Future Fit Training Limited is part of Future Fit Group Ltd, a company registered in England and Wales with company number 13442367, whose registered office is C/O Azets Carnac Place, Cams Hall Estate, Fareham, Hampshire, United Kingdom, PO16 8UY.
Future Fit Training Limited is registered in England and Wales with company number 04381540. In this privacy notice we will refer to ourselves as ‘we‘, ‘us‘ or ‘our‘. We are the Data Controller of the Personal Information we collect, hold, and use about you, as explained in this notice.
You can contact us in any of the following ways:
a. by emailing us at info@futurefit.co.uk; or
b. by writing to us at Future Fit Group, C/O Azets Carnac Place, Cams Hall Estate, Fareham, Hampshire, United Kingdom, PO16 8UY.
We take the privacy, including the security, of Personal Information we hold about you seriously. This privacy notice tells you how we collect Personal Information about you and how we use that Personal Information. You should read this privacy notice carefully so that you know and can understand why and how we use the Personal Information we collect and hold about you.
We have appointed Megan Yorke as our Data Protection Officer. You can contact them at info@futurefit.co.uk or using the postal address set out above.
We may issue you with other privacy notices from time to time, including when we collect Personal Information from you. This privacy notice is intended to supplement these and does not override them.
We may update this privacy notice from time to time. This version was last updated on 10 June 2026.
1.1 The key terms that we use throughout this privacy notice are defined below, for ease:
1.2 Data Controller: under UK data protection law, this is the organisation or person responsible for deciding how Personal Information is collected and stored and how it is used.
1.3 Data Processor: a Data Controller may appoint another organisation or person to carry out certain tasks on its behalf in relation to the Personal Information. (This may include hosting of a site containing Personal Information, for example, or providing an email marketing service that facilitates mass distribution of marketing material to a Data Controller’s customer base).
1.4 Personal Information: any information from which a living individual can be identified. It does not apply to information that has been anonymised.
1.5 Special Information: certain very sensitive Personal Information requires extra protection under data protection law. Sensitive data includes information relating to health, racial and ethnic origin, political opinions, religious and similar beliefs, trade union membership, sex life, and sexual orientation. It also includes genetic information and biometric information.
2.1 Set out in the table below are the general categories and, in each case, the types of Personal Information that we collect, use, and hold about you.
|
General category |
Types of Personal Information in that category |
|
Identity information |
This is information relating to your identity such as your name (including any previous names and any titles you use), gender, marital status, and date of birth. |
|
Contact information |
This is information relating to your contact details such as email address, addresses, phone numbers, and where you have provided consent, WhatsApp contact details. |
|
Account information |
This is information relating to your account with us, including your login credentials for our FLEX learning management system. |
|
Payment information |
This is information relating to the methods by which you provide payment to us such as bank account details, credit or debit card details and details of any payments (including amounts and dates) that are made between us. |
|
Transaction information |
This is information relating to transactions between us such as details of the courses, services and/or digital content provided to you, as well as any enrolment, deferral, or returns details. |
|
Learner information |
This is information relating to your study and progress with us, including course enrolment, assessment submissions, practical attendance, and qualification records. |
|
Survey information |
This is information that we have collected from you or that you have provided to us in respect of surveys and feedback. |
|
Marketing information |
This is information relating to your marketing and communications preferences. |
|
Website, device and technical information |
This is information about your use of our website and technical data which we collect (including your IP address, the type of browser you are using and the version, the operating system you are using, details about the time zone and location settings on the device, and other information we receive about your device). |
2.2 The table below sets out our standard retention periods for each category of Personal Information. You can also contact us (using the details at the beginning of this notice) to request a copy of our full retention policy.
|
Data type |
Standard retention period |
|
Customer and learner records |
7 years from end of contract or completion of course (to meet HMRC and audit requirements) |
|
Payment records |
7 years |
|
Marketing preferences |
Until consent is withdrawn or 2 years from last interaction, whichever is sooner |
|
Website and technical data |
26 months (in line with Google Analytics default) |
|
Special category data (e.g. health information) |
Duration of service plus 1 year |
|
Enquiry and contact form data |
2 years from last contact |
|
Call recordings |
Up to 12 months unless required for an ongoing matter |
2.3 The types of Personal Information we collect about you may differ from person to person, depending on who you are and the relationship between us. This includes whether you are a prospective learner, an enrolled learner, a corporate client, or another party enquiring about our services.
