Privacy Notice
Last updated: 21 June 2026
This notice explains how Laindon Community Centre collects, uses and protects your personal information, and the rights you have over it. It applies to people who use our website, book our facilities, become members, use the gym, or contact us. (If you work for us, your information is covered by a separate staff privacy notice.)
Who we are
Laindon Community Centre (Registered Charity No. 1196020) is the “data controller” for the information described here. We are registered with the Information Commissioner's Office (ICO).
Address: Aston Road / High Road, Laindon, Essex, SS15 6NX. Phone: 01268 855232. For anything about your data, please contact us.
What we collect and why
We only collect what we need to run the centre and provide the services you ask for. The table below sets out the main categories, why we use them, and our lawful basis under UK GDPR.
| Information | Examples | Why | Lawful basis |
|---|---|---|---|
| Account & contact details | Name, email address, phone number(s), postal address and postcode, date of birth, and a short PIN you choose. | To create and manage your account, take and confirm bookings, and contact you about them. | Performance of a contract |
| Booking & payment records | The rooms, facilities and times you book, invoices, and a record that a payment was made (we do not store your card number — see “Payments” below). | To provide the facilities you book and keep proper financial records. | Contract / Legal obligation (financial records) |
| Gym health questionnaire | Health declarations, emergency contact, date of birth and your signature, completed before using the gym. | To check it is safe for you to use the gym and to respond in an emergency. | Explicit consent (special category health data) |
| My Workouts (gym training records) | Your fitness goal, height, weight, age and sex, plus the workout plan we build for you and the exercises, weights, reps and times you log as you train. | To build you a personalised training plan, show your progress over time and estimate the energy you burn. | Explicit consent (special category health data) |
| Enquiries | The name, email, subject and message you send through our contact form, plus your IP address. | To answer your enquiry and prevent spam/abuse of the form. | Legitimate interests |
| Technical & security data | IP address and basic activity logs when you sign in or when the system detects unusual requests. | To keep the website and your account secure and to investigate misuse. | Legitimate interests |
Health information (gym)
The health information you give us before using the gym is “special category” data and we treat it with extra care. We collect it only with your explicit consent, use it solely to assess your suitability to exercise and to respond in an emergency, and restrict access to staff who need it. You can withdraw your consent at any time by contacting us, although we may then be unable to let you use the gym.
The same applies to My Workouts, the training planner on this website. Your goal, body measurements and training records are collected only with your separate explicit consent, and they are held in a database used solely by that feature. Unlike the health questionnaire, no member of staff has a screen that shows your workout data— it is visible only to you when you are signed in. You can delete all of it yourself, at any moment, from the “Your data” section of My Workouts, and doing so does not affect your gym membership.
Payments
Card payments are processed by Square, our payment provider. Your full card details are entered securely and handled by Square — we never see or store your card number. We keep only a record that a payment was made (amount, date and reference) for our accounts.
Cookies
Our website uses only essential cookies. These are explained in full in our Cookie Policy.
Who we share it with
We do not sell your personal data. We share it only where necessary with trusted service providers acting on our behalf — for example Square (payments) and our email provider (booking confirmations and replies) — and with others where the law requires it. These providers may only use your data on our instructions.
Most of your data is stored and processed in the UK. Where a provider processes data outside the UK, we rely on appropriate safeguards (such as UK/EU-recognised transfer mechanisms) to keep it protected.
Our chatbot
Our website includes an optional chat assistant. Please don't enter sensitive personal information into it. Messages are used only to answer your question about the centre and are not used to build a profile of you.
How long we keep it
We keep your information only for as long as we need it. Account and booking details are kept while you have an account and for a reasonable period afterwards; financial records are kept for as long as the law requires (generally several years). For gym health questionnaires: a short time after your assessment the sensitive details are encryptedso that they can only be opened by a single trusted member of the centre's management, and they are then kept only for as long as needed to deal with any possible claim before being permanently deleted. When data is no longer needed it is deleted or anonymised.
My Workouts works differently, on purpose. Your plan and your training records are kept for as long as you have an account with us, because they are your own history — if you take a few months (or a few years) away from the gym and then come back, your previous weights, reps and progress will still be there waiting for you. We do not delete them just because you have not been in for a while. They are removed when you delete them yourself from the “Your data” section, when you withdraw your consent, or when your member account is closed.
Your rights
Under UK GDPR you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your data, or restrict how we use it, in certain cases;
- object to certain uses, or withdraw consent where we rely on it;
- ask us to transfer your data to you or another provider, where applicable.
To exercise any of these, contact us. We will respond within one month.
Complaints
We hope to resolve any concern you have, so please contact us first. You also have the right to complain to the ICO, the UK's data protection regulator, at ico.org.uk.
Changes to this notice
We may update this notice from time to time. Any changes will appear on this page with a new “last updated” date.