Privacy Policy

Last updated: 25 April 2026

1. Who we are

PHOENIX COACHING SYSTEMS LIMITED ("Phoenix", "we"), trading as "The Train Station Gym", is the data controller for personal data collected through the Site and through your visits to the gym. Our registered office is at 20-22 Jaggard Way, Wandsworth, SW12 8SG, GB.

2. Personal data we collect

• Contact details — name, email address, telephone number, country of residence, provided when you contact us or purchase a Pass.
• Health questionnaire data — information you share with us in the Pre-Activity Readiness Questionnaire (PAR-Q) at the front desk on your first visit, used solely to keep you safe on the floor.
• Transaction data — order number, Pass purchased, amount, status and provider reference. Full card numbers are never stored by us; they are handled by our payment processor.
• Technical data — IP address, user agent, session cookies and similar metadata captured when you use the Site.
• CCTV — closed-circuit cameras operate at the gym entrance and reception for security purposes. Footage is retained for up to 30 days unless required for an active incident report.

3. How we use your personal data

1. To deliver the gym access, classes or coaching you have purchased (contractual basis).
2. To keep you safe (PAR-Q data, emergency-contact data) — vital interests & legitimate interests.
3. To reply to enquiries you send via the contact form (legitimate interest & pre-contractual steps).
4. To keep accounting records as required by UK tax law (legal obligation).
5. To secure the gym and the Site against abuse and to debug errors (legitimate interest).

4. Sharing with third parties

We share the minimum necessary personal data with the following categories of recipients:

• Payment processor — Payzpool, which processes the card transaction via regulated acquirers.
• Hosting & infrastructure — the servers and databases that host the Site.
• Email delivery — the mail service that sends transactional emails (order confirmations, support replies).
• Professional advisors & accountants — where required for audit, tax or legal compliance.
• Authorities — where required by law or a valid legal process.

We do not sell personal data. We do not share personal data with advertisers.

5. International transfers

Some of our sub-processors may process data outside of the United Kingdom or European Economic Area. Where they do, we rely on adequacy decisions, Standard Contractual Clauses or equivalent safeguards approved under UK GDPR.

6. Retention

Contact form submissions are kept for up to 24 months. Order records are retained for 7 years to comply with UK tax law. PAR-Q (health screening) data is kept for the duration of your active membership plus 12 months. CCTV footage is retained for up to 30 days unless required for an active incident.

7. Your rights

Under UK GDPR you have the right to: access your data, correct it, request erasure, restrict or object to processing, and portability. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk).

To exercise any of these rights, email [email protected]. We will respond within 30 days.

8. Cookies

See our Cookie Policy.

9. Contact

Data protection queries: [email protected]