Privacy Policy

This policy explains what personal data Fit Fit City collects, why we use it, who we share it with and the rights you have under UK GDPR and the Data Protection Act 2018.

1. Who we are

The data controller is B L Notts Holdings Ltd (registered in England and Wales, company number 16782785), trading as FitFitCity. Registered office: 54 Pathfinder Way, Castle Donington, Derby DE74 0AJ, United Kingdom. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC275706. Contact us about privacy at hello@fitfitcity.com.

2. What we collect

• Account details: your name, email address, password (stored only as a secure hash), account status, the date you joined and the confirmations you gave when you signed up.
• Training data: workouts you log (exercises, sets, reps and weights), personal bests, challenge progress and badges.
• Progress data (optional): weight and body measurements, dates and notes you choose to add. This can be health data. We use workout logs and personal bests only to show them back to you; we don’t use them to draw conclusions about your health.
• The plan you follow: which training plan or monthly programme you choose to follow, the day your week starts and the date you started it, stored with your account so your workout log can be filled in on any device. For each plan or programme you open, we also keep the week you started, the week and day you last looked at, the days you start a session from and any days you mark as done, so you pick up where you left off on any device. This isn’t health data.
• Setup answers (optional): when you join, or later in Account, you can answer a few quick questions: your main goal, how much you’ve trained, the activities you enjoy, how many days and minutes you have, and food you like or avoid (for example vegetarian, vegan, no dairy or no fish). We keep your answers with your account, and the plan they suggested, to pick a starting plan and meal ideas for you. You can skip any question, and change or delete your answers in Account.
• Body details for your calorie estimate (optional, health data): if you choose to, your height, weight, age range and sex (for the calorie formula). This is health data, so we only store it with your explicit consent, which you give with a tick box when you enter it. We use it only to work out your daily calorie and protein estimate; we don’t share it or use it for anything else. You can delete it at any time in Account, which also withdraws your consent.
• Food diary and calorie target (optional): if you turn on the food diary, the foods and meals you log (with their portions and estimated calories and nutrients), the meals you save for re-use and any daily calorie target you set. Information about what you eat can be health data, which is special category data under UK GDPR, so we only store your food diary in your account if you choose to (“Save to my account”). If you do, it is kept with your account so it works on all your devices, and a copy stays in your browser’s storage so it works offline. If you choose “this device only”, it stays in your browser’s storage on that device and we don’t receive it. If you tick “remember these details” when working out a target, the age, formula (male or female), height, weight, activity level and goal used are kept on that device only and are never sent to us. Your answers to the pregnancy and eating-disorder questions are only used to decide whether to show a target, and are never saved. You can download the diary as a CSV file, stop saving it to your account (which deletes the account copy) or delete it from the food diary or the account page at any time.
• Payment details: payments are handled by Stripe. We receive the payment status, the amount, and Stripe’s customer and subscription references. For the monthly plan we also keep which plan you chose, the dates of your monthly payments (and of any that fail) and the date your minimum term ends, so we can show them under Account and apply the minimum term. We never see or store your full card details. For gift purchases we also receive the buyer’s email address. Payments use Stripe Managed Payments, so Link, LLC (part of Stripe) is the merchant of record for the payment: it takes the payment, handles VAT and issues your receipt, as an independent controller under its own privacy policy.
• Emails: we send purchase-confirmation, password-reset and gift-code emails, the one free-week email if you ask for it, and, on the monthly plan, one reminder before your 12-month minimum term ends, through Resend, which processes your email address and the message for us. Renewal reminders are sent by Stripe on our behalf.
• Free week: if you claim the free week, we record when you claimed it, whether you asked for the one email when it ends, and a scrambled (one-way hashed) copy of your email address so each address can only claim once. We keep that record even if you delete your account, so the offer stays one per person; it can’t be turned back into your email address.
• Feedback: if you use the feedback box in the member area, we keep the type of message, what you wrote and the page it’s about, together with your account. We email it to our team inbox through Resend with your name and account email, so we can reply to you directly. Please don’t include health details you don’t want us to have.
• Technical and security data: session identifiers, IP address and basic request information used to keep the service secure, and a record of important account events such as password resets.
• Login and password-reset limits: to stop people guessing passwords, we record failed logins and password-reset requests against a scrambled (one-way hashed) copy of the email address and IP address used. These records are only used to apply the limit (15 minutes for logins, 1 hour for reset requests) and are removed by automatic clean-up once they’re more than 24 hours old.
• Gym finder: when you search for gyms, the postcode or place you type, or your location if you choose “Use my location”, is used in your browser to work out where to search. To fetch the list of gyms, your browser sends our server that location rounded to about 2 km (never the postcode or place you typed, or your exact position). Our server asks the Overpass API (OpenStreetMap) for gyms in that area and keeps the list of gyms for up to 30 days so the next search nearby is quick. We don’t keep who searched or what they typed. See section 4 for the services your browser contacts.
• Which link brought you here: if you arrive from one of our adverts or another link we’ve tagged, your browser notes the campaign details in the link (for example the advert or campaign name), the page you landed on, the date, and whether the link came from Facebook or Instagram (yes or no only, never the click identifier). Your browser only keeps this note, for 30 days, if you choose Accept on our cookie banner; if you choose Reject, it isn’t kept. It is only sent to us if you create an account, claim a free week or start a checkout, when we keep it with your account and add it to the Stripe checkout record. We use it to see which adverts and links bring members. We don’t send this note to Meta or any other advertising network, and we don’t use it to target you.
• Advertising measurement (only if you accept advertising cookies): if you choose Accept in our cookie banner, the Meta Pixel tells Meta Platforms Ireland Limited when a page is viewed, an account is created, a checkout is started or a payment is made (with the £79 price), together with your IP address, browser and device details, the page address and the _fbp and _fbc cookie identifiers. We use this to see which of our adverts work. We never send your name, email address, or training, food or progress data. If you reject or don’t choose, none of this happens. See our Cookie Policy.
• Messages: anything you send us when you contact us.

