Full Range Fitness member app · Last updated 8 October 2026
This policy explains what the Full Range Fitness app does with your information. It is written to describe the app as it actually behaves, not to reserve rights we don't use.
Full Range Fitness ("we", "the gym") is the data controller for the personal data described here. Unit E3, Chaucer Business Park, Polegate, East Sussex BN26 6QH. Contact info@fullrangefitness.com.
| Information | Where it lives | Why |
|---|---|---|
| Your name, email, bookings, membership, attendance history, invoices | TeamUp — the gym's booking system. The app reads it using your own login. The coach team's own tools keep a short copy of your recent bookings (next row). | To show you your schedule, allowance and account, and to book you in. |
| Your recent class bookings and current plan, for the coach team | Our server, copied from TeamUp each morning: the last 16 weeks of bookings (attended, missed, cancelled late) and your current plan. Only the Full Range Fitness coach team sees it, in their own dashboard; other members never do. Bookings older than 20 weeks are deleted. | So coaches can spot when someone is slipping out of their usual routine and check in: in person, by phone, or with a notification in the app (at most one a week, never between 9pm and 8am). |
| A push notification token for your device | Our server (Cloudflare), stored against your TeamUp customer number. It is not stored with your name or email. | So we can send class reminders and tell you when a waitlist spot opens. |
| Your food diary, macro targets, weight log and daily step counts | Your phone + our server. Stored on your phone for offline use and synced to our server against your membership account, so a new phone picks your diary straight back up. It is never shared with anyone by default. If you switch on "Share my diary with the coach team", Full Range Fitness coaches can view your last week of food, water and weight until you switch it off again. Meal photos you keep in your diary stay on your phone. If you choose to log a meal with AI (a photo, a voice note or a sentence), that one photo, recording or sentence is sent to our server and read by an AI service to estimate what you ate; it is not stored, and nothing is added to your diary until you check it. "Delete my nutrition data" erases everything from both places at once. Food lookups send only the search text or barcode to our server, which fetches nutrition facts from the Open Food Facts database. | So you can track food and weight, and not lose it with a lost phone. |
| 28-day programme check-ins (mood, training, your notes) and goals | Your phone + our server. If you join the 28-Day Kickstart or Accelerator, your daily and weekly check-ins are stored against your membership account and are visible to the Full Range Fitness coach team — that's the point: coaches read them and reply to support you. Leaving the programme deletes your programme profile and every check-in; they also expire automatically four months after they're written. | So your coaches can support you off the gym floor during the programme. |
| Your training diary (when the app has the Diary): what you did each day in your own words, how hard it was, how it went and how long | Our server. Stored against your membership account and visible to the Full Range Fitness coach team, who read it to see how your training is going. Not shown to other members. An entry with its minutes earns points like a logged workout (see Points, below). Delete an entry in the app and it's gone; deleting your account deletes them all. | So you can keep track of your training, and your coaches can help. |
| FRF chat messages | Our server. Messages you post in a community channel are visible to other members in that channel under the display name you choose — first name, full name, or an alias. Most channels are open to every member; some are only for some members (for example people on a particular membership or an intro programme, a coach's clients, a training group, people booked into a class that week, or members the coaches picked). We work out who's in those from details we already hold — your membership, bookings, attendance and coach — and keep a list of who's in each one; you only see, and are only notified about, the channels you're in, and if you stop being in one it disappears from your app, its messages included. Coaches can always see who sent a message, alias or not, so the space stays safe; they can also remove messages. Direct messages to the coach team are private between you and the coaches and are never anonymous. Each channel keeps only its most recent messages — older ones roll off permanently. If you @mention someone (or they mention you), we keep a note of it so it can show as unread and notify them; we also note what you've read up to in each conversation, when you last had the app open (so a coach's "@here" reaches people who are about) and your chat notification settings. Other members only ever see your chat display name. | To give members a friendly place to talk, and a direct line to the coaches. |
| Your coach, and the coach team's notes about your messages | Our server, staff only. The gym can give you your own coach (and sometimes a second, supporting coach); you see their first name in your chat with the coaches. The coach team keeps a record of who has coached you and when it changed, whether your messages have been read or answered, and short internal notes about your conversation (for example "prefers mornings"). These are never sent to you or shown to other members. Whichever coach is on shift can still read and answer your messages; the gym owner can limit coaches to their own members. If you text or email the gym, the coach team can see those messages next to your app messages, through HighLevel, the gym's messaging system, which already holds them. When a coach opens your profile, that a profile was viewed (not what it showed) is logged. Messages a coach writes ahead of time wait on our server until they're sent, and a message the coaches send to a group of members arrives as a private message to each of you, so your reply only goes to the coaches. | So you have one named person looking after you, and messages don't get missed. |
| Photos, videos and voice notes in your chat with the coaches | Our server (private file storage). Only what you choose to send: a photo you take in the app, or a photo, video, audio file or voice note you pick or record yourself (in the app, or on a web page the app opens for that). Seen only by you and the coach team, through links that expire. The microphone is used only while you record a voice note. Kept with the conversation, and deleted with your account. | So you can show a coach your form, a meal or a sore knee, and hear back from them. |