3.1 Special Information is explained in Section 1 above. We may collect and hold the following types of special information about you when you voluntarily provide this to us, to ensure we can offer you the necessary support and/or adjustments to fully benefit from our services:
a. ethnic origin; b. religion; c. health.
3.2 We do not collect information from you relating to criminal convictions or offences.
4.1 We are only able to use your Personal Information for certain legal reasons set out in data protection law. There are legal reasons under data protection law other than those listed below; but, in most cases, we will use your Personal Information for the following legal reasons:
a. Contract Reason: this is in order to perform our obligations to you under a contract we have entered into with you;
b. Legitimate Interests Reason: this is where the use of your Personal Information is necessary for our (or a third party’s) legitimate interests, so long as that legitimate interest does not override your fundamental rights, freedoms, or interests;
c. Legal Obligation Reason: this is where we must use your Personal Information in order to perform a legal obligation by which we are bound; and
d. Consent Reason: this is where you have given us your consent to use your Personal Information for a specific reason or specific reasons.
4.2 As explained in Section 3 above, there are more sensitive types of Personal Information that require higher levels of protection. If we process such sensitive types of Personal Information, we will usually do so in the following circumstances:
a. we have your explicit consent; b. where it is necessary in relation to legal claims; c. where you have made the Personal Information public.
4.3 So that we are able to provide you with services, we will need your Personal Information. If you do not provide us with the required Personal Information, we may be prevented from supplying the services to you.
4.4 It is important that you keep your Personal Information up to date. If any of your Personal Information changes, please contact us as soon as possible to let us know. If you are an enrolled learner, your data change may affect other areas such as certificates and awarding body records; please contact your Learner Services Co-ordinator or the Learner Services team at support@futurefit.co.uk, or update your details via FLEX at https://flex.futurefit.co.uk/login.
4.5 Where we rely on consent for a specific purpose as the legal reason for processing your Personal Information, you have the right under data protection law to withdraw your consent at any time. If you wish to withdraw your consent, please contact us using the details set out at the beginning of this notice. If we receive a request from you withdrawing your consent to a specific purpose, we will stop processing your Personal Information for that purpose unless we have another legal reason for processing your Personal Information, in which case we will confirm that reason to you.
4.6 We explain in the table below the different purposes for which we use your Personal Information and, in each case, the legal reason(s) allowing us to use your Personal Information. Where we use the Legitimate Interests Reason, we have also explained what that legitimate interest is. For some purposes, we may have listed more than one legal reason, as the applicable reason may differ in different circumstances. If you need confirmation of the specific legal reason we are relying on, please contact us using the details set out at the start of this notice.
|
Purpose |
Legal reason(s) for using the Personal Information |
|
To register you as a customer or learner |
Contract Reason |
|
To process your enrolment or order, which includes taking payment from you, advising you of any updates, or any enforcement action against you to recover payment |
Contract Reason |
|
To manage your learning, including course delivery, assessments, deferrals, and the issuing of qualifications |
Contract Reason |
|
To contact you during your enquiry period with information relevant to your career or course interest, including by phone, email, or WhatsApp (where consent has been given) |
Legitimate Interests Reason (to fulfil your service request and assist your decision-making during the enquiry period) |
|
To comply with audit and accounting matters |
Legal Obligation Reason |
|
For record-keeping, including in relation to qualifications, awarding body registration, and any guarantees or warranties |
Contract Reason |
|
To improve the courses, services, and/or digital content that we supply |
Legitimate Interests Reason (in order to improve our offering for future customers and to grow our business) |
|
To recommend and send communications to you about courses, services, and/or digital content that you may be interested in. (More details about marketing are set out in Section 10 below). |
Legitimate Interests Reason (in order to grow our business) |
|
To ensure the smooth running and correct operation of our website and FLEX learning platform |
Legitimate Interests Reason (to ensure our website and systems run correctly) |
|
To understand how customers and visitors to our website use the website and interact with it via data analysis |
Legitimate Interests Reason (to improve and grow our business, including our website, and to understand our customers’ needs, desires, and requirements) |
4.7 Sometimes we may anonymise Personal Information you provide to us so that you can no longer be identified from it and use this for our own purposes. In addition, sometimes we may use some of the information you provide to us together with other people’s information to give us statistical data for our own purposes. Because this is grouped together with other information and you are not identifiable from that combined data, we are able to use this.
