Gym Dynamics Privacy Policy
Last updated: 4 October 2026.
Gym Dynamics is responsible for the personal information it collects for its equipment sales, buying, servicing, repair, refurbishment, condition audits and planned maintenance activities. Contact us about privacy or your information at info@gymdynamics.co.uk.
What we collect
We collect names, business and site details, contact details, billing and delivery addresses, equipment locations, order and payment references, enquiry details and correspondence. For service, valuation and audit work, we may also record asset and serial numbers, equipment condition, faults, photographs, videos with sound, service history, engineer notes, dates and signatures. If you choose to use location capture during a site visit, the recorded location may form part of the report. Our hosting and security systems may record IP addresses and access logs.
Please avoid including people, private conversations, health information or unrelated personal details in equipment photographs and videos. Payment card information is handled by the payment provider used at checkout; do not send card details in enquiry forms.
Why we use it and our lawful bases
- Contract and steps before a contract: replying to quotations and valuations, processing purchases, arranging collection or delivery and carrying out agreed service, warranty and maintenance work.
- Legitimate interests: managing customer relationships, keeping equipment and service records, protecting accounts, preventing fraud and handling complaints or legal claims. We consider your rights and use only the information needed for these purposes.
- Legal obligations: maintaining required financial records and responding to lawful requests.
- Consent where required: optional marketing, non-essential cookies and any separately agreed use of customer media for publicity. Providing equipment media for assessment does not give us permission to publish it as marketing.
Who receives information
Access is limited to authorised staff and service providers who need it for the work. Relevant information may be shared with delivery and collection partners, payment processors, hosting and email providers, Google Drive for service-record storage, professional advisers and authorities where necessary. We do not sell personal information. Provider access and any international transfers are subject to the applicable contractual and data protection safeguards; contact us for details of the providers and safeguards used for your information.
How we store and retain information
We use restricted staff accounts and two-factor authentication for the service portal. Reports and records may be held in our website database, restricted Google Drive folders and the browser storage of authorised devices. Staff should use protected devices and clear local service data before transferring or disposing of a device.
Unsuccessful enquiries and valuations are normally reviewed for deletion after 12 months. Order, financial, contractual and completed service records are normally retained for up to six years after the relevant transaction or completion of work. Records needed for an ongoing warranty, maintenance agreement, dispute or legal requirement may be kept longer. Unnecessary photographs and videos are removed sooner where possible. These periods are reviewed and applied to website, Drive and device copies; a record being backed up does not mean it must be kept indefinitely.
Your rights
Depending on the circumstances, you can ask to access, correct or erase your personal information, restrict its use, object to processing based on legitimate interests or request a portable copy. You can withdraw consent at any time where we rely on it, without affecting earlier lawful use. We may need to confirm your identity and some rights have legal exceptions, for example records we must retain. Email info@gymdynamics.co.uk to make a request.
Cookies and device storage
The website uses essential functions for login, account security, shopping baskets and checkout. The staff service app uses browser storage to retain working records and pending uploads. Optional analytics or advertising cookies must be explained and, where required, accepted before they are used. You can manage cookies through your browser; disabling essential storage may stop login, shopping or local app saving from working.
Required information and automated decisions
Some details are necessary to respond to a request or fulfil an order or service; if you do not provide them we may be unable to proceed. We do not use the equipment enquiry or service-report process to make solely automated decisions with legal or similarly significant effects.
Questions, complaints and updates
Please contact us first if you have a concern. You can also complain to the UK Information Commissioner’s Office at ico.org.uk or call 0303 123 1113. We update this notice when our activities or data handling change.