PerformHQ | performhq.co.uk
Last updated: May 2026
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Data Controller: Northern Fitness Limited
Company Number: 14728445
Registered Address: Unit 56, Colne Valley Business Park, HD7 5QG
Contact: info@performhq.co.uk
Website: performhq.co.uk
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1. INTRODUCTION
Northern Fitness Limited ("we", "us", "our") operates PerformHQ at performhq.co.uk. PerformHQ is a functional fitness performance and competition venue. We are committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains how we collect, use, store, share and protect your personal data when you use our website, register as a member, enter a competition, participate in the Functional Fitness League (FFL) or any other programme hosted at PerformHQ, or otherwise interact with us. Please read this carefully.
If you have any questions about how we handle your data, please contact us at info@performhq.co.uk.
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2. WHAT PERSONAL DATA WE COLLECT
2.1 Identity and Contact Data
We collect your full name, email address, telephone number, and date of birth / age.
2.2 Health and Medical Data
We collect health and medical information on paper forms at the point of membership sign-up, class registration, or competition entry. This is used solely to ensure we can provide safe and appropriate exercise services to you, and to flag any conditions our staff should be aware of in an emergency. This is classified as special category data under UK GDPR and is handled with the highest level of care.
Paper health forms are stored securely on-site and are not transferred to digital systems. Access is restricted to authorised staff only.
2.3 Membership, Booking and Competition Data
We collect your membership type and status, class and session attendance records, booking history, and - where you participate in the Functional Fitness League (FFL) or any other structured competition hosted at PerformHQ - your team registration details, competition entries, performance scores, and leaderboard positions.
2.4 Photo and Video Data
We may capture photographs and video footage during league nights, competition events, Performance Days, and other PerformHQ-hosted activities for the purposes of content marketing, social media, and website promotion. This is only done where you have provided prior written consent at the point of registration. You may withdraw this consent at any time - see Section 9.
2.5 CCTV Footage
We operate CCTV cameras at our premises for the purposes of security, crime prevention, and the safety of our participants and staff. CCTV footage is retained for up to one year before being overwritten. Access to footage is restricted to authorised personnel and, where required, law enforcement agencies.
2.6 Children's Data
Where you register a child to participate in a junior or family programme hosted at PerformHQ - including the Junior Hyrox Youngstars programme, the FFL Youth League, or the FFL Family League - we will collect personal data relating to that child, including their full name, date of birth, age group, and relevant health information. A parent or legal guardian must provide explicit consent on the child's behalf and is responsible for ensuring the information provided is accurate.
Children's data is processed only to the extent necessary to deliver the programme safely and to maintain appropriate safeguarding records. It is not used for marketing purposes. Access is restricted to authorised coaches and staff.
Where children participate in any programme, we additionally collect emergency contact details for the parent or guardian, and require a completed safeguarding consent form at the point of registration.
2.7 Website Usage Data
When you visit performhq.co.uk, we may collect standard internet log information and visitor behaviour data via Google Analytics. This may include your IP address, browser type, pages visited, and time spent on-site. This data is used in aggregate to improve our website.
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3. HOW WE COLLECT YOUR DATA
We collect personal data through the following means:
- Membership or session registration via our online booking system
- League and competition entry forms for FFL and other PerformHQ-hosted events, whether hosted on our website, via GoHighLevel, or via third-party platforms
- Paper health declaration forms completed at sign-up or registration
- Our website at performhq.co.uk, including interest registration forms, waitlist sign-ups, and enquiry forms
- Competition entry forms, whether hosted on our website, social media, or third-party platforms
- Meta Lead Ads run on Facebook and Instagram, where you submit your details directly within the platform
- Organic social media activity, including direct messages sent to our Facebook, Instagram, or TikTok pages
- Direct communications with us by email, telephone, or in person
- CCTV cameras installed at our premises
- Photo and video capture at events and league nights, subject to prior written consent
Where we collect your data via competition entries, website forms, or Meta Lead Ads, we will always present a clear consent statement at the point of collection explaining how your data will be used and giving you the opportunity to opt in to marketing communications. We will retain a record of your consent.
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4. LAWFUL BASIS FOR PROCESSING
Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:
4.1 Contract
Processing your identity, contact, and membership data is necessary to perform our membership or programme contract with you - including administering your registration, processing payments, and providing access to our facilities, classes, and competitions.
4.2 Legitimate Interests
We process certain data on the basis of our legitimate interests as a business, where those interests are not overridden by your rights. These include:
- Sending you relevant communications about your membership, bookings, league standings, and events
- Marketing our services to existing members and enquirers
- Operating CCTV for security and safety purposes
- Publishing league leaderboards and competition results as part of operating a structured sporting competition
- Using analytics to improve our website and service
We have conducted a Legitimate Interests Assessment (LIA) in respect of our marketing activities. You have the right to object to processing based on legitimate interests at any time - see Section 9.