4.8 Under data protection law, we can only use your Personal Information for the purposes we have told you about unless we consider that the new purpose is compatible with the purpose(s) we told you about. If we want to use your Personal Information for a different purpose that we do not think is compatible with the purpose(s) we told you about, we will contact you to explain this and provide you with a supplementary privacy notice.
5.1 Where you have provided explicit consent, we may contact you via WhatsApp for service-related updates, transactional messages, or other communications relevant to your enquiry or engagement with us. This may include, for example, sending you a price guide following a form submission or confirming details of your enrolment. Your consent is captured at the point of form submission, where clear messaging is provided regarding WhatsApp usage.
5.2 You may opt out of WhatsApp communications at any time by replying with “STOP” or by contacting us directly using the details at the beginning of this notice.
5.3 We do not use WhatsApp for unsolicited promotional messaging. All communications are sent using approved templates and categorised appropriately in line with WhatsApp’s Business Policy. We ensure that links shared via WhatsApp are fully visible and clearly indicate their destination.
6.1 If you contact us by telephone, calls may be recorded for training and monitoring purposes. Any data submitted by telephone will be held and used securely in accordance with this privacy notice and applicable data protection regulations.
7.1 We usually collect identity information, contact information, payment information, transaction information, learner information, survey information, marketing information, and special information directly from you when you fill out a form, survey or questionnaire, purchase services and/or digital content from us, enrol on a course, or contact us by email, phone, WhatsApp, in writing, or otherwise. This includes the Personal Information that you provide to us when you subscribe to our mailing list or enter a competition or survey.
7.2 We may receive some of your Personal Information from third parties or publicly available sources. This includes:
a. contact information and payment information from other companies within Future Fit Group, such as Future Fit Group Ltd, Future Fit For Business, iCareiMove, Biomechanics Education, Future Fit Sport Ltd (t/a Future Coach) (company number 16556190), and Inspiring Active Pathways CIC (Future Active Workforce Community Interest Company, company number 16376487);
b. identity information and contact information from our contracted partnerships such as your employer or organisation contracting us to provide services to you;
c. website, device and technical information from third parties such as analytics providers (e.g. Google, Microsoft);
d. any other methods by which Personal Information is collected.
7.3 We may also receive website, device, and technical information automatically from technologies such as cookies that are installed on our website. To find out more about these, please see our cookie policy set out in Section 13 of this notice.
8.1 We may need to share your Personal Information with other organisations or people. These organisations include:
a. Other companies in our group (who may act as joint Data Controllers or as Data Processors on our behalf) in relation to IT services or for management reporting purposes. These include Future Fit Group Ltd, Future Fit For Business, iCareiMove, Biomechanics Education, Future Fit Sport Ltd (t/a Future Coach) (company number 16556190), and Inspiring Active Pathways CIC (Future Active Workforce Community Interest Company, company number 16376487).
b. Third parties who are not part of our group. These may include:
i. Suppliers, such as IT support services, payment providers, our FLEX learning management system, administration providers, awarding bodies, and marketing agencies, who are based in the UK;
ii. Government bodies and regulatory bodies, such as HMRC and fraud prevention agencies, who are based in the UK;
iii. Our advisers, such as lawyers, accountants, auditors, and insurance companies, who are based in the UK;
iv. Our bankers, who are based in the UK;
v. Credit reference agencies and finance providers, who are based in the UK;
vi. Email and marketing platforms, including Mailchimp and ClickDimensions;
vii. CIMSPA, where you have registered for membership through us.
c. Any organisations that propose to purchase our business and assets, in which case we may disclose your Personal Information to the potential purchaser.
