Privacy Notice
This notice explains how Gym Installation Services Ltd uses personal information you give us through gyminstallationservices.equipment, by phone, by email or in person. We are the controller of that information, which means we decide how it is used and are responsible for looking after it.
Last updated 5 October 2026.
Who we are
Gym Installation Services Ltd, registered in England and Wales, company number 16174851. Registered office: Unit 8 Hadley Business Park, Hadley Park Road, Telford, Shropshire, TF1 6AB.
For anything about your information, email [email protected] with "Data protection" in the subject, ring 07465 430397, or write to us at the registered office.
What we collect
- Contact form: your name, email address and message, and your phone number and an item number if you give them.
- Phone and email: whatever you tell us in the call or message.
- If you order: your name, contact details, the delivery and installation address, what you bought, the quotation, invoices and a record of your payment. Payments are by bank transfer. We never see or keep card details.
- Technical information: Cloudflare, which hosts this site, handles your IP address and browser details to deliver pages and protect the site from attack. We do not use it to identify you.
Why we use it, and our lawful basis
| What we use it for | Lawful basis |
|---|---|
| Answering your enquiry and quoting for a job | Steps you ask us to take before entering into a contract. For a general question that is not about buying, our legitimate interest in replying to people who contact us. |
| Supplying, delivering and installing what you order, and handling a cancellation, return or fault | Performance of our contract with you. |
| Keeping quotations, invoices and payment records | Legal obligation. HMRC and company law require us to keep business records. |
| Keeping the website and the contact form secure, and stopping spam | Our legitimate interest in protecting the site and our inbox. |
| Dealing with a complaint or a legal claim | Our legitimate interest in resolving it, and legal obligation where one applies. |
We do not use your information for marketing, we do not send newsletters, we do not sell it, and we make no automated decisions about you.
Who we share it with
Only what each one needs to do its job:
- Cloudflare hosts this website and runs the contact form. It passes your message on and does not store it in a database for us.
- Web3Forms is the email delivery service that turns the form into an email to our inbox. Web3Forms is run by Web3Creative in India and keeps a copy of each submission for up to three years under its own policy.
- Google provides our email inbox, so enquiries and emails you send us are held in it.
- A courier or haulier, if one delivers your order, gets your name, address and phone number.
- Our accountant, HMRC and other authorities, where the law requires it or we need professional advice.
Transfers outside the UK
Cloudflare, Google and Web3Forms run their services from India, the United States and the EU and other countries outside the UK, so your information may be handled there. Where it is, the transfer is protected either by UK adequacy regulations, such as the UK extension to the EU-US Data Privacy Framework for companies certified under it, or by the International Data Transfer Agreement or Addendum approved for UK transfers. Ask us if you want details of the safeguard that applies.
How long we keep it
- Enquiries that do not lead to an order: deleted from our inbox within twelve months.
- Orders, quotations, invoices and payment records: six years from the end of the financial year they belong to, as HMRC requires.
- Copies held by the services above are kept under their own policies. Web3Forms keeps form submissions for up to three years.
Your rights
You can ask us to:
- give you a copy of the information we hold about you
- correct it if it is wrong or incomplete
- delete it
- restrict how we use it, for example while you challenge its accuracy
- give you the information you provided, in a common electronic format, or send it to someone else, where we use it under a contract with you
There is no charge. We reply within one month. If a request is complex we can extend that by up to two more months, and we will tell you why within the first month. We may ask you to confirm your identity first. Some rights have limits: we cannot delete invoices we are required to keep, for example.
Your right to object
Where we use your information on the basis of legitimate interests, you can object at any time. We will then stop, unless we have compelling legitimate grounds that override your interests, or we need it to establish, exercise or defend a legal claim.
Complaints
If you are unhappy with how we have handled your information, please tell us first. Email [email protected] with "Data protection complaint" in the subject, use the contact form, ring us or write to the registered office. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.
You can also complain to the UK data protection regulator, the Information Commission (still known as the ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113.
Cookies, analytics and spam protection
This site runs no analytics.
The contact form carries a hidden field that automated scripts fill in and people do not. Nothing about you is collected by it. This site sets no cookies at all, which is why there is no cookie banner.
Photographs
Photographs of equipment are taken by us. Location data and other camera metadata are stripped from every image before it is published.
Changes to this notice
We update this notice when what we do with your information changes. The date at the top shows when it last changed.