Privacy notice
This notice explains what personal information Old Tyme Strength collects when you use this website, join the gym or use the member area, why we need it, who we share it with, how long we keep it and your rights.
Last updated: 14 November 2026
Who we are
Old Tyme Strength is a registered charity (number 1202192) running a strength gym at Unit 1E Victoria Street, Mansfield, Nottinghamshire, NG18 5RR. We are the data controller for the information described here.
Contact us about your information at hello@oldtymestrength.co.uk, by phone on 07592 552952, or by post to the address above.
What we collect
When you join
- Your name, email address, phone number and date of birth.
- An emergency contact's name and phone number. Please let them know you have given us their details.
- Your answers to the physical activity readiness questionnaire (PAR-Q). This is health information, which the law treats as special category data.
- Whether you confirmed the medical acknowledgement, your agreement to the gym rules, and the typed signature you gave.
- The password you choose for your member login. We never see it: it is stored in encrypted form by our login provider.
- Whether you want gym updates by email, and when you told us.
In the member area
- Updated PAR-Q answers and the date of each review.
- If you add a child for a junior membership, their name and date of birth.
- Notes staff add to your membership record, such as when your membership was confirmed.
When you contact us or visit the gym
- What you tell us by phone, email or social media.
- CCTV recordings. The gym is covered by CCTV at all times, including when it is unstaffed, and signs show where cameras are.
- Photos and videos taken at the gym and at competitions, some of which appear in our gallery and on social media.
When you use this website
- Anonymous visit statistics from Vercel Web Analytics: pages viewed, the website that referred you, and your rough location, browser and device type. It does not use cookies and does not identify you.
- Anonymous counts of clicks on our phone, email, map and Join links, recorded with the page they were on and the time, but nothing about who clicked.
We do not collect payment details. Membership payments are set up directly with Simply Collect, which handles your bank details under its own privacy notice.
Why we use it, and our legal basis
| What we do | Legal basis (UK GDPR) |
|---|---|
| Set up and run your membership and member login, and contact you about it | Contract: we need it to provide your membership |
| Review your PAR-Q so we can make sure training is safe for you, and contact you if a staff review is needed | Legitimate interests (keeping members safe) and, because it is health information, your explicit consent, which you give when you complete and submit the PAR-Q |
| Contact your emergency contact, or share information with emergency services, if you are hurt or taken ill | Vital interests, and legitimate interests |
| Send gym updates by email | Your consent, which you can withdraw at any time in the member area or by emailing us |
| Keep records of declarations, incidents and membership decisions | Legitimate interests (running a safe gym and dealing with any claims), and legal obligations |
| Record CCTV in the gym, and review it after an accident, injury, damage or crime | Legitimate interests (keeping members safe, especially when training alone, and protecting the gym and its equipment). We only share footage with the police or insurers when needed |
| Show photos from the gym and competitions | Legitimate interests (promoting the charity). Tell us if you would rather not appear and we will remove the photo |
| Count website visits and clicks | Legitimate interests (understanding how the website is used). The statistics are anonymous |
You can withdraw your consent to us holding your PAR-Q answers at any time. If you do, we may not be able to let you train, because we need them to keep you safe.
Who can see it
Only gym staff and trustees who need it to run memberships can see your joining record and PAR-Q answers, through a password-protected admin area. The emails we send staff when you join contain your contact details and whether a review is needed, but never your PAR-Q answers.
We use these service providers, who handle information on our behalf and under contract with us:
- Supabase: stores the membership database and member logins. Data is held in Ireland (EU).
- Vercel: hosts this website and provides the anonymous visit statistics. The website runs in Dublin (EU); Vercel is a US company.
- IONOS: sends the website's emails, such as your joining confirmation, and hosts our email inbox.
- Resend: sends member login emails, such as confirming your email address and password resets.
- Simply Collect: takes your membership Direct Debit. It is a separate data controller for your payment details.
Where a provider is based outside the UK or may access data from outside the UK, the transfer is protected by UK adequacy regulations (including the UK–US data bridge) or the UK's standard contractual clauses.
We never sell your information or share it for marketing. We share it with others only when the law requires us to, or in an emergency.
How long we keep it
- Membership records, joining forms and PAR-Q answers: 6 years after your membership ends, in case of an injury claim or dispute. If you send a joining form but do not go on to become a member, we keep it for 6 years from when you sent it. After that we delete it.
- CCTV recordings: 30 days, after which they are automatically overwritten. Recordings of an incident are kept for as long as they are needed to deal with it.
- Email update preferences: until you change them or your membership record is deleted.
- Anonymous website statistics: kept by Vercel under its retention settings; they cannot identify you.
Cookies
This website only uses cookies that are strictly necessary for it to work, so it does not ask for cookie consent:
- Login cookies (beginning
sb-) that keep you signed in to the member or admin area. - A short-lived cookie (
ots_join_completion, 15 minutes) that shows you the right next step after you submit the joining form.
We do not use advertising or tracking cookies.
Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct it, or update it yourself in the member area;
- ask us to delete it, or to restrict how we use it;
- object to how we use it;
- withdraw your consent at any time, for example to email updates;
- ask for your information in a format you can take elsewhere.
Email hello@oldtymestrength.co.uk to use any of these rights. We will reply within one month. There is normally no charge.
If you are unhappy with how we have handled your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Keeping it safe
Information is sent over encrypted connections, stored with providers that encrypt it, and only signed-in staff can see member records. Database rules stop members from seeing anyone else's information.
Changes to this notice
We will update this page if how we use your information changes, and tell members by email about significant changes. See also our membership and website terms and gym rules.