Fitness Together Code of Behaviour
At Fitness Together, we are committed to creating a positive, respectful, and safe environment for all our members, from 11-year-olds to adults. This code of behaviour outlines the standards expected from everyone within our community.
General Conduct
1. Respect: Treat all members, staff, and visitors with respect and courtesy at all times.
2. Inclusivity: Embrace diversity and ensure that everyone feels welcome, regardless of age, gender, race, religion, or ability.
3. Safety: Prioritize safety by following all gym rules and guidelines, using equipment properly, and reporting any hazards or unsafe behaviour to staff.
Behavioural Expectations
1. Appropriate Language: Use language that is respectful and free from profanity, discrimination, or harassment.
2. Personal Space: Respect others' personal space and avoid any form of physical or verbal intimidation.
3. Supervision: Children aged 11-15 must be accompanied by a parent or guardian at all times while in the facility.
Use of Facilities
1. Equipment: Use equipment as intended and follow all instructions and guidelines provided. Return equipment to its designated place after use.
2. Cleanliness: Maintain cleanliness by wiping down equipment after use and disposing of trash properly.
3. Dress Code: Wear appropriate workout attire, including closed-toe shoes, and avoid clothing with offensive language or images.
Interactions with Staff and Members
1. Communication: Communicate respectfully with staff and fellow members. Address any concerns or issues calmly and constructively.
2. Support: Offer support and encouragement to fellow members, fostering a positive and motivating environment.
3. Feedback: Provide feedback to staff in a respectful manner to help improve our services and facilities.
Consequences of Misconduct
1. Warnings: Members who violate this code of behaviour may receive a verbal or written warning from staff.
2. Suspension: Repeated or severe violations may result in temporary suspension of membership.
3. Termination: In cases of serious misconduct, membership may be terminated without refund.
By adhering to this code of behaviour, we can ensure that Fitness Together remains a safe, welcoming, and enjoyable place for everyone. Thank you for your cooperation and commitment to our community values.
This policy was reviewed on 1st November 2026
Fitness Together Digital Safety
At Fitness Together, we prioritize the safety and privacy of all our members, including children. This document outlines our policies regarding the safe use of digital platforms, videoing, and photography within our fitness business.
Safe Use of Zoom
1. Privacy Settings: Ensure that all Zoom sessions are set to private and require a password for entry.
2. Participant Management: Only authorized participants should be allowed to join Zoom sessions. The host should monitor and manage participants throughout the session.
3. Recording: Recording of Zoom sessions is strictly prohibited unless prior consent is obtained from all participants. No recordings will be made of sessions involving children under 18.
Videoing and Photography
1. Consent: Obtain explicit consent from all adult participants before videoing or photographing any activities. No child under the age of 18 will be photographed or videoed under any circumstances.
2. Usage: Videos and photographs taken within Fitness Together are for internal use only and will not be shared publicly without consent.
3. Storage: Securely store all digital media to prevent unauthorized access. Delete any media involving children immediately if inadvertently captured.
Guidelines for Members
1. Respect Privacy: Members are expected to respect the privacy of others and refrain from taking unauthorized videos or photographs.
2. Reporting: Report any concerns regarding digital safety to the designated safeguarding lead (DSL) immediately.
3. Compliance: Adhere to all digital safety policies and guidelines to ensure a safe and respectful environment for everyone.
This policy was reviewed on 1st November 2026
Fitness Together Child Protection Policy
At Fitness Together, we are committed to providing a safe and welcoming environment for all our members, including children aged 11 and above who attend with their parents. This policy outlines our approach to safeguarding and protecting children from harm. We are dedicated to creating a safe and supportive environment for all our members. By adhering to this child protection policy, we aim to ensure the safety and well-being of children who attend our fitness classes.
Policy Statement
We believe that the welfare of children is paramount. All children, regardless of age, culture, disability, gender, language, racial origin, religious beliefs, and/or sexual identity, have the right to protection from abuse. We are committed to ensuring their safety and well-being while they are in our care.
Scope
This policy applies to all staff, volunteers, and members of Fitness Together. It covers all activities and interactions involving children within our facilities.
Key Principles
1. Safety and Protection: We will provide a safe environment for children and take all necessary steps to protect them from harm.
2. Equality: All children have the right to equal protection from abuse, regardless of their background.
3. Responsibility: All staff and volunteers have a responsibility to report any concerns about a child’s welfare to the designated safeguarding lead (DSL).
Procedures
1. Staff Training: All staff and volunteers will receive training on child protection and safeguarding procedures.
2. Reporting Concerns: Any concerns about a child’s welfare should be reported immediately to the DSL. The DSL will take appropriate action in accordance with our safeguarding procedures.
3. Parental Involvement: Children aged 11 and above must be accompanied by a parent or guardian at all times while using our facilities.
4. Code of Conduct: All staff, volunteers, and members must adhere to our code of conduct, which includes guidelines on appropriate behaviour and interactions with children.
5. Monitoring and Review: This policy will be reviewed annually to ensure it remains effective and up-to-date.
Designated Safeguarding Lead (DSL)
The DSL at Fitness Together is Sedge Gooding, who can be contacted on 07885633387 or sedge.gooding@fitness-together.co.uk. The DSL is responsible for overseeing the implementation of this policy and handling any safeguarding concerns.
This policy was reviewed on 1st November 2026
Fitness Together Bullying Policy
At Fitness Together, we are committed to providing a safe, respectful, and inclusive environment for all our members, from 11-year-olds to adults. This policy outlines our approach to preventing and addressing bullying within our fitness community.