Kept on your device, not sent to us. Progress photos, daily habits (water, steps and sleep), weekly check-ins, workout day swaps, the readiness check, the set ticks and “New to the gym?” checklist, which reminders and nudges you’ve chosen to see, and timer, calendar and plate-calculator settings are stored only in your browser on your device. We never receive them: they aren’t synced or backed up by us, and we can’t recover them. Photos are re-saved on your device without location data. You can delete photos in the Progress section, and deleting your account or clearing your browser data removes them. See How we keep your data safe.

Readiness check. Before you first start a plan, we show a short list of health questions. Your answers aren’t saved or sent to us. Your browser only stores the date you saw the check, so it isn’t shown again for 12 months.

Calendar file. If you download your plan as a calendar (.ics) file, the file is made in your browser and saved to your device. We don’t receive it. If you add it to a calendar service such as Google, Apple or Microsoft, that service’s own privacy policy applies.

Data download. “Download all my data” includes what we store on our servers for your account and, made in your browser, a copy of the settings, habits, check-ins and routines saved on the device you download from. Progress photos are never included; save them with “Save a copy”.

Plan quiz. If you tick anything for us to work around in the plan quiz (knees, lower back, shoulders or low impact), those ticks are kept only in your browser on that device, so we can show tips and easier options. They can say something about your health, so they never leave your device: we don’t receive them. You can change them by taking the quiz again, and clearing your browser data removes them. Your other quiz answers aren’t stored.

Clothing (coming soon). We don’t sell clothing yet and don’t collect delivery addresses. We’ll update this policy before we do.

Children. Fit Fit City is only for adults aged 18 or over. We don’t knowingly collect data about children. If we find out that someone under 18 has an account, we’ll close it and delete their data.

3. Why we use it and our lawful basis

• To provide your membership (your account, the member area, workout log, personal bests, payments, renewals and gift codes): because it is necessary for our contract with you.
• Setup answers: to provide your membership (contract), because they choose your starting plan and meal ideas.
• Body details for your calorie estimate: your explicit consent (UK GDPR Articles 6(1)(a) and 9(2)(a)), which you can withdraw at any time by deleting them in Account.
• Optional progress data: with your explicit consent, which you can withdraw at any time by deleting the data in the member area.
• The food diary and calorie target: if you choose to save your food diary to your account, with your explicit consent, which you can withdraw at any time with “Stop saving to my account” or “Delete my food diary” (this deletes the copy in your account). If you keep it on your device only, we don’t process it on our servers at all.
• The plan you follow: to provide the workout-log feature you ask for, as part of our contract with you.
• To keep the service secure and prevent fraud and abuse, including the login and password-reset limits: our legitimate interests.
• The free-week email: your consent, given when you tick the box. We send it once and then stop.
• The gym finder: it runs at your request. Your browser asks your permission before sharing your location, and you can say no and type a postcode instead.
• Advertising measurement with the Meta Pixel: your consent (UK GDPR Article 6(1)(a)), asked for in our cookie banner, as PECR regulation 6 requires for the cookies it uses. You can withdraw it at any time with Cookie settings in the footer of any page.
• Which link brought you here: your consent, which you give by choosing Accept on our cookie banner. We use it to see which adverts and links work, so we spend sensibly on advertising. You can withdraw at any time with Cookie settings, which deletes the note on your device, and we’ll delete the record kept with your account if you ask (see section 7). Withdrawing doesn’t affect what was sent while you had agreed.
• To keep financial records and meet tax and accounting rules: legal obligation.
• To reply to you when you contact us or send feedback, and to fix mistakes and improve the service using that feedback: our legitimate interests.

We don’t sell your data. Apart from measuring our adverts with the Meta Pixel when you’ve accepted advertising cookies, we don’t use it for advertising. We don’t make automated decisions about you that have legal or similarly significant effects.

