Privacy Policy
ZeroW Wales ("ZeroW", "we", "us") runs a strength and powerlifting gym in Cardiff and offers in-person and online coaching and nutrition services. This policy explains what personal information we collect when you use our website or our services, why we collect it, and what rights you have over it.
1. Who we are
ZeroW Wales is the trading name of Zero Weakness UK Ltd, registered in England and Wales, company number 14226051.
Gym address:
Unit L & M, St Catherine's Park, Pengam Road, Cardiff CF24 2RZ
Email: info@zeroweakness.co.uk
We are the data controller for the personal information described in this policy. We are not required to appoint a Data Protection Officer, but you can contact us about anything in this policy using the details above.
2. What information we collect
Information you give us
- Enquiry and booking forms on this website: your name, email address, phone number, which service or membership you are interested in, and any message you write.
- Coaching and nutrition questionnaires: your training history, goals, current bodyweight, competition history, supplement use, and information about injuries, medical conditions or other health factors that affect how we coach you. Some of this is health information, which the law treats as special category data (see section 4).
- Membership and payments: when you join, you create an account and pay through Glofox, our membership platform. Glofox collects your name, contact details, date of birth, emergency contact and payment details. We do not see or store your full card details.
- Newsletter: if you sign up to the ZeroW newsletter on this website, your email address and the date and page you signed up from.
- Correspondence: anything you send us by email, phone, social media or in person.
Information collected automatically
- Website analytics and advertising data: pages visited, buttons clicked, approximate location, device and browser type, and whether you arrived from one of our adverts. See section 6 on cookies.
- Gym access records: members enter the gym using the Kisi app on their phone at the reader by the front door. Kisi records each entry against your membership so we know who is in the building, including outside staffed hours.
- Photos and videos: we photograph and film training and events at the gym for our website and social media, and you may appear in them.
- CCTV: cameras cover the inside of the gym and the parking spaces directly outside it, for the safety of members and staff and the security of the building. Footage is kept for a limited period and only reviewed if there is an incident.
3. How we use your information and why we are allowed to
UK data protection law requires us to have a lawful basis for each use. These are ours.
| What we do | Lawful basis |
|---|---|
| Respond to your enquiry, arrange a tour or consultation, and follow up about the service you asked about | Steps taken at your request before entering a contract, and our legitimate interest in responding to people who contact us |
| Provide your membership, coaching or nutrition service, including programming, check-ins and technique assessments | Performance of our contract with you |
| Use your health information to coach you safely and appropriately | Your explicit consent, which you give when you complete a questionnaire. You can withdraw it at any time, though we may then be unable to coach you safely. |
| Take payments and manage your account | Performance of our contract, and our legal obligations to keep financial records |
| Send you service messages about your membership, bookings or sessions | Performance of our contract |
| Send you our monthly newsletter with new articles, videos, gym news, events and offers | Your consent, which you give when you sign up. You can unsubscribe at any time using the link in every email. |
| Send you marketing emails about ZeroW offers and news | Your consent, or, for existing members, our legitimate interest in telling you about similar services. You can opt out at any time. |
| Share photos and videos of training and events at ZeroW on our website and social media | Our legitimate interest in promoting ZeroW and our community. You can tell us you would rather not appear, or ask us to remove content you appear in, at any time. |
| Measure how our website and adverts perform | Your consent for cookies and similar technologies (section 6) |
| Keep the gym secure and deal with incidents | Our legitimate interest in the safety of members and staff |
| Look into reports of breaches of our Code of Conduct, including keeping copies of content posted online, and act on them | Our legitimate interest in keeping our community safe and welcoming, and in enforcing our Terms & Conditions |
4. Health information
Coaching people safely means we sometimes need to know about injuries, medical conditions, medication or other health factors. We only ask for what we need to coach you, we only use it for that purpose, and we only share it with the coach or coaches working with you. We ask for your explicit consent before collecting it. If you would rather tell a coach in person than write it down, you can.
