Privacy Notice
We're committed to protecting your privacy and being transparent about how we use your information.
• We collect information needed to run our inclusive fitness programmes safely
• We use your data to manage your membership, book you onto sessions, and keep everyone safe
• We keep equality monitoring separate and only use it for improving our services
• Support needs information is shared with coaches only if you choose to share it
• You can see, correct, or delete your information at any time
Who We Are
Data Controller: Impact NeuroFit CIC
Company Number: 16297843 (Community Interest Company)
We're a Community Interest Company based in Wales, providing inclusive fitness programmes for neurodivergent individuals, people with disabilities, and those managing mental health challenges.
What Information We Collect
What we collect:
- Your name, date of birth, email, and phone number
- Your address
- Emergency contact details (name, phone, relationship)
- Relevant medical conditions
- Payment information
- Booking and attendance records
Why we need it:
- To set up and manage your membership
- To book you onto sessions and events
- To contact you about your bookings
- To reach your emergency contact if needed
- To plan sessions safely around any medical needs
- To process membership fees and payments
Legal basis:
Contract: We need this information to provide you with membership services. Without it, we wouldn't be able to let you join or attend sessions safely.
What we collect:
- Details of any support needs or disabilities
- Reasonable adjustments you'd like us to make
- Your preferred communication methods
- Notes for coaches (only if you choose to share)
Why we collect it:
- To make our sessions as accessible and comfortable as possible
- To help coaches adapt activities to your needs
- To ensure everyone can participate fully and safely
Who sees it:
You're in control. This information is stored securely and only shared with session coaches if you tick the box to allow sharing. Our Safeguarding Officer can access it if there's a safety concern.
Legal basis:
Consent: You choose whether to provide this information. You can update or withdraw it anytime in your account settings.
What we collect:
- Gender identity
- Ethnicity
- Disability status
- Sexual orientation
- Religion or belief
- Age group
Why we collect it:
- To understand who we're reaching and who we're not
- To identify and address barriers to participation
- To demonstrate our impact to funders and partners
- To improve our services and make them more inclusive
Important: This is kept separate
Your equality monitoring answers are stored separately from your membership record using a pseudonymous code. Staff cannot link your answers back to you. We only ever look at this data in aggregate (e.g., "30% of members identify as neurodivergent") – never individual responses.
Legal basis:
Consent: Providing this information is entirely optional. You can choose "Prefer not to say" for any question. It won't affect your membership.
If there are any safeguarding concerns, our Safeguarding Officer may create confidential records. These are stored securely, separate from your main membership information, and only accessible to designated safeguarding staff.
Legal basis:
Legitimate Interest & Legal Obligation: We have a duty to protect the welfare of our members. Keeping safeguarding records helps us fulfill this responsibility.
Marketing & Photography
Marketing Communications:
With your permission, we'll send you updates about our programmes, events, and impact stories via email. You can unsubscribe anytime using the link in our emails.
Photography & Video:
We sometimes take photos or videos at sessions to share on social media and in promotional materials. We'll only include you in these if you've given consent. You can withdraw consent anytime by contacting us.
Legal basis:
Consent: Both are completely optional and separate from your membership.
Who We Share Your Information With
We don't sell your information to anyone. We only share it when necessary:
All sharing is UK-based: We don't transfer your information outside the UK.
How Long We Keep Your Information
We only keep your information as long as necessary:
We review all data regularly and delete information when it's no longer needed.
Your Rights
You have the following rights over your personal information:
✓ Access Your Information
You can log into your account anytime to see what information we hold about you. For a full copy of everything, email us and we'll provide it within 30 days.
✓ Correct Mistakes
If any information is wrong or out of date, update it in your account or let us know.
✓ Delete Your Information
You can request deletion of your information when you leave. Some information (like payment records) must be kept for legal reasons, but we'll delete everything else.
✓ Withdraw Consent
You can change your mind about marketing emails, photography consent, or sharing support needs with coaches anytime in your account settings.
✓ Object or Restrict
In certain situations, you can ask us to stop using your information or limit how we use it.
✓ Data Portability
You can request a copy of your information in a commonly-used format to move to another service.
How to Exercise Your Rights
Most things you can do yourself:
- Update your details in your account settings
- Change consent preferences (marketing, photography, coach sharing)
- View your booking history and membership status
For anything else, contact us:
Email: impactneurofit@gmail.com
Include "Privacy Request" in the subject line
We'll respond within 30 days
Complaints
If you're unhappy with how we've handled your information, please tell us first so we can try to put things right.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:
Changes to This Privacy Notice
We'll update this privacy notice from time to time. When we make significant changes, we'll let you know by email and ask you to review and accept the new version.
You can always find the current version on this page. The version number and last updated date are shown at the top.
Keeping Your Information Safe
We take security seriously and use appropriate technical and organisational measures to protect your information:
- All data is encrypted both in storage and in transit
- Access to sensitive information is strictly controlled by role
- All access to safeguarding data is logged and monitored
- Staff are trained in data protection and confidentiality
- Regular security reviews and updates
If you have any questions about how we use your information, or want to exercise any of your rights, please get in touch:
Email: impactneurofit@gmail.com
We're here to help and will always try to respond as quickly as possible.