Privacy Policy
Effective Date: 11 June 2026
Data Controller
Viborg Fitness Gym
CVR No.: 42029130
VAT No. DK42029130
Address: Falkevej 16, 8800 Viborg
Phone: +45 20 98 55 76
Email: info@viborgfitnessgym.dk /
kontakt@vfg.dk
Website: https://viborgfitnessgym.dk
1. Purpose and Legal Basis
Viborg Fitness Gym collects and processes personal data of members, website visitors, and users of the member platform for the following purposes and on the following legal bases:
- Membership administration (legal basis: performance of contract)
- Invoicing and accounting (compliance with legal obligations)
- Communication regarding classes, events, and operational information (legitimate interest)
- Marketing of offers and events (consent)
- Operational analysis of website and platform (legitimate interest / consent for cookies)
2. What Data Do We Collect?
2.1 Directly from You
- Name, address, email, and phone number
- Date of birth (for age verification in children/youth classes)
- Payment information (account or card details)
- CPR number (if relevant)
2.2 Technical Data via Website and Platform
- IP address, browser, and device data
- Cookies and tracking data (see section 9)
2.3 Communication
- Emails, form submissions, customer service inquiries
2.4 Optional health and fitness data
If you use optional features in the member app (weight, nutrition, health/lab, wearables, progress photos), we process this information as special categories of personal data (health data, GDPR Art. 9) based on your explicit consent (Art. 9(2)(a) and Art. 6(1)(a)) — not as part of the membership agreement.
- Consent is collected just-in-time per domain before your first log or opening
- Membership and check-ins remain on contract (Art. 6(1)(b)) and do not cover optional tracking
- Full disclosure, domains, retention, and withdrawal: Health data consent
3. Sources
We primarily collect data directly from you in connection with registration, contact, and use of our digital services.
4. Disclosure and Third-Party Providers
4.1
We only share personal data with external data processors who assist us with:
- Accounting and financial systems (bookkeeper/office)
- IT and platform operations (hosting, membership software)
- Marketing and newsletter services
4.2
Transfers to third countries only occur where EU Standard Contractual Clauses or equivalent safeguards are in place, e.g., when using the product analytics tool PostHog on the member platform.
5. Retention Period
- Membership data is retained as long as you are an active member and up to 5 years after termination (accounting requirements).
- Marketing data (based on consent) is retained until consent is withdrawn or for a maximum of 3 years.
- Web and cookie log files are deleted after a maximum of 24 months.
- Optional health data: Retained while your account is active and your consent for the domain applies. If you withdraw a consent, the domain’s data is deleted automatically — normally the same day and within 30 days at the latest. If you delete your account, all your health data (incl. progress photos) is deleted automatically immediately after account deletion. After 24 months of inactivity in the app’s health features we delete your health data; you receive an email notice after 18 months — see health data consent.
6. Your Rights
You have the right at any time to:
- Request access to the data we process about you
- Have incorrect data corrected
- Have your data deleted (“right to be forgotten”)
- Restrict the processing of your data
- Object to processing (including direct marketing)
- Receive your data in a machine-readable format (data portability)
- Withdraw your consent at any time without affecting the lawfulness of processing before withdrawal
7. Complaints
If you wish to complain about our processing of your personal data, you can
contact us at the above email address.
You may also file a complaint with the Danish Data Protection Agency:
https://www.datatilsynet.dk
8. Cookies and Similar Technologies
8.1
We use cookies and similar technologies for:
- Essential functions (login, session security)
- Functionality (language and theme preferences)
- Statistics and product analytics on the member platform (PostHog) to improve the platform
We do not use cookies for marketing, retargeting, or social media.
Analytics on health pages in the member app may require separate cookie/analytics consent — distinct from health data consent (Art. 9).
8.2
You can restrict or delete cookies at any time via your browser settings.
See guidance on cookie management at
Cookievejledningen (Danish Agency for Digital Government)
and in your browser’s help section.
9. Security
We protect your personal data through technical and organizational measures such as encryption (TLS/SSL), access control, backups, and internal data minimization policies.
10. Changes to the Policy
We reserve the right to update this privacy policy. Changes will be published on this page with an updated “Effective Date”.
Viborg Fitness Gym is committed to processing your data securely and in
accordance with applicable data protection regulations.
Please contact us if you have any questions.