4.3 Legal Obligation
We may process your data where required to comply with a legal obligation, for example in response to a lawful request from HMRC, a court order, or a law enforcement agency.
4.4 Vital Interests
In an emergency situation, we may use health information we hold to protect your vital interests or those of another person.
4.5 Explicit Consent (Special Category Data)
For health and medical information (special category data), we rely on your explicit consent given at the point of completing our health declaration form. You may withdraw this consent at any time, though this may affect our ability to safely provide services to you.
For children's data, we rely on explicit consent provided by a parent or legal guardian at the point of registration.
4.6 Consent (Competitions, Website Forms, and Social Media Lead Forms)
Where we collect your name, email address, and telephone number via competition entry forms, website sign-up forms, or Meta Lead Ads on Facebook and Instagram, we rely on your freely given, specific, informed, and unambiguous consent as our lawful basis for processing and marketing to you.
At each of these collection points, we will present a clear opt-in checkbox or statement confirming what you are consenting to. You are never required to consent to marketing as a condition of entering a competition or accessing a free offer - consent is always a genuine choice.
You may withdraw your consent at any time without detriment. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal. To withdraw consent, use the unsubscribe link in any email we send you, or contact us directly.
Please note that where data is collected via Meta Lead Ads, Meta Platforms Ireland Limited acts as a joint data controller alongside us for the collection stage. Meta's privacy policy applies to data processed by Meta as part of this process. Once your data is transferred to us, we become the sole data controller.
4.7 Consent (Photo and Video)
Where we capture photographs or video footage of identifiable individuals during PerformHQ events, we rely on your explicit prior written consent, given at the point of registration. You may withdraw this consent at any time by contacting us directly. Where consent is withdrawn, we will cease future use of your likeness in new content, though we are unable to retroactively remove images or footage already published in good faith.
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5. HOW WE USE YOUR PERSONAL DATA
We use your personal data for the following purposes:
- To administer and manage your PerformHQ membership, session access, or programme registration
- To process payments via our payment processor
- To manage bookings and send you confirmation and reminder communications
- To administer Functional Fitness League (FFL) competition entries, team registrations, weekly scoring, leaderboard updates, and season standings
- To administer any other structured competition, event, or programme hosted at PerformHQ
- To communicate with you about your membership, bookings, league results, upcoming events, and promotions
- To send you marketing communications where you have consented or where we have a legitimate interest to do so
- To administer competitions, prize draws, and promotional offers, including contacting winners and delivering prizes
- To follow up with individuals who have expressed interest via website forms or social media lead forms
- To publish league leaderboards and competition results as part of operating a structured sporting competition (adult divisions only; junior results are handled privately - see Section 2.6)
- To capture and publish photo and video content from events, subject to prior written consent
- To ensure the safety of all participants and staff on our premises, including through appropriate safeguarding procedures for junior programmes
- To maintain CCTV footage for security and incident investigation
- To comply with our legal and regulatory obligations
- To improve our website, services, and marketing using analytics
We will not use your personal data for any purpose that is incompatible with the purposes described in this policy without first obtaining your consent.
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6. THIRD PARTIES WE SHARE DATA WITH
We may share your personal data with the following trusted third-party organisations who act as data processors on our behalf, or as independent data controllers. All third parties are required to process your data lawfully and in accordance with applicable data protection legislation.
GoHighLevel
Purpose: CRM, booking system, marketing automation, and pipeline management
Privacy policy: gohighlevel.com/privacy-policy
Stripe
Purpose: Secure payment processing
Privacy policy: stripe.com/en-gb/privacy
PayPal
Purpose: Secure payment processing
Privacy policy: paypal.com/uk/webapps/mpp/ua/privacy-full
GoHighLevel Payments
Purpose: Integrated payment processing via the GoHighLevel platform
Privacy policy: gohighlevel.com/privacy-policy
Meta Platforms Ireland Limited
Purpose: Advertising and lead generation via Facebook and Instagram
Privacy policy: facebook.com/policy
Google (Ads & Analytics)
Purpose: Advertising performance and website analytics
Privacy policy: policies.google.com/privacy
We do not sell your personal data to any third party. We do not share your data with any organisation outside the UK or EEA without ensuring adequate safeguards are in place.
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7. DATA RETENTION
We retain your personal data only for as long as is necessary for the purposes for which it was collected, and in accordance with our legal obligations.
- Membership and programme records: Up to 6 years after membership or participation ends (financial and legal obligation)
- Health declaration forms: Up to 6 years after membership or programme participation ends, stored securely on-site
- Junior programme safeguarding records: Retained in accordance with applicable safeguarding guidelines; typically until the child reaches the age of 25, or for a minimum of 6 years following the last session attended, whichever is longer
- Competition entry and league records: Up to 6 years after the relevant season ends
- Photo and video content: Retained until consent is withdrawn or until no longer required for legitimate business purposes; you may request removal at any time
- CCTV footage: Up to 1 year, then automatically overwritten
- Website analytics: Aggregated; refer to Google Analytics data retention settings
- Marketing communications: Until you opt out or object; records of opt-outs kept indefinitely
When your data is no longer required, we will securely delete or destroy it.
