HP29

Privacy Notice


HP29 PRIVACY NOTICE
Last updated: 16 October 2026

HP29 is the trading name of HP14 Fitness Ltd.


1. Who we are


HP29 is the trading name of HP14 Fitness Ltd (Company number: 15964329)


Registered office: 72 Gosling Grove, High Wycombe, Buckinghamshire, Hp13 5YS

Trading address: Unti 29 Verning Building, Westbourne Street, High Wycombe, Buckinghamshire, HP11 2PX


Website: www.hp29.co.uk


Privacy contact: info@hp14fitness.co.uk


HP14 Fitness Ltd is responsible for deciding how and why your personal information is processed. 


2. Information we collect


We may collect information you provide to us when you enquire abut HP29, join as a member or use our services. 


This may include:
- Your name and contact details
- Membership and booking information
- Payment and billing information
- Health and fitness information provided through health screening and other forms
- Emergency contact information
- Records of attendance, bookings and interactions with HP29
- Information relating to enquiries, complaints or incidents
- Website and technical information when you use our website 
- Photography or video where this is collected or used in connection with HP29


We only collect information that is relevant to providing and managing our services, operating HP29 safely and meeting our legal and business responsibilities. 


3. How we use your information


We use your information where necessary to:
- Set up and manage your HP29 membership
- Process payments and manage your accounts
- Manage booking, attendance and access to the gym
- Provide Training Sessions, Personal Training and other services
- Understand relevant health and fitness information so that exercise can be provided as safely and reasonably as possible
- Contact you about your membership, bookings, payments and important information about HP29
- Respond to enquiries, complaints and incidents
- Maintain appropriate records and Meet our legal and regulatory responsibilities
- Protect the safety and security of members, staff, coaches and the facility
Improve our services and how HP29 operates
- Send marketing communications where we are permitted to do so and, where required, where you have given consent


we will not use health information collected for exercise and safety purposes for unrelated marketing. 


4. Our legal bases for using your information


Depending on why we are using your information, we may rely on one or more of the following legal bases:
- Contract: where we need your information to provide your membership or services to you
- Legal Obligation: Where we are required to keep or provide information to comply with the law
- Legitimate interests: where using information is necessary for the reasonable operation, administration, security and improvements of HP29, provided this does not unfairly override your rights.
- Consent: where the law requires us to ask for your consent, such as certain marketing or non-essential cookies.

Where we process health and other special-category information, we will also rely on an appropriate additional legal condition where required by data protection law.


5. Health and fitness information


Some information you provide to HP29, such as medical conditions, injuries, medication, pregnancy or postnatal information, may be considered special-category personal data under Uk data protection law. 


We may process relevant health and fitness information where necessary to help provide exercise services safely, manage your participation and respond appropriately to health and safety concerns.


Access to health information will be limited to people who need it for their role, such as relevant HP29 coaches or Personal Trainers.


We aim to collect and use only information that is relevant to the services being provided. Health information will not be used for unrelated marketing.

Please tell us if information you have provided changes so that we can keep your records appropriately up to date




6. Gymdesk, Coaches and Personal Trainers


HP29 uses Gymdesk to help manage memberships, bookings, attendance, payments, member communications and documents. 


Information relevant to your membership may be accessible to authorised HP29 staff, coaches and Personal Trainers where this is necessary for them to provide services to you or carry out their role.


We will aim to give people access only to information that is relevant to their responsibilities.


Some personal trainers may operate independently from HP29. Where an independent personal trainer uses your information for their own services, they may have separate responsibilities as a data controller and may provide their own privacy information.




7. Payments and payment providers


We use payment providers to collect and process membership payments.

HP29 currently uses GoCardless for direct debit payments. Payment and billing information may be stored within Gymdesk and/or processed by the relevant payment provider to manage your membership and payments.


This may include information such as your payment method, payment status, transaction details and records of successful or failed payments.


Payment providers may process your information in accordance with their own privacy policies and legal obligations.


We take reasonable steps to ensure payment information is handled securely and only accessed by authorised people who need it for their role. 



8. Marketing and communications. 


We may contact you about your membership, bookings, payments, changes to HP29 and other information that is necessary to provide our services. These are operational communications and you cannot necessarily opt out of messages that are required to manage your membership.


Where permitted by law, we may also send marketing communications about HP29, including information about Training Sessions, services, events, offers and other activities.


Where consent is required for marketing, we will ask for it and you can withdraw your consent or unsubscribe at any time.


You can contact us if you have questions about the communications you receive from HP29




9. Photography and video


HP29 may take photographs or record video within the facility for operational, promotional or social media purposes.