8.2 Depending on the circumstances, the organisations or people who we share your Personal Information with will be acting as either Data Processors or Data Controllers. Where we share your Personal Information with a Data Processor, we will ensure that we have in place contracts that set out the responsibilities and obligations of us and them, including in respect of security of Personal Information.
8.3 We do not sell or trade any of the Personal Information that you have provided to us.
9.1 If any transfer of Personal Information by us will mean that your Personal Information is transferred outside of the EEA, we will ensure that safeguards are in place so that a similar degree of protection is given to your Personal Information as is given to it within the EEA. We will also ensure that the transfer is made in compliance with data protection laws (including, where relevant, any exceptions to the general rules on transferring Personal Information outside of the EEA that are available to us — these are known as ‘derogations’ under data protection laws). We may need to transfer Personal Information outside of the EEA to other organisations within our group or to the third parties listed above in Section 8 who may be located outside of the EEA.
9.2 The safeguards set out in data protection laws for transferring Personal Information outside of the EEA include:
a. where the transfer is to a country or territory that the UK or EU Commission has approved as ensuring an adequate level of protection;
b. where Personal Information is transferred to another organisation within our group, under an agreement covering this situation, which is known as ‘binding corporate rules’;
c. having in place a standard set of clauses that have been approved by the UK or EU Commission;
d. compliance with an approved code of conduct by a relevant data protection supervisory authority (in the UK, this is the Information Commissioner’s Office (ICO));
e. certification with an approved certification mechanism;
f. where applicable arrangements have been approved in respect of certain countries, such as the Data Privacy Framework (or any successor arrangements) in place with the US.
10.1 ‘Automated decision making’ is where a decision is automatically made without any human involvement. Under data protection laws, this includes profiling. ‘Profiling’ is the automated processing of Personal Information to evaluate or analyse certain personal aspects of a person (such as their behaviour, characteristics, interests or preferences).
10.2 Data protection laws place restrictions upon us if we carry out any automated decision-making (including profiling) that produces a legal effect or similarly significant effect on you.
10.3 We do not carry out any automated decision making (including profiling) that produces a legal effect or similarly significant effect on you. If we decide to do this, we will notify you and we will inform you of the legal reason we are able to do this.
11.1 Under data protection laws you have certain rights in relation to your Personal Information, as follows:
a. Right to request access (this is often called ‘subject access’): the right to obtain from us a copy of the Personal Information that we hold about you. We must also provide you with certain other information in response to these requests to help you understand how your Personal Information is being used.
b. Right to correction: the right to request that any incorrect Personal Information is corrected, and that any incomplete Personal Information is completed.
c. Right to erasure (this is often called the ‘right to be forgotten’): this right only applies in certain circumstances. Where it does apply, you have the right to request that we erase all of your Personal Information.
d. Right to restrict processing: this right only applies in certain circumstances. Where it applies, you have the right to request that we restrict the processing of your Personal Information.
e. Right to data portability: this right allows you to request that we transfer your Personal Information to someone else.
f. Right to object: you have the right to object to us processing your Personal Information for direct marketing purposes. You also have the right to object to us processing Personal Information where our legal reason for doing so is the Legitimate Interests Reason (see Section 4 above) and there is something about your particular situation that means that you want to object to us processing your Personal Information. In certain circumstances you have the right to object to processing where such processing consists of profiling (including profiling for direct marketing).
11.2 In addition to the rights set out in Section 11.1, where we rely on consent as the legal reason for using your Personal Information, you have the right to withdraw your consent. Further details about this are set out in Section 4.
11.3 If you want to exercise any of the above rights in relation to your Personal Information, please contact us using the details set out at the beginning of this notice. If you make a request, please note:
a. we may need certain information from you so that we can verify your identity;
b. we do not charge a fee for exercising your rights unless your request is unfounded or excessive; and
c. if your request is unfounded or excessive, we may refuse to deal with your request.
12.1 You may receive marketing from us about similar goods and services, where either you have consented to this, or we have another legal reason by which we can contact you for marketing purposes.
12.2 We will give you the opportunity to manage how or if we market to you. In any email we send you, we provide a link to either unsubscribe or opt out, or to change your marketing preferences. To change your marketing preferences and/or to request that we stop processing your Personal Information for marketing purposes, you can always contact us on the details set out at the beginning of this notice.
