FUNCTION MANSFIELD — PRIVACY POLICY
Last updated: September 2026
Function Mansfield is committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains what information we collect, why we collect it, how we use it, who we may share it with and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
1. WHO WE ARE
Function Mansfield is operated by:
Function 4.0 LTD
Company Number: 17101387
Email: Paul@functionhub.co.uk
For the purposes of data protection law, the company identified above is the data controller for the personal information described in this policy, except where another organisation acts as an independent controller.
2. INFORMATION WE COLLECT
Depending on how you interact with Function Mansfield, we may collect:
Personal and contact information
- Name
- Date of birth
- Address
- Email address
- Telephone number
- Emergency contact information
- Membership number and account information
Membership and booking information
- Membership type
- Membership start and cancellation dates
- Class and facility bookings
- Attendance history
- Credits and purchases
- Account activity
Payment information
Payments may be processed by ClubRight and/or third-party payment providers. We may receive information about payments, payment status and transactions.
We do not normally store your complete debit or credit card details ourselves.
Health information
Where necessary for safe participation, we may collect health information through a PAR-Q, health questionnaire or information you voluntarily provide to our coaches or staff.
Because health information is special category personal data, we apply additional safeguards when processing it.
CCTV
CCTV may operate within and around our premises for security, crime prevention, member and staff safety and protection of property.
Photography and video
We may take photographs or videos within Function for marketing, promotional and social-media purposes.
Where an individual is the identifiable focus of promotional material, we will obtain appropriate permission where required.
Communications and marketing information
We may record:
- Marketing preferences
- Emails and SMS communications
- Enquiries
- Competition or promotional entries
- Responses to surveys and feedback
3. HOW WE USE YOUR INFORMATION
We may use your personal information to:
- Create and administer your membership account
- Provide access to the gym and facilities
- Process memberships, payments and purchases
- Manage class and facility bookings
- Communicate important membership and operational information
- Manage cancellations, freezes and membership changes
- Help provide a safe training environment
- Respond to enquiries, complaints or requests
- Maintain appropriate business and financial records
- Prevent fraud and misuse of memberships
- Maintain security and investigate incidents
- Improve our facilities, classes and member experience
- Send marketing communications where permitted
- Meet our legal and regulatory obligations
4. OUR LEGAL BASIS FOR USING YOUR INFORMATION
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely upon:
Contract — where processing is necessary to provide your membership, bookings, purchases or other services.
Legal obligation — where we are required to retain or process information to comply with the law.
Legitimate interests — where necessary for the reasonable operation, security and improvement of Function, provided those interests are not overridden by your rights.
Consent — where you have specifically agreed to particular processing, such as certain marketing or promotional uses.
For special category data, including health information, we will also identify an appropriate additional condition under data protection law. Depending on the circumstances, this may include your explicit consent or another legally permitted condition.
Where we rely on consent, you can withdraw that consent at any time.
5. CLUBRIGHT
We use ClubRight as our gym management and member booking platform.
ClubRight may process personal information on our behalf to provide services including:
- Member registration
- Membership management
- PAR-Q questionnaires
- Class bookings
- Payments
- Member communications
- Membership access and administration
Information entered into ClubRight will be handled in accordance with our arrangements with ClubRight and applicable data protection law.
ClubRight may also have its own privacy information explaining how it processes information in circumstances where it acts as a controller.
6. WHO WE SHARE INFORMATION WITH
We do not sell your personal information.
Where necessary, information may be shared with trusted organisations that help us operate our business, including:
- ClubRight
- Payment processors
- IT and website providers
- Email and SMS providers
- Accountants and professional advisers
- Insurers
- Contractors providing services to Function
- Law enforcement, regulators or other authorities where legally required
Where an organisation processes personal information on our behalf, we require appropriate data-protection arrangements to be in place.
7. MARKETING
Where permitted by law, we may contact you about:
- Function memberships
- Classes
- Events
- Opening weekends
- Founding Member offers
- Promotions
- New facilities and services
- Other relevant Function news
Where consent is required, we will obtain it before sending marketing communications.
You can unsubscribe from marketing communications at any time by using the unsubscribe option provided or contacting us directly.
Stopping marketing communications will not prevent us from sending essential service messages relating to your membership, payments, bookings or operation of the facility.
8. CCTV
CCTV may be used within appropriate areas of Function Mansfield.
CCTV is used for purposes including:
- Safety and security
- Prevention and detection of crime
- Protection of members, staff and visitors
- Protection of equipment and property
- Investigation of incidents
CCTV will not be installed in areas where individuals would reasonably expect complete privacy, such as toilets or changing cubicles.
Recordings will only be retained for as long as reasonably necessary for their intended purpose unless they are required for an investigation, insurance matter or legal proceedings.
9. CHILDREN AND YOUNG PEOPLE
Where we provide services to children or young people, we may collect information necessary to administer their participation safely.
This may include information about a parent or guardian, emergency contacts, relevant health information and consent.
We take additional care when processing children's personal information and only collect information reasonably necessary for providing our services and maintaining safety.
10. HOW LONG WE KEEP INFORMATION
We only retain personal information for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance and regulatory requirements.
Different categories of information may therefore have different retention periods.
When information is no longer required, it will be securely deleted, anonymised or otherwise disposed of appropriately.
11. INTERNATIONAL TRANSFERS
Some of our technology or service providers may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure that appropriate safeguards required by UK data protection law are in place.
12. KEEPING YOUR INFORMATION SECURE
We take appropriate organisational and technical measures designed to protect personal information against:
- Unauthorised access
- Accidental loss
- Misuse
- Alteration
- Disclosure
- Destruction
Access to personal information is restricted to people who reasonably require it to perform their role.
13. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, UK data protection law gives you rights including the right to:
- Request access to your personal information
- Ask us to correct inaccurate information
- Ask us to delete information in certain circumstances
- Ask us to restrict processing
- Object to certain processing
- Request transfer of certain information
- Withdraw consent where processing is based on consent
- Object to direct marketing
These rights are not absolute and certain exemptions may apply.
To exercise your rights, contact us using the details provided in this Privacy Policy.
We may need to verify your identity before fulfilling a request.
14. COMPLAINTS
If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to address them.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
15. COOKIES AND OUR WEBSITE
Our website may use cookies and similar technologies to operate correctly, understand website usage and, where applicable, support marketing.
Where required, users will be given appropriate choices regarding non-essential cookies.
Further information may be provided through our website Cookie Policy or cookie-management tool.
16. CHANGES TO THIS POLICY
We may update this Privacy Policy occasionally to reflect changes in our business, services, technology or legal obligations.
The latest version will be made available through our website and/or Members Area.
17. CONTACT US
For questions about this Privacy Policy or how your information is handled, please contact:
Function Mansfield
Function 4.0 LTD
Paul@functionhub.co.uk
Function — 1% Better Every Day.