Privacy
policy.
Last updated 29 October 2026
The short version
- We collect what we need to run your membership, keep you safe and answer your enquiries.
- We never sell your information.
- Health details are only used to keep you safe in training.
- You can ask to see, correct or delete your information at any time.
- Our website doesn't set its own cookies or use advertising tracking.
Contents
- 1. Who we are
- 2. What we collect
- 3. How we use it, and why we're allowed to
- 4. Who we share it with
- 5. Information stored outside the UK
- 6. How long we keep it
- 7. Your rights
- 8. Cookies and our website
- 9. Keeping it safe
- 10. Complaints
- 11. Changes to this policy
1. Who we are
Motion Training Ltd (company number 10405457), Unit B, 5 Ewell Road, Surbiton, Surrey KT6 6AB, runs Motion - CrossFit Surbiton and Motion CrossFit GU1 - Guildford. We are the “controller” of the personal information described here. For any privacy question or request, email [email protected] or call 020 8390 8844.
2. What we collect
- Enquiries: your first name, email address, the topic you choose and your message when you use our contact forms. We also receive what you send us by email, phone or WhatsApp.
- Members and course customers: your name, contact details, date of birth, emergency contact, membership and payment history, class bookings and attendance. These are held in WodBoard, our booking system.
- Health information: what you tell us about injuries, medical conditions or pregnancy, and records of any accident at the gym.
- Children: for CrossFit Kids and CrossFit Teens, the child's name, age and health details, and their parent or guardian's contact details.
- Photos and video taken in classes and at events.
- CCTV: both gyms have CCTV cameras, with signs showing where they are. They record images of anyone in the areas covered.
- Website use: our host, Cloudflare, records basic technical information such as IP addresses to keep the site secure, and gives us anonymous visitor statistics without cookies.
Card and bank details are handled by WodBoard's payment provider. We don't store your full card details.
3. How we use it, and why we're allowed to
| What we do | Legal basis |
|---|---|
| Run your membership, bookings, payments and courses | To perform our contract with you |
| Answer your enquiries and arrange trial classes | Our legitimate interest in replying to you, or steps before a contract |
| Use health information to coach you safely, and record accidents | Your explicit consent, and our legal duties on health and safety |
| Send you news and offers by email | Your consent. You can unsubscribe at any time using the link in every email. |
| Use photos and video of adults on our website and social media | Our legitimate interest in promoting the gyms. You can object at any time. |
| Use photos and video of under 18s | A parent or guardian's consent |
| Use CCTV to keep members, staff and the premises safe and secure, and to investigate incidents | Our legitimate interests in safety and security |
| Keep accounts and tax records | Legal obligation |
| Keep our website secure and understand how it's used | Our legitimate interests |
4. Who we share it with
We never sell your information. We only share it with companies that help us run the gyms, who may only use it on our instructions:
- WodBoard: bookings, memberships and payments, and their payment provider
- Google Workspace: our email and documents
- Brevo: our email newsletters
- Formspree: delivers our website contact forms to our inbox
- WhatsApp (Meta): if you choose to message us there
- Cloudflare: hosts our website
We may also share information with our insurers and professional advisers, with emergency services if someone is hurt or unwell, with the police (for example CCTV footage of a crime), or where the law requires it.
5. Information stored outside the UK
Some of these providers store information outside the UK, for example in the EU or the USA. When that happens, we rely on protections approved under UK law, such as UK adequacy regulations, the UK-US data bridge or the UK International Data Transfer Agreement.
6. How long we keep it
- Enquiries that don't lead to joining: up to 12 months.
- Membership and payment records: while you're a member, then up to 6 years for accounting and legal reasons.
- Health information: while you're a member, then deleted within 12 months of you leaving.
- Accident records: 3 years, or for children until they turn 21, in case of a legal claim.
- Photos and video: for as long as they're in use on our channels, unless you ask us to remove them.
- CCTV recordings: up to 30 days, then automatically overwritten, unless we need to keep a clip to deal with an incident, an insurance claim or a police request.
7. Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct anything that's wrong
- ask us to delete your information, where we don't need to keep it
- object to us using it, or ask us to limit how we use it
- withdraw your consent at any time, for example to emails or photos
- ask for your information in a format you can take elsewhere
Email [email protected] to make a request. We'll reply within one month.
8. Cookies and our website
- Our website doesn't set its own cookies and doesn't use advertising trackers.
- If you pick Surbiton or Guildford on our Kids or Buggy Fit pages, your browser remembers that choice until you close the tab. It isn't sent to us.
- Our location and contact pages show Google Maps, and our fonts load from Google Fonts. Google receives your IP address when these load, and Google Maps may set its own cookies. See Google's privacy policy.
- Booking and sign-up buttons take you to WodBoard, and our Instagram links take you to Instagram. Those sites have their own privacy policies.
9. Keeping it safe
We limit access to personal information to the staff who need it, and we use providers with strong security. If a data breach happens that puts you at risk, we'll tell you and, where required, the Information Commissioner's Office.
10. Complaints
If you're unhappy with how we've handled your information, please contact us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We may update this policy. The latest version is always on this page, with the date it was last changed at the top.