Where identifiable individuals are used in promotional content, we will seek appropriate permission or consent where required.


Members may take photographs or videos of themselves, subject to the HP29 Gym Rules. You must not deliberately record other members, staff or conversations without their permission.


If you do not wish to appear in HP29 promotional photography to video, please let us know. 


10.Cookies and website use


Our website may use cookies and similar technologies to help the website function, remember preferences and understand how the website is used.


Some cookies may be necessary for the website to operate. Where required by law, we will ask for your consent before using non-essential cookies.


You can manage cookies through your browser settings and, where provided, through the cookie controls on our website. 


We may also receive basic technical information about how visitors use our website, such as device or browser information, to help maintain and improve the website.

11. Who we share information with

We may share relevant Personal information with trusted organisations and people where this is necessary to operate HP29, provide our services or meet our legal responsibilities.


This may include:
- Gymdesk and other software or service providers we use to operate HP29
- GoCardless and other payment providers
- HP29 staff, coaches and personal trainers where relevant to their role
- Accountants , bookkeepers, solicitors, insurers and other professional advisors
- IT, website and other service providers who support our business
- Emergency services or healthcare professionals where appropriate and lawful
- HMRC, regulators, law enforcement or other authorities where we are legally required to do so.


We do not sell your personal information to third parties


If HP29 of the business is sold, restructures or transferred, personal information may be transferred as part of that transaction where lawful and appropriate. 


12. Children and young people 


HP29 may provide services to members under the age of 18 where permitted by our membership rules and where the appropriate consent and supervision arrangements are in place.


We may collect and use information about children and young people where this is necessary to provide the relevant service, manage their membership, maintain safety and meet our legal responsibilities. 


Where appropriate, information may also be provided by or managed with a parent or guardian.


We aim to handle information about children and young people with particular care and only collect information that is relevant to the services being provided



13. How long we keep your information


We keep personal information only for as long as we reasonably need it for the purposes for which it was collected, including providing services, maintaining appropriate records and meeting legal, accounting or regulatory requirement.


Different types of information may be kept for different periods.


For example, we may retain:
- Membership and account information for an appropriate period after your membership ends
- Health and fitness information while it remains relevant to providing services safely.
- Financial and payment records for the period required for accounting and legal purposes
- Booking and attendance records for an appropriate operational period
- Enquiries, complaints and incident records for as long as reasonably necessary to deal with the matter and protect our legitimate interests.
- Marketing preferences for as long as needed to respect your choices


When information is no longer required, we will securely delete it or anonymise it where appropriate.



14. Keeping your information secure 

We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, alteration or disclosure.


Access to personal information is limited to people and service providers who need it for legitimate HP29 business purposes.


We use appropriate passwords, access controls and reputable systems and service providers to help protect your information.


No online system or method of storing information can be guaranteed to be completely secure. If we become aware of a personal data breach that we are legally required to report or notify you about, we will take the appropriate steps. 


15. International transfers

Some of the organisations and service providers we use may process or store personal information outside of the UK.


Where personal information is transferred outside the UK, we will take appropriate steps to ensure that it is protected in accordance with applicable UK data protection law.


This may include using an adequacy decision, appropriate contractual safeguards or another lawful transfer mechanism where required.


16. Your data protection rights

Depending on the circumstances, you may have rights under UK data protection law to:
- ask for a copy of the personal information we hold about you.
- ask us to correct inaccurate or incomplete information
- ask us to delete your information where there is no good reason for us to continue using it
- Ask us to restrict how we use your information in certain circumstances
- Object to certain uses of your information, including some uses based on legitimate interests 
- request a copy of certain information in a portable format
- withdraw consent where we are replying on your consent to process your information


Some rights are subject to legal exceptions or conditions, so they ,ay not apply in every situation.


To exercise your rights, contact us at info@hp14fitness.co.uk


We may need to verify your identity before dealing with a request.


17. Complaints and concerns

If you have a question, concern or complaint about how HP29 has handled your personal information, please contact us first:


Email: info@hp14fitness.co.uk


Post: HP29, Unit 29 Vernon Building, Westbourne Street, High Wycombe, Buckinghamshire, HP11 2PX


We will investigate your concern and aim to respond fairly and promptly.


You also have the right to complain directly to the Information Commissioner's Office (ICO) if you are unhappy with how we have handled your personal information. 


18. Changes to this privacy notice


We may update this Privacy Notice from time to time to reflect changes to HP29, our services, the way we use personal information or changes in leal requirements.


The latest version will be published on the HP29 website, with the date of the most recent update shown at the top of the notice. 


If we make significant change that affects how we use your personal information, we will take reasonable steps to bring this to your attention where appropriate.