Privacy Policy

1. Introduction

Military Outdoor Fitness, trading as MOFit ("we", "our", or "us"), operates the website www.militaryoutdoorfitness.com and provides outdoor fitness services across South East London. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, attend our classes, or engage with our services.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Military Outdoor Fitness is the data controller for the personal data we collect.

By using our website or services, you agree to the collection and use of information in accordance with this policy.

2. Who We Are

3. Information We Collect

3.1 Information You Provide Directly

• Contact Information: Name, email address, phone number when you enquire about our services or fill in our contact form
• Membership Information: Name, email, phone number, emergency contact details, and any health or medical information you provide when signing up for classes or memberships
• Booking Information: Class preferences, attendance records, and scheduling details
• Payment Information: Payment card details (processed securely via our payment provider), billing address
• Health Information: Any medical conditions, injuries, or health concerns you voluntarily disclose for safety purposes during training
• Communications: Messages sent via our contact form, email, phone, SMS, or social media
• Newsletter Sign-up: Name, email address, and phone number when you sign up for updates

3.2 Information Collected Automatically

• Usage Data: IP address, browser type, device information, pages visited, and time spent on our website
• Cookies: Session cookies, preference cookies, and analytics cookies (see Section 9)
• Location Data: General location based on IP address

3.3 Information from Third Parties

• Social Media: Information from Facebook, Instagram, or YouTube if you interact with our pages
• Referrals: Your name and contact details if someone refers you to our services
• AI Communication Platform: If we contact you via our lead management platform (Ravini), conversation data including messages, responses, and booking information

4. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide bootcamp classes, personal training, diet programmes, and education provision services
• Class Management: To manage bookings, attendance, class schedules, and membership records
• Communication: To respond to enquiries, send class updates, schedule changes, and important service information
• Marketing: To send newsletters, promotions, and updates about our services (only with your consent)
• Payment Processing: To process membership fees, class payments, and issue invoices
• Health & Safety: To ensure your safety during training sessions and respond to medical emergencies
• AI-Assisted Communication: We may use AI-powered tools to respond to initial enquiries, schedule trial classes, and follow up on your interest in our services
• Improvement: To improve our services, website, and customer experience
• Legal Compliance: To meet our legal obligations and protect our rights

Legal Basis for Processing (UK GDPR)

• Contract Performance: Processing necessary to provide the fitness services you have signed up for
• Legitimate Interests: Improving our services, marketing to existing clients, ensuring safety during sessions
• Legal Obligation: Compliance with health and safety regulations, tax and accounting laws
• Consent: Marketing communications and processing of health data (you can withdraw consent at any time)

5. Data Sharing and Third Parties

We may share your data with:

• Payment Processors: To securely process membership and class payments
• Ravini: Our lead management and communication platform, which may use AI to assist with initial enquiries and scheduling
  Data Processing Agreement in place, UK GDPR compliant
• Wix: Our website hosting platform
  GDPR compliant hosting
• Communication Providers: SMS and email service providers to send you class updates and communications
• Everfit App: For tracking personal training programmes, diet plans, and progress
• Emergency Services: In the event of a medical emergency during training

We do NOT:

• Sell your personal data to third parties
• Share your data with advertisers or data brokers
• Transfer your data outside the UK/EU without adequate safeguards
• Share your health information with anyone other than those directly involved in your training

6. AI-Assisted Communication

We use AI-powered tools through our management platform (Ravini) to help us communicate with you. This may include:

• Automated responses to initial enquiries about our services
• Scheduling trial classes and follow-up appointments
• Sending reminders about upcoming classes or sessions
• Following up on your interest in our programmes

Please note: You will always be able to speak directly with Ryan or a member of our team. If at any point you wish to stop receiving AI-assisted communications, simply let us know and we will ensure all future communication is handled personally.

7. Your Data Protection Rights (UK GDPR)

You have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Request your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Withdraw Consent: Withdraw your consent at any time for marketing or health data processing

How to Exercise Your Rights:
Email: ryan@hittingtargetsltd.com
Phone: 07891 545170
We will respond within 30 days as required by UK GDPR.

8. Data Retention

We retain your personal data for the following periods:

• Membership & Contact Data: For the duration of your membership plus 2 years after your last interaction
• Health Information: For the duration of your membership plus 1 year, then securely deleted
• Payment Records: 7 years as required by UK tax law
• Communication Records: 12 months from the date of communication
• Website Usage Data: 26 months
• Newsletter Subscribers: Until you unsubscribe

9. Cookies and Tracking

Our website uses the following types of cookies:

• Essential Cookies: Required for the website to function (session management, security)
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how visitors use our website (anonymised data)
• Marketing Cookies: Used to deliver relevant advertisements on social media platforms

You can control cookies through your browser settings. Please note that disabling essential cookies may affect your ability to use certain features of our website.

10. Data Security

We implement appropriate security measures to protect your personal data, including:

• Secure, encrypted connections (HTTPS/TLS) on our website
• Secure storage of electronic records with access controls
• Password-protected systems for membership and client data
• Regular review of data handling procedures
• Staff training on data protection responsibilities

While we take all reasonable steps to protect your data, no method of transmission over the internet is 100% secure. If you believe your data has been compromised, please contact us immediately.

11. Children's Privacy

Some of our services, including our Alternative Education Provision and youth programmes, involve working with young people under the age of 18. For participants under 18, we require parental or guardian consent before collecting any personal data. We collect only the minimum information necessary to safely deliver our services, and parents or guardians may exercise data rights on behalf of their children at any time.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. We will notify you of any significant changes by:

• Posting the updated policy on this page
• Updating the "Last updated" date at the top
• Notifying you by email or SMS where appropriate

We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us