1. Who we are
CrossFit Fort Ashton is run by Crossfit Fort Ashton Ltd (company number 09677324), Unit A, Baynton Road, Bristol BS3 2EB. We decide how your personal information is used, which makes us the data controller. If you have any questions about this policy, email [email protected].
2. What we collect
Booking a free consultation. When you use the "Book your free consultation" form on this website or on our booking page, we collect your name, phone number, email address and any answers you give. The form is run for us by GymGrow. Once you've entered your name and number, we (or GymGrow for us) may contact you about booking, even if you don't finish the form.
Our Facebook and Instagram ads. If you fill in a form in one of our ads, Meta passes us your name, phone number, email address and any answers you give.
Our contact form. If you send us a message through this website, we collect your name, email address, phone number (if you give it), the topic you pick and your message.
Messages, calls and bookings. When we text, email, WhatsApp or call you about your consultation, we keep a record of those conversations and of your booking, including whether you came.
Membership. If you join, we keep your membership, class booking and payment details.
How you use the website. Google Tag Manager and Google Analytics record how the site is used, such as which pages are visited and which buttons are clicked. They use cookies (see section 8).
3. How we use it, and why we're allowed to
- To reply to your enquiry, book your consultation, remind you about it and follow up afterwards. We do this because it's in our legitimate interests to respond to people who've asked to hear from us and to run our gym.
- To run your 28-Day Intro and your membership, including taking payments. This is needed for our contract with you.
- To keep financial records, because the law requires us to.
- To understand how the website and our ads are working, so we can improve them. This is in our legitimate interests.
- To send you news and offers, only if you've agreed to receive them. You can stop these at any time.
4. Automatic messages and AI
Some messages about your consultation are sent automatically, such as your booking confirmation and reminder. GymGrow's AI assistant can also read and reply to your messages about booking. Our team can see every conversation and can step in at any time. We don't make any decision about you that has legal or similarly significant effects by automated means alone.
5. Who we share it with
We don't sell or rent your information. Our team can see the records they need to look after you. These companies handle your information for us, only on our instructions:
- GymGrow, which runs our booking form, keeps enquiry and booking records, and sends the texts, emails and WhatsApp messages about your consultation
- TeamUp, which handles class bookings, memberships and payments
- Cloudflare, which hosts this website and processes the contact form
- Resend, which delivers contact form messages to our inbox
- Google, for Tag Manager and Analytics
Meta (Facebook and Instagram). When you enquire or book a consultation, GymGrow may tell Meta, using the contact details you gave us in a scrambled (hashed) form, so we can measure how well our ads work. Meta also uses this information for its own purposes, as set out in Meta's privacy policy.
6. Information stored outside the UK
Some of these companies store or access information outside the UK, including in the United States. When they do, it's protected by safeguards approved under UK law, such as the UK-US data bridge or the UK's international data transfer agreement.
7. How long we keep it
- If you enquire but don't join, we keep your details for 12 months after we were last in touch, then delete them.
- If you join, we keep your details while you're a member. We keep payment records for 6 years after you leave, because that's how long HMRC expects a company to keep its records.
8. Cookies
Google Analytics. We use Google Analytics to count visits and see how the site is used, so we can improve it. It sets cookies whose names start with _ga. We use it for statistics only: Google's advertising features are switched off, and nothing is used for ads. You can say no at any time with "Cookie settings" at the bottom of every page, and Google Analytics won't run for you after that. If your browser sends a Global Privacy Control signal, we treat that as a no. A cookie called cffa_analytics remembers your choice for a year.
Our own cookie. We also set one cookie of our own, called cffa_src, which remembers how you first found this website (for example a Google search, Google Maps, an AI tool or one of our ads) and the date. It's kept for up to 90 days, and we use it to see which of our marketing brings people to the gym. Your Google Analytics choice doesn't change this cookie.
Booking records. When you book a consultation, we keep a record of when you booked, which booking calendar you used and how you first found us, together with GymGrow's reference number for your booking. It doesn't include your name or contact details. We use it to work out which of our marketing led to the booking, and we keep it for up to 18 months.
You can also block or delete cookies in your browser settings, and the site still works without them.
9. Your rights
You can ask us to:
- give you a copy of the information we hold about you
- correct it if it's wrong
- delete it
- limit how we use it
- stop using it, including for marketing, which we'll always stop
- send it to you or another organisation in a format a computer can read, where this applies
Where we rely on your consent, you can withdraw it at any time. To ask, email [email protected]. We'll reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
10. Changes to this policy
If we change this policy, we'll update the date at the top of this page.
11. Contact us
Crossfit Fort Ashton Ltd, Unit A, Baynton Road, Bristol BS3 2EB
[email protected] · 0117 287 2022