Data Privacy Policy

Last updated: 15th January 2026

Data Controller Information

This Privacy Policy explains how solidflowprois Ltd ("we", "us", or "our") collects, uses, and protects your personal information when you visit our website or use our services. solidflowprois Ltd is the data controller responsible for your personal data under the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018.

Company Details:
solidflowprois Ltd
Registration Number: 25896314
223 Chester Road
Newcastle, NE7V 4SI
Tyne and Wear, United Kingdom

Data We Collect

The data we collect depends on how you interact with our services. We collect personal information that you provide directly to us, information we gather automatically when you use our website, and information from third-party sources where legally permitted. This data collection enables us to provide our gym CRM services and improve your experience.

Information You Provide Directly

  • Contact information (name, email address, phone number, company name)
  • Account registration details for our CRM platform
  • Communication preferences and marketing consent
  • Support enquiries and correspondence
  • Payment and billing information for our services
  • Feedback, surveys, and testimonials

Information We Collect Automatically

  • Website usage data (pages visited, time spent, click patterns)
  • Device information (browser type, operating system, IP address)
  • Location data (general geographic location based on IP address)
  • Cookies and tracking technologies (see our Cookie Policy for details)
  • Log files and technical information about your use of our services

How We Use Your Information

We use your personal data for legitimate business purposes to provide, maintain, and improve our gym CRM services. The use of your data enables us to deliver personalised experiences, ensure service security, and comply with legal obligations. We process your information based on various legal grounds including your consent, contractual necessity, and legitimate interests.

Service Provision and Management

  • Providing access to our gym CRM platform and related services
  • Processing payments and managing billing for our services
  • Providing customer support and responding to enquiries
  • Maintaining and improving our platform functionality
  • Ensuring platform security and preventing fraud

Communication and Marketing

  • Sending service updates, security alerts, and administrative messages
  • Providing information about new features and service improvements
  • Sending marketing communications (with your consent)
  • Conducting surveys and collecting feedback
  • Personalising our communications based on your preferences

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

Our website uses various types of cookies including necessary cookies for basic functionality, analytics cookies to understand website usage, functional cookies to remember your preferences, and marketing cookies for advertising purposes. For detailed information about the cookies we use, please refer to our Cookie Policy.

Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your information only in specific circumstances outlined below, always ensuring appropriate safeguards are in place to protect your privacy and comply with applicable data protection laws.

Service Providers

We work with trusted third-party service providers who assist us in operating our business and providing services to you. These providers include hosting services, payment processors, email service providers, and analytics platforms. All service providers are contractually bound to protect your data and use it only for the specified purposes.

Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request. This includes compliance with court orders, regulatory investigations, or other legal obligations. We will notify you of such disclosures unless prohibited by law.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. The retention period varies depending on the type of data and the purpose for which it was collected.

Account information and service data are typically retained for the duration of your relationship with us and for a reasonable period afterwards to comply with legal obligations and resolve any potential disputes. Marketing communications data is retained until you withdraw consent or we determine it is no longer relevant. Website analytics data is generally retained for up to 26 months.

Your Rights

Under GDPR and UK data protection laws, you have several rights regarding your personal data. These rights enable you to maintain control over your information and ensure transparency in how we process your data. You can exercise these rights by contacting us using the details provided below.

Your Data Protection Rights Include:

  • Right of Access: Request a copy of the personal data we hold about you
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your personal data in certain circumstances
  • Right to Restrict Processing: Request limitation of how we process your data
  • Right to Data Portability: Request transfer of your data to another service provider
  • Right to Object: Object to processing of your data for direct marketing or legitimate interests
  • Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Our security measures include encryption, secure server infrastructure, access controls, and regular security assessments.

Despite our security measures, no system is completely secure. We cannot guarantee the absolute security of your data, but we are committed to maintaining industry-standard security practices and promptly addressing any security incidents that may occur.

International Data Transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA) where our service providers are located. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or adequacy decisions.

Children's Privacy

Our services are not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete that information promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. For significant changes, we may provide additional notice through email or our platform.

Contact Information

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or need to contact us regarding data protection matters, please reach out to us using the following contact information:

Privacy Contact:
Email: privacy@solidflowprois.world
Phone: +44 1913516215
Post: Data Protection Officer, solidflowprois Ltd, 223 Chester Road, Newcastle, NE7V 4SI, United Kingdom

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority, if you believe we have not handled your personal data in accordance with data protection laws.

ICO Contact Information:
Website: ico.org.uk
Phone: 0303 123 1113