12.3 If you request that we stop marketing to you, this will not prevent us from sending communications to you that are not to do with marketing, for example in relation to your enrolment or courses that you have purchased from us.
12.4 We do not pass your Personal Information on to any third parties for marketing purposes.
13.1 If you are unhappy about the way that we have handled or used your Personal Information, you have the right to complain to the UK supervisory authority for data protection, which is the Information Commissioner’s Office (ICO). Please contact us in the first instance if you wish to raise any queries or make a complaint in respect of our handling or use of your Personal Information, so that we have the opportunity to discuss this with you and to take steps to resolve the position. You can contact us using the details set out at the beginning of this privacy notice.
Our website may contain links to third-party websites. If you click and follow those links, they will take you to the third-party website. Those third-party websites may collect Personal Information from you, and you will need to check their privacy notices to understand how your Personal Information is collected and used by them.
We use cookies on our website. You’ll find a notice about this on our homepage as well, which also links back to this policy. We last updated our cookie policy on 10 June 2026.
A cookie is a small text file that is placed onto your computer (or other electronic device) when you access our website. There are 4 different types of cookies:
1. Strictly Necessary cookies (required for the website to run). These allow you to do things like log in securely, use our shopping basket, and submit enquiry forms.
2. Analytics cookies (which measure how many visitors use our site, which pages they visit and how they interact with the site). These help us to improve our website.
3. Functional cookies (which remember specific visitors’ preferences and enable features such as personalised popups, form routing, and email list management).
4. Advertisement cookies (these collect information about individual visitors that enable us, or third parties, to provide relevant advertisements to those who have visited our site, and to measure the effectiveness of our advertising).
Our website may use each type of cookie in order to:
1. Make your online experience more efficient and enjoyable
2. Improve our services
3. Recognise you whenever you visit this website and distinguish you from other users of our site
4. Obtain information about your preferences and use of our site
5. Provide you with advertising that is tailored to your interests
6. Carry out research and data analysis to help us to improve our content and services and to better understand our customer preferences and interests
Your web browser places cookies on your hard drive for record-keeping purposes and sometimes to track information about you. We have set out specific details of the cookies we use on our site in the table below.
Like many other websites, third parties may also set cookies on our website. These third parties are responsible for the cookies they set on our site and we have no control over them. For further information on how their cookie policies work, please visit their websites.
You can manage cookies yourself via our cookie consent banner (powered by CookieYes), which allows you to accept or decline cookies by category. You can also update your preferences at any time by clicking the cookie settings link in our website footer.
In addition, you can set your web browser to refuse cookies, delete cookies, or to alert you when cookies are being sent. Links to cookie management guidance for popular browsers are provided below:
Google Chrome:
https://support.google.com/accounts/answer/61416
Mozilla Firefox:
https://support.mozilla.org/en-US/kb/websites-say-cookies-are-blocked-unblock-them
Microsoft Edge:
https://support.microsoft.com/en-us/windows/manage-cookies-in-microsoft-edge
Apple Safari:
https://support.apple.com/guide/iphone/enable-cookies-iph1ec277219/ios
For further information about cookies and how to manage or disable them please go to: www.aboutcookies.org.
Please also note that if you change/block cookies then:
• some parts of our website may not function properly or as well as they otherwise might;
• changes will apply across all websites that you visit (unless you choose to block cookies only from particular websites); and
• the settings that you change will only apply on the device on which you change the settings and will not apply across all other devices that you use.