Policy Statement
Bullying of any kind is unacceptable at Fitness Together. We are dedicated to promoting a culture of respect and kindness, where everyone feels safe and valued. This policy applies to all members, staff, and visitors.
Definition of Bullying
Bullying is any repeated, intentional behaviour that causes physical or emotional harm to another person. It can take many forms, including but not limited to:
· Physical Bullying: Hitting, pushing, or other forms of physical aggression.
· Verbal Bullying: Name-calling, teasing, or making offensive remarks.
· Social Bullying: Excluding someone from activities or spreading rumours.
· Cyberbullying: Using digital platforms to harass, threaten, or humiliate others.
Reporting and Response
1. Reporting: Encourage members to report any incidents of bullying to staff or the designated safeguarding lead (DSL). Reports can be made in person, via email, or through an anonymous reporting system.
2. Investigation: All reports of bullying will be taken seriously and investigated promptly and thoroughly.
3. Support: Provide support to victims of bullying, including counselling and mediation services if needed.
4. Consequences: Implement appropriate consequences for those found to be bullying, which may include warnings, suspension, or termination of membership.
This policy was reviewed on 1st November 2026
Fitness Together Privacy Policy
Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual. The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by “Fitness Together” which is the data controller for your data.
Fitness Together will process some or all of the following personal data where necessary to perform its tasks:
• Names, contact details such as telephone numbers, addresses, and email addresses, Facebook profile;
• Where relevant to the services provided by us, or where you provide them to us, information such as date of birth, your emergency contact’s name, phone number and relationship to you, membership type/payment option;
• Sensitive or other special categories of personal data such as mental and physical health, details of injuries, medication/treatment received;
• Photographs
How we use sensitive personal data
• We may process information about your physical or mental health or condition in order to take decisions on your fitness to participate in class activities and comply with insurance and/or legal requirements.
• These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need further justification for collecting, storing and using this type of personal data.
• We may process special categories of personal data in limited circumstances, with your explicit written consent, or where we need to carry out our legal obligations. Less commonly, we may process this type of personal data where it is needed in relation to legal claims, to protect your interests or someone else’s interests when you are not capable of giving consent, or where you have already made the information public.
Do we need your consent to process your sensitive personal data?
In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide full details of the personal data requested and why we need it.
“Fitness Together” will comply with data protection law. The personal data we hold about you must be:
• Used lawfully, fairly and transparently.
• Collected only for valid purposes that we have clearly explained to you and not used incompatibly with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept and destroyed securely, with appropriate technical and security measures to protect personal data from loss, misuse, unauthorised access and disclosure.
How we use your personal data
• To deliver fitness services to you, understand your needs, provide requested services and inform you of other relevant services;
• To confirm your identity to provide some services;
• To contact you by post, email, telephone or Facebook;
• To enable us to meet our insurance and legal obligations;
• To promote the interests of “Fitness Together”;
• To maintain our accounts and records;
• To seek your views, opinions or comments;
• To notify you of changes to our facilities, services, events and staff;
• To send requested communications and information about new classes, offers and other projects or initiatives;
• To allow statistical analysis of data so we can plan the provision of services.
What is the legal basis for processing your personal data?
Your personal data is processed for the provision and performance of our contract with you, or to take steps to enter into a contract. Sometimes use of your personal data requires your consent. We will first obtain your consent to that use. We will always take into account your interests and rights. This Privacy Notice sets out your rights and our obligations to you.
Sharing your personal data
We may share your personal data with third parties where necessary. These third parties have an obligation to put appropriate security measures in place and are responsible to you directly for how they process and protect your personal data. We may share your name and contact details, emergency contact details, membership type and payment option with our agents, suppliers and contractors, for example a commercial provider publishing newsletters on our behalf, maintaining database software, or a new instructor working at a class you attend. This may include Mailchimp.
How long do we keep your personal data?
We will keep some records permanently if legally required. We may keep financial records for a minimum of 8 years to support HMRC audits or provide tax information. We may retain data to defend or pursue claims, including for periods such as 3 years for personal injury claims or 6 years for contract claims. In general, we will endeavour to keep data only for as long as needed and delete it when it is no longer needed.
Your rights and your personal data
When exercising these rights, we may need to verify your identity. You have the right to access personal data we hold about you; request correction and updating; request erasure; object to processing or restrict it; request data portability; withdraw consent at any time for processing based on consent; and lodge a complaint with the Information Commissioner’s Office.
We will respond to access requests within one month. There are no fees for the first request, but additional requests or requests that are manifestly unfounded or excessive may be subject to an administrative fee. If you request erasure, we will confirm whether the data has been deleted or explain why it cannot be deleted. We will comply with feasible data portability requests within one month.
The Information Commissioner’s Office can be contacted on 0303 123 1113, via https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Please note
All requests must be made in writing and marked “for the attention of Sedge Gooding” or emailed to sedge.gooding@fitness-together.co.uk. If you request to have all your data erased or object to processing, you will no longer be able to participate in fitness classes.
Transfer of Data Abroad
Any personal data transferred outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights through international agreements or contracts approved by the European Union. Our website and Facebook page are accessible from overseas, so some personal data, such as your photograph, may occasionally be accessed from overseas.
Further processing
If we wish to use your personal data for a new purpose not covered by this Privacy Notice, we will provide a new notice explaining the new use before processing begins and setting out the relevant purposes and processing conditions. Where necessary, we will seek your prior consent.
Contact Details
Please contact us with questions about this Privacy Notice, the personal data we hold about you, or to exercise relevant rights, queries or complaints:
Sedge Gooding “Fitness Together”
Email: sedge.gooding@fitness-together.co.uk
This policy was reviewed on 31st October 2026