| Read receipts | Our server. When you have your chat with the coaches open, the coaches can see that you've seen their messages ("Seen 14:02"), and you can see when a coach has read yours ("Seen by Bex"). Turn this off in the app's Settings and we stop recording when you read, and remove what we had; like WhatsApp, you then don't see the coaches' receipts either. The gym can also turn off the receipts members see. | So you know your message has been read, and coaches know theirs has. |
| Conversations from the gym's old coaching app (Trainerize) | Our server. When the gym moves from Trainerize, it can copy your past messages with the coaches into your chat here, marked "Imported from Trainerize", with their original dates. They're matched to you by your email, or your exact name. Copying them sends no notifications. The file the gym uploads is deleted as soon as the copy is done (and within a day if it isn't finished). | So your coaching history carries on in one place. |
| Problem reports and ideas you send from the app, and any photos you add to them | Our server. Stored against your membership account with what you wrote, the screen you were on and technical details about the app (its version, your phone's model and system version, and recent app errors — never your messages, diary or location). Seen by the coach team and by Stronger Systems, who build the app. Photos are only ones you choose yourself in your phone's own photo picker. | So problems get fixed and good ideas get built, and so we can reply to you. |
| Wins and high fives | Our server. When you attend a class, finish a workout, set a personal best, finish a live heart-rate class, keep a habit streak going or earn a badge, a short line about it ("Sophie T smashed SGT 06:30") can appear in the app's Wins feed for other members, under your first name and initial. Weights are only shown if you choose to show them. Heart-rate wins (a live class's points and zone, and heart-rate badges) are only shared if you turn on "Share my heart-rate wins", and even then never show your heart rate; your heart-rate badges stay on your own Milestones page either way. Other members can give you a high five, and you'll see who did. It's on unless you turn it off: the switch is on the Wins screen and in App Settings, and turning it off hides your past wins too. If you block someone in chat, neither of you sees the other's wins. When you first join the gym and open the app, a "Welcome" post with your first name and initial can appear there too (only if you joined in the last 30 days, and not if you've turned sharing off), so members can say hi. | To let members cheer each other on. |
| Points, ranks and your weekly summary | Our server. Each heart-rate class, workout you log in the app, class you attend and habit streak milestone earns points, stored against your membership account with the date, the class or workout name, minutes and number of sets (never a weight, heart rate or body measurement). From them we work out your monthly total, your rank, a short summary of your week each Monday and a summary after each heart-rate class, and send them to your phone. The coach team can see members' monthly points and ranks. Other members only see your rank if you share your wins, when moving up a rank appears in the Wins feed. You can turn the Monday summary and the progress notifications off in App Settings. | To show your progress over months and years and keep you coming back. |
| Your login session, reminder settings, dismissed notices | Only on your phone. Login tokens are held in the device's secure storage. | To keep you signed in and remember your preferences. |
Notifications are optional and the app asks before sending any. Class reminders are scheduled on your own phone and work without contacting us at all. Waitlist alerts come from our server through Expo's push service and your phone's own notification service (Google for Android, Apple for iOS) — those services necessarily see the delivery token and the message. You can turn notifications off in the app or in your phone's settings at any time.
| Service | Role |
|---|---|
| TeamUp | The gym's booking system, and the record of your membership. |
| Cloudflare | Runs our server and stores push tokens. |
| Expo | Delivers push notifications and app updates. |
| Google / Apple | Deliver notifications to your device; distribute the app. |
| Open Food Facts | The public food database behind barcode scanning and food search. |
| Anthropic / Cloudflare Workers AI | Only if you log a meal with AI: read that one photo, voice note or sentence to estimate the food. Nothing is kept after the answer comes back. |
Push tokens are kept until you turn notifications off, sign out, or uninstall the app; invalid tokens are discarded automatically when a notification fails to deliver. Nutrition data is kept while you use the diary, expires two years after your last entry, and is deleted immediately when you use "Delete my nutrition data". Waitlist state used to spot changes is discarded after 30 days. Your gym account data is kept by the gym in TeamUp under the gym's own retention practices. A record that you asked us to delete your account is kept for a year, so we can show the request was actioned.
More → Delete my account in the app does two things. Everything the app holds about you — food diary, weights and targets, 28-day check-ins, chat display name and messages (with their photos, videos and voice notes, any messages waiting to be sent to you and any history imported from Trainerize), your read-receipt choice, your coach and the coach team's notes about you, training log and MAP levels, step counts, and the push tokens for your devices — is deleted straight away, on our server and on your phone, and cannot be recovered.
Your gym membership itself lives in TeamUp, and closing it is done by the FRF team rather than by that button: we are required to keep booking and payment records for six years for HMRC, and waiver and injury records for our insurers. Your request is logged with the date and actioned within 30 days, and we email you when the account has been closed. If you only want to stop using the app, signing out is enough — nothing is deleted.
You can ask for a copy of your data, ask us to correct or delete it, object to how we use it, or withdraw consent for notifications. Email info@fullrangefitness.com and we will respond within one month. If you are unhappy with our response you can complain to the Information Commissioner's Office at ico.org.uk.
The app is for gym members. Under-16s are managed through a parent or guardian's linked family account rather than their own login.
If this policy changes materially we will say so in the app. The date at the top always reflects the current version.