Privacy & Cookie Policy

Last updated: September 2026

At CountryFit, we take your privacy seriously. This policy explains what personal information we collect, why we collect it, how we use it and the choices you have about your information.

CountryFit Ltd is the data controller responsible for the personal information covered by this policy.

If you have any questions about this policy or how we use your information, you can contact us at:

CountryFit Ltd
Oxfordshire, UK
Email: sinead@countryfit.co.uk

What information we collect

Depending on how you interact with CountryFit, we may collect:

  • your name, email address, telephone number and other contact details;

  • information you provide when creating an account, booking a class, event or coaching service;

  • emergency contact information;

  • health, injury and medical information that you choose or are required to provide through health-screening or participation forms;

  • information about your bookings, memberships, attendance and purchases;

  • payment and transaction information;

  • information you provide when enquiring about our services or communicating with us;

  • information you provide as part of online coaching, including training history, goals, performance information and feedback;

  • your marketing preferences;

  • information about how you use our website, where permitted, including website analytics and cookie information.

We only collect information that is reasonably necessary for running CountryFit and providing our services.

How we use your information

We may use your personal information to:

  • manage memberships, class and event bookings;

  • provide personal training, group training, running coaching and other CountryFit services;

  • communicate with you about bookings, memberships, events or changes to our services;

  • manage payments and transactions;

  • maintain appropriate health and safety records;

  • understand relevant health considerations before you take part in training or events;

  • respond to enquiries;

  • administer events and competitions;

  • provide and manage online coaching;

  • send newsletters, offers and CountryFit updates where you have agreed to receive them or where we are otherwise permitted to do so;

  • improve our website, services and member experience;

  • maintain appropriate business and financial records; and

  • comply with our legal and regulatory obligations.

Our legal basis for using your information

Under UK data protection law, we need a lawful reason for processing your personal information.

Depending on the circumstances, we may process your information because:

It is necessary to perform a contract with you – for example, to manage your membership, booking or coaching service.

We have a legitimate interest – for example, in responding to enquiries, administering and improving our business, maintaining appropriate records and communicating important information about a service you use. We only rely on legitimate interests where those interests are not overridden by your rights and interests.

You have given us consent – for example, for certain marketing communications, optional cookies or where we need your explicit consent to process particular health information.

We have a legal obligation – where we need to retain or use information to meet legal, tax, accounting or other regulatory requirements.

Health and fitness information

Some of the information you provide to CountryFit may relate to your physical or mental health, injuries, medical conditions or other health considerations.

Health information is classed as special category personal data under UK data protection law and receives additional protection.

Where required, we will ask for your explicit consent to process this information. We use health information only where reasonably necessary, for example to help us understand whether there are relevant considerations before you participate in training, events or coaching.

We restrict access to this information to people who reasonably need it for their role and do not use it for unrelated marketing purposes.

Providing health information does not replace advice from an appropriate healthcare professional.

Services we use

We use trusted third-party services to help us operate CountryFit. Depending on the service you use, these may include:

Squarespace – to host and operate our website.

TeamUp – to manage memberships, bookings, member accounts and related information.

Stripe and/or other payment providers – to securely process payments. CountryFit does not normally receive or store your complete card details.

Mailchimp – to manage our mailing list and send email communications.

Final Surge – where applicable, to deliver and manage online running coaching.

WhatsApp and other communication services – where we communicate with members or coaching clients through those services.

These providers may process information on our behalf or, in some circumstances, act as separate data controllers. Their use of information is also governed by their own privacy policies.

Some service providers may process information outside the UK. Where this happens, we take reasonable steps to ensure appropriate safeguards are in place as required by UK data protection law.

Marketing

If you sign up to our mailing list, we may send you news about CountryFit, upcoming events, classes, coaching and other relevant updates.

You can unsubscribe at any time using the unsubscribe link in our marketing emails or by contacting us.

Unsubscribing from marketing will not prevent us from contacting you about something necessary for your membership, booking, payment or another service you have requested.

Payments

Payments may be processed by third-party payment providers such as Stripe or through services integrated with TeamUp or our website.

Payment providers process your payment details securely. We may retain information about the transaction, such as the amount, date and service purchased, for our business and accounting records.

How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, insurance and regulatory requirements.

Different types of information may therefore be retained for different periods.

When information is no longer required, we will delete it or securely anonymise it where reasonably practicable.

Photographs and video

We occasionally take photographs or videos at CountryFit sessions and events for use on our website, social media and marketing.

Where appropriate, we will make participants aware that photography or filming is taking place and provide a reasonable way to tell us if you do not wish to be included.

Where separate consent is legally required, we will obtain it.

Children

Some CountryFit activities or events may involve children.

Where we need to collect personal information relating to a child, we will take appropriate steps depending on the circumstances, including obtaining information or consent from a parent or guardian where required.

We do not knowingly use children's personal information for direct marketing without the appropriate permission.

Cookies

Our website uses cookies and similar technologies.

Cookies are small files or pieces of information stored on your device when you visit a website. Some are necessary for the website to work properly, while others help us understand how visitors use our website.

Essential cookies

Some cookies are necessary for the website to function properly, including cookies relating to security, website functionality and remembering your privacy preferences.

These cookies do not require your consent where they are strictly necessary to provide the website or service you have requested.

Analytics and other optional cookies

We may use analytics or other optional technologies to understand things such as:

  • how many people visit our website;

  • which pages are visited;

  • how visitors find our website; and

  • how people interact with the site.

Where consent is required, these technologies will not be used until you have made your choice through our cookie banner.

Third-party services or content embedded on our website may also use cookies or similar technologies.

Managing cookies

When you first visit our website, you can use our cookie banner to accept, decline or manage optional cookies.

You can change your cookie preferences again through the cookie settings available on our website.

You can also control or delete cookies through your web browser, although disabling some cookies may affect how parts of the website work.

Sharing your information

We do not sell your personal information.

We may share information where reasonably necessary with:

  • coaches or contractors working with CountryFit who need the information to provide a service;

  • technology, booking, payment and communication providers;

  • professional advisers, insurers or accountants;

  • event partners or service providers where necessary to deliver something you have booked; or

  • authorities or other organisations where we are legally required to do so.

We only share the information reasonably necessary for the relevant purpose.

Keeping your information secure

We take reasonable organisational and technical measures to protect the personal information we hold against unauthorised access, loss, misuse or disclosure.

No online system can be guaranteed to be completely secure, but we take reasonable steps to select reputable service providers and manage access to personal information appropriately.

Your rights

Under UK data protection law, depending on the circumstances, you may have the right to:

  • ask for a copy of the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to certain uses of your information;

  • withdraw consent where we rely on consent; and

  • request the transfer of certain information to you or another organisation.

These rights do not apply in every circumstance.

To exercise any of these rights, please contact us at [INSERT YOUR CONTACT EMAIL].

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.

Changes to this policy

We may update this policy occasionally to reflect changes to CountryFit, the services we use or applicable law.

The latest version will always be available on our website and the date at the top of this policy will show when it was last updated.