We have set out in the table below details of each of the cookies on our site, a description of what they do and, where relevant, external links that provide more information about them:
|
Cookie / Tool |
Category |
Description |
Further information |
|
CookieYes |
Strictly Necessary |
We use CookieYes to manage cookie consent on our website. CookieYes stores your cookie preferences so that your choices are remembered on subsequent visits. No personally identifiable information is collected by this cookie. |
|
|
Google Tag Manager |
Strictly Necessary |
We use Google Tag Manager to manage and deploy tracking and analytics scripts on our website. Google Tag Manager itself does not set cookies or collect personal data; it acts as a container that controls when and how other tags (such as Google Analytics and Google Ads) fire, based on your consent preferences. |
|
|
Gravity Forms |
Strictly Necessary |
We use Gravity Forms to power our enquiry and lead capture forms. Gravity Forms may set session cookies to support form functionality and submission tracking. Form data submitted through our website is routed to our CRM and email marketing platforms to fulfil your service request. |
|
|
Enquiry tracking |
Strictly Necessary |
We place a cookie when you submit a form on our website to append entry URL, page information and form information to your enquiry. This allows us to process your enquiry fully and route internally to the correct team. |
First-party cookie. No external link. |
|
Shopping basket |
Strictly Necessary |
We use cookies to store and recall the contents of your shopping basket. This allows you to return to complete a purchase at a later time. Basket data may also be shared with our third-party payment and fulfilment provider to process your order. |
First-party cookie. No external link. |
|
FLEX (Learning Management System) |
Strictly Necessary |
When you log in to FLEX, our proprietary learning management system at flex.futurefit.co.uk, an encrypted session cookie is placed on your device to maintain your logged-in state securely. This cookie does not store personally identifiable information in readable form. |
|
|
Google Analytics |
Analytics |
We use Google Analytics, loaded via Google Tag Manager, to analyse how visitors use our website. Google Analytics generates statistical information about website usage by means of cookies stored on your device. This information is used to produce reports and improve our website. Google Analytics only fires after you have given your consent via our cookie banner. Google will store this information in accordance with its privacy policy. |
|
|
Microsoft Clarity |
Analytics |
We use Microsoft Clarity to understand how visitors interact with our website, including session recordings, heatmaps, and scroll behaviour analysis. Clarity stores a pseudonymous identifier in a first-party cookie to associate page views and generate aggregated analytics. Clarity only sets cookies after you have given your consent via our cookie banner. Microsoft Clarity is GDPR-compliant and does not use collected data for advertising or user profiling. |
|
|
Google Ads (conversion tracking and enhanced conversions) |
Advertisement |
We use Google Ads conversion tracking, loaded via Google Tag Manager, to measure when a visit to our website results in a desired action such as a form submission or purchase. We also use enhanced conversions, which may process hashed (pseudonymised) personal data such as your email address or phone number to improve the accuracy of conversion measurement. This data is hashed before being sent to Google and is not used for targeting purposes. Google Ads tags only fire after you have given your consent via our cookie banner. |
|
|
Meta Pixel |
Advertisement |
We use the Meta Pixel to measure the effectiveness of our advertising on Facebook and Instagram, and to build audiences for remarketing purposes. The Meta Pixel collects information about your visit to our website and associates it with your Meta account where applicable. The Meta Pixel only fires after you have given your consent via our cookie banner. |
|
|
Microsoft Advertising (UET) |
Advertisement |
We may use Microsoft Advertising’s Universal Event Tracking (UET) tag to measure conversions and build audiences for remarketing across Microsoft’s advertising network (including Bing). UET collects information about your activity on our website and associates it with Microsoft advertising identifiers. UET only fires after you have given your consent via our cookie banner. Microsoft processes this data in the US under the Data Privacy Framework and Standard Contractual Clauses. |
|
|
OptinMonster |
Functional |
We use OptinMonster to display targeted popups and lead capture campaigns based on your behaviour on our website (such as exit intent or time on page). OptinMonster sets cookies to record whether a campaign has been shown to you, whether you have closed it, and whether you have converted, in order to control frequency and personalise your experience. OptinMonster cookies are specific to our site and are not used for third-party advertising purposes. |
|
|
ClickDimensions |
Functional |
We use ClickDimensions as part of our CRM and marketing automation platform. When you submit a form on our website, your data may be routed via a ClickDimensions webhook to our CRM system. ClickDimensions may also set cookies to support web tracking and campaign attribution linked to your contact record. |
|
|
Mailchimp |
Functional |
Where you have subscribed to our mailing list or opted in to email marketing, your contact data may be passed to Mailchimp via a Gravity Forms integration. Mailchimp may set cookies to support the delivery and tracking of email campaigns. Mailchimp processes data in the US under appropriate safeguards. |