4. Who we share it with

• Cloudflare, which hosts the website and our database. If Cloudflare Web Analytics is switched on, it counts page visits without cookies and without identifying you, so we can see which pages are used (our legitimate interests).
• Stripe, which processes payments. Stripe is also an independent controller for some payment data, under its own privacy policy.
• Resend, which sends our purchase-confirmation, account and gift emails, and delivers feedback from the member area to our inbox.
• Meta Platforms Ireland Limited, only if you accept advertising cookies, which receives the Meta Pixel data described in section 2. Meta Platforms Ireland and we are joint controllers for collecting that data on our site and sending it to Meta; Meta then uses it as an independent controller under Meta’s Privacy Policy, which can include using it to measure, deliver and improve adverts. Meta Platforms Ireland may share it with Meta Platforms, Inc. in the United States.

We may also share data if the law requires it, or with professional advisers.

Gym finder. If you use the gym finder, your browser contacts these services directly, so they receive your IP address and what you searched for (a postcode, a place name or the area around your location): postcodes.io (UK postcode look-up), Nominatim (OpenStreetMap place search), the public Overpass API servers (overpass-api.de, or overpass.private.coffee as a backup) for gym listings, and OpenStreetMap’s tile servers for the map. When Overpass is slow, Nominatim (OpenStreetMap) may also supply the gym listings, so it receives the area being searched. They act under their own privacy policies, and Nominatim and the map tiles are run by the OpenStreetMap Foundation. Our own server also asks the Overpass API for the gyms in the rounded search area; it sends only that area, not anything about you. If you don’t use the gym finder, none of them are contacted.

We host our fonts and images ourselves, so loading the site doesn’t send your IP address to Google or to an image provider.

5. International transfers

Some of these providers process data outside the UK, including in the United States. Where they do, the transfer is protected by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework where the provider is certified) or by the ICO’s International Data Transfer Agreement or Addendum to the EU standard contractual clauses. This includes Meta Pixel data that Meta Platforms Ireland Limited passes to Meta Platforms, Inc. if you’ve accepted advertising cookies.

6. How long we keep it

• Account, training and progress data: while your account is open. When you delete your account, this data is deleted.
• Progress data: you can delete it at any time from the account page, which also withdraws your consent.
• Setup answers and body details: while your account is open, until you change or delete them in Account. Deleting your account, or your progress data, also deletes your body details.
• The plan you follow: until you change it or delete your account.
• Food diary and calorie target: if saved to your account, kept while your account is open (up to about 1,000 days of entries), until you delete it, stop saving it to your account or delete your account. The copy on your device is kept for up to about 400 days of entries, until you delete it, clear your browser data or delete your account in that browser.
• Login sessions: up to 30 days. Password-reset links: 60 minutes.
• Failed-login and password-reset limit records (hashed): removed once they’re more than 24 hours old.
• Account-security records (when your password was changed or reset): 12 months, then removed by automatic clean-up. They aren’t removed straight away if you delete your account, so we can look into misuse of an account, but they’re still removed at 12 months.
• Which link brought you here: on your device for up to 30 days, only if you accept; if you join or claim a free week, kept with your account and deleted when you delete your account. The copy in the Stripe checkout record is kept with the payment records below.
• Gyms found for an area (no personal data): up to 30 days.
• Your cookie choice (ffc_consent): 6 months on your device, then we ask again. Meta Pixel cookies (_fbp and _fbc), only if you accept: 3 months on your device, or until you reject or withdraw, when we delete them. Meta keeps the data it receives under its own policy.
• Free-week record (hashed email): kept after account deletion so the offer stays one per person (see section 2).
• Payment and transaction records: 6 years after the end of the tax year they relate to, as required for tax and accounting.
• Emails you send us, and the email copy of any feedback: up to 2 years after we last hear from you.
• Feedback stored with your account: until you delete your account, when it’s deleted with your other data.

7. Your rights

You have the right to ask for a copy of your data, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Where we rely on consent, you can withdraw it at any time; for advertising cookies, use Cookie settings in the footer of any page. Email hello@fitfitcity.com and we’ll respond within one month. You can also download a copy of the data we hold for your account yourself, at any time, from Account → “Download all my data” (JSON and spreadsheet files).

8. Complaints

If you’re unhappy with how we’ve handled your data, please tell us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Email your complaint to hello@fitfitcity.com. We’ll acknowledge it within 30 days, look into it without undue delay and tell you the outcome.

9. Cookies

We use essential cookies, including one that remembers your cookie choice. With your consent, we also use the Meta Pixel cookies _fbp and _fbc (3 months each) to measure our adverts; without it they aren’t set. Your browser also keeps settings on your device and, if you arrive from a tagged link, the note of which link brought you here (section 2). You can change your cookie choice at any time with Cookie settings in the footer. See our Cookie Policy.

10. Changes

We’ll update this policy if the way we use data changes, and tell you by email about any significant change.