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8. DATA SECURITY
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include:
- Restricted access to personal data on a need-to-know basis
- Secure physical storage of paper-based health and safeguarding records on-site
- Use of reputable, GDPR-compliant third-party platforms (GoHighLevel, Stripe, PayPal)
- Password protection and access controls on digital systems
- Regular review of data handling practices
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours and, where required, inform affected individuals without undue delay.
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9. YOUR RIGHTS UNDER UK GDPR
You have the following rights in relation to your personal data. These rights are not absolute and may be subject to exemptions in certain circumstances.
Right of Access
You can request a copy of the personal data we hold about you.
Right to Rectification
You can ask us to correct inaccurate or incomplete data.
Right to Erasure
You can request deletion of your data where there is no lawful reason to retain it.
Right to Restrict Processing
You can ask us to pause processing your data in certain circumstances.
Right to Data Portability
You can receive your data in a structured, machine-readable format.
Right to Object
You can object to processing based on legitimate interests, including direct marketing. Note that publication of league leaderboards and competition results is carried out on the basis of legitimate interests as part of operating a structured sporting competition; if you wish to object to this, please contact us directly before registering for a competition.
Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time without detriment. This includes consent to photo and video use.
To exercise any of your rights, please contact us in writing at our registered address or by email at info@performhq.co.uk. We will respond within one calendar month. We will not charge a fee for routine requests, though we may charge a reasonable fee for manifestly unfounded or excessive requests.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at any time if you believe your data has been processed unlawfully. The ICO can be contacted at ico.org.uk or by calling 0303 123 1113.
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10. MARKETING COMMUNICATIONS
We may contact you with updates, promotions, event information, league news, and other communications relating to PerformHQ. The lawful basis we rely on depends on how we collected your data:
- Existing members and registered participants: we market to you on the basis of our legitimate interests as a fitness and competition venue with an ongoing membership or programme relationship.
- Competition entrants, website form sign-ups, and Meta Lead Ad respondents: we market to you on the basis of your explicit consent, given at the point you submitted your details.
Regardless of the basis, you have the right to stop receiving marketing from us at any time with no detriment. To opt out:
- Click the unsubscribe link in any marketing email or SMS
- Email us at info@performhq.co.uk requesting removal from our mailing list
- Speak to a member of staff at PerformHQ
Where we rely on legitimate interests, you may object to processing and we will cease unless we can demonstrate compelling legitimate grounds that override your interests. Where we rely on consent, you may withdraw it at any time - this does not affect the lawfulness of processing before withdrawal.
We will action all opt-out requests promptly and retain a record of your preference to ensure we do not contact you again for marketing purposes.
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11. COOKIES AND WEBSITE TRACKING
Our website at performhq.co.uk uses cookies and similar tracking technologies. Cookies are small files placed on your device that help us understand how visitors use our site.
We use the following types of cookies:
- Essential cookies: required for the website to function correctly
- Analytics cookies: used by Google Analytics to understand visitor behaviour in aggregate
- Advertising cookies: used by Meta and Google to measure the performance of our advertising campaigns
You can control or disable cookies through your browser settings. Disabling certain cookies may affect website functionality. Where we rely on consent for non-essential cookies, you may withdraw that consent at any time via our cookie settings.
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12. CHILDREN'S DATA AND JUNIOR PROGRAMMES
PerformHQ operates structured junior programmes, including the Junior Hyrox Youngstars programme, the FFL Youth League, and the FFL Family League. These programmes are designed for participants under the age of 18. Where a child participates in any such programme, we will collect personal data about that child as described in Section 2.6.
A parent or legal guardian must provide explicit consent on the child's behalf at the point of registration. By registering a child, the parent or guardian confirms that they have the authority to do so and that all information provided is accurate. The parent or guardian is responsible for the child's data held in our systems.
We do not knowingly collect personal data from children under the age of 16 for any purpose other than the delivery of a programme in which they are registered with parental or guardian consent.
If you believe we have inadvertently collected data about a child without appropriate consent, please contact us immediately at info@performhq.co.uk and we will investigate and delete the data without undue delay.
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13. CHANGES TO THIS POLICY
We may update this Privacy Policy from time to time to reflect changes in law, our business, or the services we offer. The most current version will always be published at performhq.co.uk/privacy-policy with the date it was last updated shown at the top of the document.
Where changes are material, we will take reasonable steps to notify you, such as by email or by displaying a prominent notice on our website.
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14. CONTACT US
If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your personal data, please contact us:
By post: Northern Fitness Limited, Unit 56, Colne Valley Business Park, HD7 5QG
By email: info@performhq.co.uk
Website: performhq.co.uk
You may also contact the Information Commissioner's Office (ICO) if you are not satisfied with our response:
ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113
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Northern Fitness Limited | Company No. 14728445 | Registered in England & Wales | performhq.co.uk