This is a starting template and not legal advice. Have it reviewed before you rely on it, and replace every bracketed section with your own details.

Who we are

[Your gym's registered name and address.] If you have any question about this policy or about your data, contact us at [privacy@yourgym.com].

What we collect

Account details — your name, email address, phone number and date of birth.
Membership and payment records — which package you bought, when it runs out, and what you paid. Card details are handled by our payment provider and are never stored on our systems.
Attendance — the times you check in and out.
Class bookings — the sessions you book, attend or miss.
Fingerprint data — only if you choose to register a finger for check-in. See below.

Fingerprint check-in

Registering a fingerprint is optional. You can check in by name or member code instead, and you can ask us to delete a registered fingerprint at any time.

What is stored is a mathematical template, not an image of your finger, and it cannot be turned back into one. It is encrypted at rest and is only ever sent to a front-desk computer so that it can match a scan locally.

Why we use it

To provide the membership you bought and let you into the gym.
To let you book classes and to tell you when a booking changes.
To tell you when your membership is about to run out.
To keep the records we are required to keep, including for accounting.

Marketing

We only send marketing email if you have asked for it, and every one of those emails has an unsubscribe link. Emails about your membership, your bookings and your account are not marketing and are sent regardless.

Who else sees it

Our payment provider, our email provider, and our hosting provider, each only so far as they need to in order to do their job. We do not sell your data.

How long we keep it

[State your retention periods.] Financial records are kept for as long as the law requires. Attendance and booking history are kept while you are a member and for [period] afterwards.

Your rights

You can ask us to show you the data we hold about you, correct it, delete it, or stop using it for a particular purpose. Write to [privacy@yourgym.com] and we will respond within [30 days].

Changes

If we change this policy we will update the date shown on this page.