Privacy Policy

1. Who We Are

Limitless Training Club is a small-group personal training gym located in Paarl, Western Cape, South Africa.

• Responsible Party: Hugo Johannes van Heerden
• Trading name: Limitless Training Club
• Address:Paarl Golf Club Paarl, Western Cape, South Africa
• Email: limitlesspaarl@gmail.com
• Information Officer: Hugo Johannes van Heerden

3. Why We Collect This Information

We collect and process personal information for the following purposes:

• To manage your membership and training enrolment
• To design safe and appropriate training programmes tailored to your needs
• To communicate with you about sessions, schedules, and gym updates
• To send newsletters and educational content (with your consent)
• To process payments and manage your account
• To respond to enquiries submitted via our website
• To comply with applicable legal obligations
• To maintain the safety and security of our premises and members

4. Legal Basis for Processing

We process your personal information on one or more of the following lawful grounds:

• Consent — you have explicitly agreed to the processing (e.g. newsletter sign-up)
• Contract — processing is necessary to fulfil your membership agreement
• Legitimate interest — for the safe operation and management of the Club
• Legal obligation — where required by applicable law

5. Who We Share Your Information With

We do not sell your personal information to any third party. We may share your information only where necessary with the following:

• Octiv — our gym membership management platform
• Payment processors — to facilitate membership fee transactions
• Medical or emergency personnel — in the event of a health emergency on our premises
• Legal authorities — where required by law or court order

All third-party service providers are required to protect your personal information in accordance with POPIA and are prohibited from using it for any other purpose.

6. How Long We Keep Your Information

We retain your personal information only for as long as is reasonably necessary for the purpose for which it was collected, or as required by law:

• Active members: for the duration of your membership
• After cancellation: financial records retained for up to 5 years
• Health and fitness records: retained for up to 6 years, or as prescribed by law
• Marketing data: until you withdraw consent or unsubscribe

After the applicable retention period, your information will be securely deleted or anonymised.

7. Your Rights Under POPIA

As a data subject, you have the following rights:

• Right of access — to request a copy of the personal information we hold about you
• Right to correction — to request that we correct inaccurate or incomplete information
• Right to deletion — to request that we delete your information, subject to legal retention requirements
• Right to object — to object to certain processing activities
• Right to withdraw consent — at any time for consent-based processing, without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at info@limitlesstrainingclub.co.za. We will respond within a reasonable time and no later than 30 days.

8. Data Security

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, alteration, or disclosure. These measures include secure storage of physical records, password-protected digital systems, and restricted access to personal data.

In the event of a data breach that is likely to adversely affect your rights and interests, we will notify you and the Information Regulator as soon as reasonably possible, in accordance with section 22 of POPIA.

9. CCTV Surveillance

Where CCTV cameras are in use on our premises, this is indicated by signage at the relevant entry points. Footage is used solely for the safety and security of members and staff, and is retained for a limited period before being overwritten. Access to footage is restricted to authorised persons only.

10. Newsletter and Marketing Communications

We will only send you marketing or newsletter communications if you have explicitly opted in. You may withdraw your consent and unsubscribe at any time by:

• Clicking the ‘Unsubscribe’ link in any marketing email
• Contacting us directly at info@limitlesstrainingclub.co.za

Unsubscribing from marketing emails will not affect transactional communications related to your active membership.

11. Website and Contact Forms

When you submit an enquiry through our website contact form, the information you provide (name, email address, and message) is used solely to respond to your enquiry. We do not use cookies or tracking technologies on our website beyond what is necessary for basic functionality.

12. Complaints

If you have a concern about how we handle your personal information, we encourage you to contact us directly first so that we can resolve the matter:

• Email: info@limitlesstrainingclub.co.za

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Regulator of South Africa:

• Website: www.inforegulator.org.za
• Email: inforeg@justice.gov.za
• Tel: 010 023 5200

13. Changes to This Policy

We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The updated policy will be published on our website with a revised effective date. We encourage you to review this policy periodically.

Continued use of our website or services after any changes constitutes your acknowledgement of the updated policy.

14. Contact Us

For any questions or requests relating to this Privacy Policy, please contact:

• Name: Hugo Johannes van Heerden
• Organisation: Limitless Training Club
• Email: info@limitlesstrainingclub.co.za
• Location: Paarl, Western Cape, South Africa