1. Introduction & consent
We only process (collect, store and use) the information you provide to us in a manner compatible with the UK General Data Protection Regulation (UK GDPR). We are committed to ensuring the information we collect is appropriate for the purposes below, and to applying rigorous security measures to minimise the risk of unauthorised access or disclosure.
By taking out a membership, filling in a form on this website, or booking a class or tour, you agree that we may gather, process, store and use the personal data you submit in accordance with the terms set out below.
2. Who processes your data
Personal data collected for your membership is processed on our behalf by ClubWise Software Ltd, our membership management provider, and stored in the UK. It may occasionally be visible to ClubWise's support team for software-support purposes. ClubWise and its group companies are required by us to process your data in strict compliance with UK GDPR.
Class, personal training and tour bookings made through this website are handled by Mindbody, our booking platform, under their own privacy policy.
Where you use our AI chatbot, your message is processed by OpenAI, L.L.C. (which generates the chatbot's written and voice responses) and TypeSafe AI (which helps direct your message to the right kind of response). Only the text of your message and relevant published website content is sent to these providers, no name, email address or phone number is passed to them as part of this process.
3. What we collect & why
When you enquire, book, or take out a membership with us, we may collect: your name, address, contact details (including email and mobile number), gender, date of birth, attendance history, marketing preferences, and payment/billing details. We use this to contact you about your membership or booking, manage your club access, resolve any issues and improve our service, facilitate member rewards where applicable, and comply with our legal and regulatory obligations.
4. Marketing
If you consent, we may send you marketing information by email about products and services we believe may interest you. You can review or change your preferences, or unsubscribe, at any time by emailing membership@bodyworkswest.co.uk.
5. Your rights
You have the right to be informed how your data is used, to access a copy of the data we hold about you, to have inaccurate data corrected, and in certain circumstances to have your data erased or its processing restricted. You also have the right to data portability, to object to certain processing such as direct marketing, and to not be subject to automated decision-making or profiling. If a data breach occurs that compromises your personal data, you have the right to be informed within 72 hours of us becoming aware of it.
To exercise any of these rights, email membership@bodyworkswest.co.uk or write to us at 11 Lambton Place, Notting Hill, London, W11 2SH. We may ask for proof of identity before actioning your request.
6. Sharing your data
Your data is shared with our data processors (see above) for the purpose of providing our services to you, and will not be shared with any other third party without your prior consent, except where we are required or permitted to do so by law, or with successors in title to our business. Any third party we share your data with is required to keep it secure and use it only to provide the service in question.
8. How long we keep your data
If you're a prospective member who has consented to being contacted, we retain your data for up to 12 months, unless you tell us to stop sooner. If you join us, we retain your data for as long as you're a member, and for up to 6 years after your membership ends in case of any future claim. After that, your data is anonymised.
Chatbot conversations are stored securely on our own servers, encrypted, for up to 12 months, after which they are permanently deleted.
9. Making a complaint
If you believe your data is being processed unfairly, or have any other concern about how we or our processors handle your data, you have the right to complain to the Information Commissioner's Office (ICO) — visit ico.org.uk for details.
10. Changes to this policy
We may update this notice from time to time, particularly to reflect changes in the law. We'd recommend checking back periodically to stay informed of how we handle your personal information.
11. Contact us
Questions about this privacy notice can be sent to membership@bodyworkswest.co.uk or in writing to 11 Lambton Place, Notting Hill, London, W11 2SH.
12. Body Works West AI Chatbot
By using the Body Works West AI chatbot, you agree to the following terms.
1. AI-generated information The chatbot uses artificial intelligence to provide general information about Body Works West, our facilities, memberships, classes, services and related topics.
Responses are generated automatically by an AI system and may occasionally be inaccurate, incomplete, outdated or incorrect. Like other large language models and AI systems, the chatbot can make mistakes.
You should not rely solely on information provided by the chatbot when making a decision.
2. Please confirm important information with our team.
Any information provided by the chatbot should be confirmed with a member of the Body Works West team before you rely on it, particularly information relating to: membership prices, membership terms, opening hours, class schedules, availability, bookings, cancellations, treatments, personal training, facilities or other services.
Where there is any difference between information provided by the chatbot and information confirmed by a member of Body Works West staff, the information provided by our team will take precedence.
3. No contractual commitment The chatbot is provided for information and convenience only.
Nothing said by the chatbot constitutes an offer, guarantee, contractual commitment or amendment to any agreement with Body Works West.
The chatbot is not authorised to enter into agreements or make binding commitments on behalf of Body Works West.
4. Health, medical and fitness information The chatbot does not provide medical advice, diagnosis or treatment and should not be used as a substitute for advice from a doctor, physiotherapist, qualified fitness professional or other appropriate healthcare professional.
Any health, exercise, nutrition or wellbeing information provided by the chatbot is general information only.
If you have a medical condition, injury, health concern or are unsure whether an activity is suitable for you, please seek appropriate professional advice before participating.
For urgent or emergency medical assistance, contact the appropriate emergency services.
5. Accuracy and availability While we aim to provide a useful and reliable service, Body Works West does not guarantee that chatbot responses will always be accurate, complete, current or available.
The chatbot may occasionally misunderstand a question, generate incorrect information or provide information that no longer reflects our current services.
6. Liability
To the fullest extent permitted by applicable law, Body Works West will not be responsible for losses arising solely from reliance on inaccurate, incomplete or outdated information generated by the AI chatbot.
7. Personal information
Please avoid entering unnecessary sensitive or confidential information into the chatbot.
The chatbot does not ask for or require your name, email address or phone number to work. Only the text of your question is used to generate a response, alongside relevant information from this website. See section 2 (Who processes your data) and section 8 (How long we keep your data) of our Privacy Policy for full details of how this information is handled and for how long it's kept.
8. Third-party information
The chatbot may occasionally provide information relating to third-party services or external websites. Body Works West does not control third-party content and cannot guarantee its accuracy or availability.
9. Changes to the chatbot
We may modify, suspend or discontinue the chatbot, or change these terms, where reasonably necessary.
10. Contact us
If you are unsure about anything the chatbot has told you, please contact a member of the Body Works West team before acting on the information.