third parties for marketing.

International transfers. The infrastructure used to host the Tracker may be located outside the United Kingdom. Where your data is transferred outside the UK, we ensure appropriate safeguards are in place so that it remains protected to UK standards (see "Transferring your data outside the UK" below).

Retention and deletion. We keep the information you enter for as long as your membership is active, so that your history remains available to you. When your membership is cancelled or expires your access ends, and we will delete your Tracker data. You can also ask us to delete it sooner at any time.

Sharing your data

We will not share your data with any third party other than those we use to run our business, or where we are legally obliged to do so. External partners (processors) may carry out tasks including, but not limited to, processing payments, taking bookings, marketing, accounting, account management and hosting our systems. We put agreements in place with all our partners to ensure they handle your data confidentially and to the standards required by the UK GDPR and the Data Protection Act 2018.

We will never sell, distribute or lease your personal information to third parties for their own purposes unless you have given us permission, or we are required to do so by law.

Transferring your data outside the UK

Some of the providers we use to deliver our services, including the hosting of the Fortified Tracker, may store or process data outside the United Kingdom. Where this happens, we take steps to ensure your data continues to receive a level of protection equivalent to that required under UK law, for example by relying on approved safeguards such as UK-approved standard contractual clauses or an adequacy decision covering the country concerned.

Security

We are committed to keeping your information secure. To prevent unauthorised access or disclosure, we use appropriate physical, electronic and managerial procedures to safeguard the information we collect.

Data breaches

In the unlikely event of a data breach that affects your personal information, we will act promptly to contain it and, where we are legally required to do so, we will notify the ICO and any affected individuals without undue delay.

Information about products, services and marketing

From time to time we may send you details of products and services that may interest you, by email. We will only do this where you have opted in, or where you could reasonably expect to hear from us, for example following a recent enquiry, purchase, content download or referral from someone you know. You can opt out at any time using the unsubscribe link in any marketing email, or by contacting us directly.

Your rights

Under the UK GDPR you have the right to:

  • Access - request a copy of the personal data we hold about you

  • Rectification - ask us to correct data that is inaccurate or incomplete

  • Erasure - ask us to delete your data in certain circumstances

  • Restriction - ask us to limit how we use your data

  • Portability - ask us to provide your data in a portable format

  • Objection - object to certain types of processing, including direct marketing

  • Withdraw consent - where we rely on your consent, withdraw it at any time

To exercise any of these rights, please contact us using the details above. You also have the right to lodge a complaint with the ICO if you believe we have not handled your data properly (see "How to contact us and the ICO").

How long we keep your data

We keep personal data only for as long as we need it. In general:

  • Enquiry and general contact data - retained for up to three years from your most recent contact with us, unless you become a member

  • Marketing email list - retained until you unsubscribe, which you can do at any time

  • Membership and health screening records - retained for the duration of your membership and for up to six years afterwards

  • Fortified Tracker data - deleted when your membership is cancelled or expires, or sooner if you ask us to remove it

  • Payment, financial and accounting records - retained for up to six years, to meet HMRC and legal requirements

Third party sites, apps and services

We are not responsible for the privacy policies or practices of other websites, apps or services, even where you access them through links on our sites or during the delivery of our services. We recommend you review the privacy policy of any site you visit, app you use or third party service you register with.

Social media

We occasionally arrange filming or photography for use on our social media and other communications. When you join us, we ask whether you are happy to be included in this kind of content, and we take care to respect your choice. If you appear in content in error and would like the image or video removed, please contact us and we will act promptly.

Cookies

A cookie is a small file placed on your device that helps us analyse web traffic and recognise you when you return to our site. Cookies allow our website to respond to you as an individual and to tailor content to your preferences.

We use cookies to understand which pages are being used, so that we can analyse traffic and improve our website. We use this information for statistical purposes only.

You can accept or decline cookies. Most browsers accept them automatically, but you can adjust your browser settings to decline them if you prefer. Declining cookies may prevent you from taking full advantage of the website.

How to contact us and the ICO

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

  • By email: team@fortifiedgym.com

  • By post: Fortified, Remus House, Castle Street, Buckingham, MK18 1BS

  • Via the contact form at the bottom of our homepage

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office: