Privacy Policy

Last updated: 14 November 2025

This Privacy Policy explains how Trial2Member (“we”, “us”, “our”) collects, uses and protects personal data when we work with gyms and studios, and when you visit our website or book an intake audit call.

2. What data we collect

We collect and process the following types of personal data:

a) Contact and business details

• Name and contact details (email address, phone number).
• Gym / studio name, location and website.
• Your role at the business.

b) Communication data

• Information you provide when you book an intake audit call.
• Details you share by email, Calendly, forms or messages about your gym, membership model and goals.
• Records of our communications with you.

c) Website and usage data

• Basic technical information such as IP address, browser type, device and approximate location.
• Pages visited, links clicked and referring pages.

d) Client project data

If we run a pilot or ongoing project together, we may also process limited information about your leads and members (for example first names, contact details and booking history) in order to build and operate your intake funnel. In most cases we act as a data processor for this data under a separate agreement with you.

3. How we collect personal data

We collect data in three main ways:

• Directly from you when you email us, book a call, fill in a form or speak with us.
• Automatically when you visit our website, via cookies and similar technologies.
• From tools we use to deliver our services, such as Calendly (for scheduling) and email providers.

4. How we use personal data (legal bases)

We use personal data for the following purposes and legal bases:

• To respond to enquiries and deliver intake audits – for example, to confirm your booking, talk through your current intake flow and send follow-up notes. Legal basis: performance of a contract or steps taken at your request before entering a contract.
• To provide our services to clients – including designing, implementing and optimising intake funnels. Legal basis: performance of a contract.
• To manage our relationship with you – such as sending service updates, responding to questions and handling reschedules or cancellations. Legal basis: legitimate interests and/or contract.
• To send carefully targeted business-to-business updates – for example, occasional emails about relevant changes to our service or pilot opportunities. You can opt out at any time. Legal basis: legitimate interests / soft opt-in (where applicable).
• To improve our website and services – by analysing usage patterns and feedback. Legal basis: legitimate interests.
• To comply with legal obligations – for example record-keeping, tax and responding to lawful requests from authorities. Legal basis: legal obligation.

5. Cookies and similar technologies

Our website and scheduling pages may use cookies and similar technologies to make things work properly and to understand how people use the site.

These may include:

• Essential cookies – needed to provide basic functionality such as security and booking sessions.
• Analytics or performance cookies – to understand which pages are visited and for how long, so we can improve the site.
• Third-party cookies – for example from Calendly (our scheduling tool) or embedded content.

Where required by law, we will ask for your consent before using non-essential cookies. You can usually disable cookies in your browser settings, but some features of the site may not work correctly.

6. Who we share personal data with

We only share personal data with third parties when necessary and with appropriate safeguards in place. Typical recipients include:

• Service providers such as:
  • Calendly – for booking and managing calls.
  • Email and productivity tools – for sending messages and storing files.
  • Website hosting providers.
  • Analytics providers (where used).
• Professional advisers such as accountants or legal advisers, where needed.
• Authorities where we are legally required to do so (for example for tax or law enforcement purposes).

We do not sell your personal data and we do not share it with third parties for their own independent marketing purposes.

7. International transfers

Some of our service providers may be located outside the UK or European Economic Area, for example in the United States. Where that is the case, we take steps to ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised under UK data protection law.

8. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes set out in this policy, including to satisfy any legal, accounting or reporting requirements.

In general:

• Enquiry and intake-audit information is kept for up to 24 months after our last meaningful contact, unless you ask us to delete it sooner (where we are able to do so).
• Client project records may be kept for a longer period where needed for our contracts, financial records and legal obligations.

9. How we protect personal data

We use a combination of technical and organisational measures to help protect personal data, including encryption in transit, access controls and limiting access to those who genuinely need it for their work.

However, no method of transmission or storage is completely secure. If we become aware of a data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and the appropriate authorities where required by law.

10. Your data protection rights

Under UK data protection law, you have a number of rights in relation to your personal data, including:

• Right of access – to ask for a copy of the personal data we hold about you.
• Right to rectification – to have inaccurate or incomplete data corrected.
• Right to erasure – to ask us to delete your personal data in certain circumstances.
• Right to restriction – to ask us to restrict the processing of your data in certain circumstances.
• Right to object – to object to our processing of your data where we rely on legitimate interests.
• Right to data portability – to receive the data you provided in a structured, commonly used format and/or request that we transfer it to another organisation.
• Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, please email team@trial2member.com.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data: ico.org.uk.

11. Children

Our services and website are aimed at gym and studio owners and managers. We do not knowingly collect personal data from children under 18 for our own business purposes. If you believe a child has provided us with their personal data directly, please contact us so we can delete it.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date at the top. If the changes are significant, we may also notify you by email or by a notice on our website.