5. Who we share your information with
We do not sell your information. We share it only with the providers we use to run the business, each of which is bound by contract to protect it:
| Provider | What they do for us | Where |
|---|---|---|
| Glofox | Membership accounts, bookings and payments | EU and UK |
| Stripe | Processes membership and service payments, including direct debits | UK, EU and USA |
| Kisi | Door entry system and access records | USA and EU |
| Web3Forms | Delivers website form submissions to our email inbox | USA |
| MailerLite | Stores newsletter subscribers and sends our newsletter emails | EU |
| Google (Analytics, Ads, Maps, YouTube) | Website analytics, advertising measurement, embedded maps and video | USA and EU |
| Meta (Facebook and Instagram) | Advertising measurement on some pages | USA and EU |
| Netlify | Hosts this website | USA and EU |
| Umami | Cookie-free visitor statistics for this website | EU and USA |
| Google Workspace | Our email, which receives and stores enquiries and correspondence | USA and EU |
Some of these providers are outside the UK. Where that is the case we rely on the UK's adequacy decisions or on standard contractual clauses approved by the UK government so that your information has equivalent protection.
We may also share information if the law requires it, for example with the police or a regulator, or to protect someone's safety.
Our newsletter
When you sign up to our newsletter, your email address is stored by MailerLite, the email service we use to send it. We use it only to send you the ZeroW newsletter, with new articles and videos, gym news, upcoming events and offers, and we do not share it with anyone else. MailerLite may record whether an email was opened and which links were clicked, which helps us understand what our readers find useful. You can unsubscribe at any time using the link at the bottom of every email, or by emailing info@zeroweakness.co.uk, and we will stop sending it straight away.
6. Cookies and similar technologies
Our website uses cookies and similar tools from Google and Meta to understand how people use the site and whether our adverts are working. These can recognise your device across visits and, if you are logged in to Google or Meta, may be linked to your account with them. They are not essential to the site working. You can block or delete cookies in your browser settings, and you can opt out of personalised advertising through Google Ads Settings and your Meta ad preferences. To change the choice you made in our cookie banner, reopen the cookie settings.
We also use Umami, a privacy-focused statistics tool, to count visits and clicks on this website. It does not use cookies, does not store anything on your device, and does not identify you or track you across other websites. It records only anonymous, aggregated information such as which pages are visited, which buttons are clicked, the referring website, and approximate country and device type. Because it does not store or access information on your device, it runs whether or not you accept cookies.
7. How long we keep your information
| Information | Retention |
|---|---|
| Enquiries that do not lead to a membership or service | 12 months from your last contact |
| Membership, coaching and questionnaire records | For the length of your membership or service, then 2 years |
| Financial and payment records | 6 years after the end of the tax year, as required by HMRC |
| Marketing consent and opt-outs | Until you withdraw consent, then a record of the opt-out so we do not contact you again |
| CCTV footage | 30 days, unless needed for an incident |
| Records of Code of Conduct reports and decisions | For as long as the outcome applies (for example, while a ban is in place), then 2 years |
| Analytics and advertising data | Set by Google and Meta, typically 2 to 26 months. Umami statistics are anonymous and aggregated. |
8. Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong or incomplete;
- ask us to delete your information, where we have no good reason to keep it;
- ask us to stop or limit how we use it;
- object to our use of it for marketing, at any time;
- withdraw consent where consent is the basis for what we do;
- receive the information you gave us in a portable format.
To exercise any of these, email info@zeroweakness.co.uk. We will respond within one month. We may ask you to confirm your identity first.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve things with you first.
9. Security
We keep your information on password-protected systems with access limited to the staff and coaches who need it. Payments are processed by Glofox and Stripe, not stored by us. No method of transmission over the internet is completely secure, but we take reasonable steps to protect your information and will tell you and the ICO if a breach puts your rights at risk.
10. Children
Our youth development programme is for under-18s. We collect a young person's information from, and with the consent of, a parent or guardian, and we communicate with the parent or guardian rather than the child.
11. Changes to this policy
We will update this page if how we use your information changes, and we will change the date at the top. Significant changes will be flagged on the website or by email to members.