Last updated 31 July 2026
Privacy notice
This notice covers this website — fullrack.co.uk — and what happens when you get in touch about Fullrack, become a customer, or send a lead our way.
It does not cover the member data inside a gym’s Fullrack app. In that relationship the gym is the data controller and Fullrack is its processor; the terms are in the data processing addendum.
Who we are
Fullrack is a product of Scarecrow Innovations, and Scarecrow Innovations is the data controller for everything in this notice.
| Registered name | Scarecrow Innovations Ltd |
|---|---|
| Company number | 16959235 (England and Wales) |
| Registered office | 69a Barton Street, Tewkesbury, Gloucestershire, GL20 5PY |
| ICO registration number | ZC213769 |
| Contact | tom@scarecrowinnovations.com |
We have not appointed a data protection officer, because we are not required to have one.
What this website collects
Nothing, unless you email us or fill in the enquiry form. There is no analytics script, no advertising pixel, no session recording and no cookie banner — because there are no cookies to consent to. Fonts, images and the product tour are all served from this domain, so loading the page does not tell any third party that you were here.
The enquiry form on this site is hosted by Netlify, the same company that hosts the page you are reading. It posts to this domain rather than to anybody else, it sets no cookies, and it loads no third-party script. It asks for your name, email address, gym name and whatever you write in the message, plus a hidden field that bots fill in and people never see. What you send lands in our email inbox and is handled exactly like an email — same purpose, same lawful basis, same retention as the table below.
Server logs
Netlify keeps standard server logs for this site: IP address, page requested, timestamp, user agent. We use them for security and troubleshooting, on the basis of our legitimate interests in keeping the site up and defending it from abuse. They are held for 30 days and then they are gone. We do not build profiles from them, and we do not tie them to anything else we hold.
If you email us
| What | Why | Lawful basis | How long |
|---|---|---|---|
| Your name, email address, gym name and anything you write | To answer you and, if it goes that way, to quote and onboard your gym | Legitimate interests — responding to a business enquiry you started | 24 months from our last exchange. If you become a customer, the customer row below takes over |
| Notes from a walkthrough call | To remember what you asked for | Legitimate interests | 24 months, or for the life of the contract |
We do not send marketing emails to enquirers, and we do not sell, rent or share enquiry details with anyone.
If your gym becomes a customer
Once you sign, we hold personal data about you as the gym owner or main admin — separately from your members’ data, which is yours and not ours. This part of the notice is about you.
| What | Why | Lawful basis | How long |
|---|---|---|---|
| Your name, email address, phone number, gym name and site address | Running the contract: onboarding, support, telling you about changes | Performance of the contract | 7 years after the contract ends |
| Billing records — invoices, amounts, payment dates | Getting paid, and keeping the books | Legal obligation (tax and company records) | 7 years after the end of the tax year they fall in |
| Support emails and the notes attached to them | Answering you, and remembering what we changed and why | Legitimate interests — running a supportable service | 7 years after the contract ends, then deleted with the rest |
Seven years is the tax retention period, not a preference. When it is up, it goes.
Referrals and leads
Fullrack has a referral link that personal trainers use to tell other trainers and other gyms about the product. If somebody fills that form in, we are the controller for what they send — not the gym whose app the link came from. Those leads go to our own systems and never into any gym’s database.
| What | Why | Lawful basis | How long |
|---|---|---|---|
| Name, an email address or phone number, gym name, anything written in the note, and the name of whoever referred you | To get in touch about Fullrack, once | Consent — you filled in a form asking us to | 12 months from the last contact, or until you ask us to stop, whichever comes first |
You can withdraw that consent at any time by emailing tom@scarecrowinnovations.com, and we will delete the lead rather than mark it as unsubscribed. Withdrawing does not affect anything we did before you withdrew. You also have the rights below, including the right to complain to the Information Commissioner’s Office.
A member referring a friend to their own gym is a different thing entirely: that lead belongs to the gym, it lands in the gym’s admin list, and the gym’s own privacy notice covers it.
Who else touches the data
- Netlify — hosting for this website, for the enquiry form, and for each gym’s app.
- Google (Gmail / Workspace) — our email, so anything you send us is stored there.
Both may process data outside the UK. Where they do, transfers rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.
Your rights
You can ask for a copy of what we hold, ask us to correct it, ask us to delete it, object to us holding it, ask us to restrict what we do with it, or ask for it in a portable format. Where we rely on your consent, you can withdraw it. Email tom@scarecrowinnovations.com and we will respond within one month.
There is no automated decision-making and no profiling in any of this. Nothing about you is decided by a machine, and we do not score, segment or rank anyone.
If you think we have handled your data badly, please tell us first — but you can also complain to the Information Commissioner’s Office at ico.org.uk.
Changes
If this notice changes materially we will update the date at the top. Anyone with an open enquiry or a contract gets told directly.