Privacy Policy
This privacy policy sets out how FitBox obtains, holds, uses and discloses personal data and how we protect it.

FitBox is committed to only holding personal data that is accurate, adequate, relevant and not excessive.

This policy provides further details about how we do this and how to contact us if necessary.

Collection and Use of personal data
FitBox collects personal data for a small number of specific reasons, including:

  1. To enable us to perform our contractual responsibilities for support services and/or project delivery.
  2. To enable us to provide quotations for products and services.
  3. To enable us to process orders for products and services, including delivery.
  4. To send informative and relative marketing messages about our products and services

Personal Data is processed in relation to bullet points 1, 2 and 3; “Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract”.

In regard to bullet point 4, Personal Data is processed on the basis of legitimate interest for existing FitBox customers. A customer is defined as an organisation that has had a transaction with FitBox within the last 24 months. For any other organisations, personal data will be processed on the basis of consent.

On occasion, FitBox will process personal data that is either shared, loaned or acquired from third-party organisations.

In these circumstances, FitBox will ensure that the data can legitimately be shared/loaned/sold and use the appropriate basis for the processing of that data in line with any preferences made by the data subject. In all cases, you, as the data subject, have the right to opt-out of receiving any marketing material from FitBox by either selecting the unsubscribe link in any marketing email received from FitBox or by emailing us at and requesting to be opted-out of receiving any future marketing communications.

For us to be able to carry out the above-mentioned activities we may need to share your data with relevant third parties as follows:

  • To suppliers to enable us to process quotations for products and services
  • To vendors to be able to raise support incidents and requests
  • To third party support organisations where FitBox outsource elements of support or are acting on the customer’s behalf
  • Marketing partners for the purpose of executing FitBox marketing campaigns

Please be assured that FitBox will never sell or lease personal data to third-party organisations for direct marketing purposes.

The types of data FitBox may collect include:

  1. Personal details, including; name, job title, email, telephone number and address. Usually, the address will be your place of work, however occasionally FitBox may need to know of your home address if we are supporting you whilst you are working remotely.
  2. IP address, if required for resolving support issues or during project delivery services if our services are connected to your remote working environment.

FitBox will only collect relevant personal data that is required for us to provide you with our services. Normally this data will be obtained directly from you, although we may occasionally use third party marketing services. Where this is the case we will always ensure that the third party marketing agency holds the correct permissions for your data to be used for the intended purpose.

Retention and deletion policy
FitBox is committed to ensuring that your data is protected. In order to prevent unauthorised access, FitBox has put in place appropriate physical and electronic security to keep your data safe.

FitBox will keep your data for an appropriate length of time to enable us to continue providing our services to you, or until such time you withdraw your consent (if consent is the basis for processing).

All information you provide to us is stored on our secure servers. Payment transactions may be undertaken by third-party service providers and will be encrypted using industry-standard SSL technology. Where we have given you (or where you have chosen) a password that enables you to access your online account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. Although we make every effort to protect the personal information which you provide to us, the transmission of data over the internet is not completely secure. As such, you acknowledge and accept that we cannot guarantee the security of your information transmitted to the Website and that any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

Third-party websites
The Website may, from time to time, contain links to websites operated by third parties. Please note that this privacy policy only applies to the personal information that we collect through this Website and we cannot be responsible for personal information collected and stored by third parties. Third-party websites have their own terms and conditions and privacy policies, and you should read these carefully before you submit any personal information to these websites. We do not accept any responsibility or liability for third party terms and conditions or policies.

Our Website uses cookies, which are small files placed on your internet browser when you visit our Website. We use cookies in order to offer you a more tailored experience in the future, by understanding and remembering your particular browsing preferences.

For detailed information on the cookies we use and the purposes for which we use them, please refer to our Cookies Policy. By continuing to use the Website and/or our services, you are agreeing to our use of cookies as described in our Cookies Policy.

What do we do with your personal data?

It’s always up to your whether you wish to provide us with your personally identifiable information. Personally, identifiable information includes:

  • Your name, company, email address, phone number and company address
  • Any account details that you might provide us with
  • Your computers IP address indicating where your computer is located on the internet

If you provide us with personal information, we will not:

  • Sell or rent it to a third party with your permission
  • Disclose your personal data unless required for reasons by law.

Where do we store your personal data?

Any information you provide us will be securely stored on servers that we access through our third party suppliers, all of whom we believe to have a clear commitment to upholding the requirements of GDPR. Where possible, we will choose to store personal data within the UK or EEA, however, the nature of such online services may mean that your data is help outside of the UK and the EEA. We’ve provided details of these providers with links to their privacy policies below.


We take appropriate measures to ensure the continued security of our computer network and operating systems.

Our sites may also be linked to websites operated by third parties. These links are meant for your convenience only. Links to third-party sites do not constitute endorsement on the part of FitBox of those sites and we are not responsible for the privacy practices of the owners and operators of those sites. We encourage you to review the privacy policies and practices on each site before you submit any personal information.

Email Newsletters

If you choose to sign up to receive our email newsletters, we’ll forward your email address to Campaign Monitor and HubSpot, who provide us with email marketing services. We consider Campaign Monitor and HubSpot to be a third party data processor.

Your email address will remain within Campaign Monitor’s and HubSpot’s database for as long as we continue to use their services, or until you specifically request to be removed from our mailing list. Each email we send will include a ‘one click’ unsubscribe option that will instantly remove you from the mailing list.

Consent to receive marketing communications

Whenever you submit personal data to us, we will not send you unsolicited marketing communications (either by email or offline) without your consent. You will only be added to our mailing list under the following circumstances:

  • You’ve given us personal data and explicitly indicated (“opted-in”) to receive marketing communications from us;
  • You’re a client of ours, and we need to keep you informed about changes that may affect our services.

Third-Party Data Processors

We may store your data on servers provided by third-party vendors or through services that process personal data on our behalf. These third parties may be based outside the UK, and we are satisfied that their own privacy policies meet the requirements of GDPR.

Specific services might include:

  • Our customer relationship management system (CRM)
  • Our email platform
  • Digital marketing tools such as website analytics

Named third-party providers and their respective privacy policies are:

Data Breaches

In the event of a data breach, either through our storage or that of third parties, we will report this to the Information Commissioner Office and relevant individuals within 72 hours of it being identified.

Your right to access your personal data

You’re entitled to be able to request details of the personal data we hold about you without a fee. Please contact with details of your request, and we’ll respond as soon as is reasonably possible.

Your customer’s data

The nature of our work will often mean that we have visibility and access to your own customer data which makes us a data processor. The safeguarding of this data is covered by a separate Data Processing Agreement (contract) between us and not by this privacy policy, although many of the same provisions will apply. Please contact for more information.

Changes to the privacy policy
Any changes to this privacy policy will be published via the FitBox website,  It is recommended that you check our website regularly to view the latest privacy policy.

Access to your information
You may request details of personal information which we hold about you. If you would like a copy of the information held on you, please write to the following address:

Basement 176
Church Road,

Or email to

Rights of the Data Subject

In all cases, please direct your queries to:

Basement 176
Church Road,

Or email to