Updated 26 September 2026. This notice explains how re:new Gym uses information for enquiries, gym and nutrition programmes, questionnaires and programme communications. The new online questionnaires remain closed while final testing is completed.
Who we are
Upstairs at Expressions Ltd operates re:new Gym. Contact us at info@renewgym.co.uk or re:new Gym, Coronation Road, Woodhall Spa, LN10 6QD. Our gym and nutrition programmes are for adults aged 18 or over.
Information we use
We use your name, email address and mobile number to answer enquiries, register you for a programme and send programme information. We record your communication choices and programme stages. An assessment may also ask for your address, date of birth, emergency contact and doctor’s surgery details. Please tell your emergency contact that you have provided their details.
Questionnaires may ask about your goals, exercise, eating habits, wellbeing, relevant conditions, medication and injuries. Nutrition programmes may include body-scan measurements and progress reviews. We use relevant answers and measurements to review your needs and support the programme you request. Optional health questions can be left blank or discussed privately. These forms are not an emergency service or a medical diagnosis.
Why we use your information
We use ordinary contact and programme information to take steps at your request before a contract and to provide the service you request. We rely on our legitimate interests for necessary website security and service administration where this does not override your rights. Where applicable, we use information to meet legal duties.
We ask for your explicit consent to use the health information you choose to supply for assessment and gym or nutrition programme support. This consent is separate from marketing permission. You can withdraw it by emailing info@renewgym.co.uk. Withdrawal does not make earlier use unlawful. If you do not wish to supply information needed for personalised support, we will discuss alternatives or explain which parts of a programme we cannot provide.
Who can see your answers
Paul Lyons is an authorised reviewer of gym and nutrition questionnaires and scan results. Debra Armstrong, DPP Fitness and Nutrition, provides independent nutrition support using the gym’s records under a written confidentiality agreement. Her access is limited to nutrition questionnaires, nutrition scan results and nutrition programme communications. She does not have access to gym assessments, gym wellness questionnaires or gym journeys through this system, and does not keep separate copies of these records.
Health answers are stored in encrypted form in the website’s private review system. The shared team dashboard sign-in does not provide access to those answers. Website administrators and authorised technical suppliers may need access to maintain or secure the system.
Service providers and linked services
Hostinger hosts our WordPress website and its backups. Brevo holds contact details, communication choices and message or programme activity needed to deliver emails and texts. Detailed questionnaire answers and scan measurements from the new forms are not placed in Brevo emails or contact fields. We use PushPress for linked gym services; existing Grow forms and records are being reviewed as part of the move to the new system.
Programme resources may link to services such as YouTube, Facebook or booking pages. Opening those links takes you to services with their own privacy and cookie notices. We do not require you to share health answers publicly or post them in a social group.
Our technology suppliers may process information outside the UK. Their data-processing terms describe the safeguards and subprocessors used, including contractual safeguards where relevant. Contact us for information about the arrangements that apply to your data. Hostinger’s data-processing terms are at https://www.hostinger.com/legal/dpa and Brevo’s terms are at https://www.brevo.com/legal/termsofuse/.
Emails and texts
We send practical programme messages such as questionnaire reminders, resources and review information. We record separate email and text choices for promotional communications. You can change your preferences by contacting info@renewgym.co.uk or using the opt-out method provided in a message. Texts from renewGym cannot receive replies; please email the gym when you need a response or wish to stop texts.
Unsubscribing from marketing does not itself cancel a membership or programme. Contact the team if you want to stop a programme. We ask separately before publishing identifiable photographs, videos or testimonials.
How long we keep information
In the new system, health questionnaires and scan records expire three years after your first entry into a workflow. Joining another workflow does not restart that clock. Expired answers are hidden from the review area and queued for deletion from the live database.
Protected backup copies can remain until the hosting backup cycle replaces them. Hostinger currently describes retention of seven days for daily backups and six weeks for weekly backups. If a backup is restored, expired records must remain unavailable and be deleted again. We are separately checking older Grow records as part of migration; the new deletion process does not automatically remove records from Grow.
We retain other contact, programme and communication records only for as long as needed to provide services, resolve enquiries or disputes, meet applicable legal obligations and respect your communication choices. A minimal suppression record may be kept to avoid contacting you again after an opt-out. Contact us to ask about, access or request deletion of your records.
Website security and cookies
The website uses information needed to operate securely, such as request information, security logs and login cookies. The team email sign-in session lasts up to eight hours; logging out ends access. WordPress staff accounts have their own login cookies. These cookies support protected access rather than granting public access to health answers.
Your choices and rights
Depending on the circumstances, you can ask to access or correct your information, request erasure, restrict or object to processing, and receive information in a portable form. You can withdraw consent where we rely on it and object to direct marketing. These rights have conditions and exceptions. We may need to verify your identity before responding.
Email info@renewgym.co.uk with a request or concern. You can also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. Programme reminders are automated, but staff review questionnaires and confirm programme readiness; submitting a form does not automatically clear you to exercise.
We will update this notice when our practices change and show the revision date above.