Security

Where your data is kept

The portal runs on Cloudflare. Its database is held in the European Union only, and the copies of our audit records are kept in EU storage too. Direct Debits are set up and collected by Stripe, which holds bank details securely, so they stay out of our systems.

Encryption

• Every connection uses HTTPS, and browsers are told to always use it (HSTS).
• All data is encrypted at rest.
• Personal details, health answers and signatures are each encrypted again, field by field, with their own separate keys, held as secrets and never in the website's code.
• Each encrypted value is tied to its own record, so it can only be read where it belongs.

Who can see what

• Each company only ever sees its own team, and only names, work emails and progress. Health information stays private between your staff and our team.
• Company admins sign in with a single-use email link that lasts 15 minutes. Sessions end after 30 minutes without use and after 8 hours at most, and sensitive changes ask you to sign in again.
• Our reception team works on approved gym devices only, each person with their own PIN, and sees only what they need to welcome your staff.

Records you can rely on

• Every change is recorded with who made it and when, in a tamper-evident log: each entry is sealed to the one before it, and the database accepts additions only.
• Each night the day's records and a fingerprint of the whole log are copied to locked storage that nobody can change or delete for 7 years, not even us. A daily check proves the log still matches every fingerprint.
• The whole database is backed up every night, encrypted with its own key, and kept for 35 days. We practise restoring it.
• Personal records are deleted automatically when they reach the end of their retention period, and each deletion is logged.

Protection against misuse

• Public forms are protected by Cloudflare Turnstile, a hidden check for bots and limits on how often they can be used.
• A strict content security policy means our pages run only our own code, free of advertising and tracking scripts.
• Asking for a sign in link always gives the same reply, so who is registered stays private.

Our commitments

• We use your company's and your staff's information only to run their memberships and your company account. We never sell it, and we never share it for anyone else's marketing.
• Your database lives in the European Union. The few suppliers we rely on (Cloudflare for hosting, Stripe for Direct Debits, our email provider and our accounting software) are listed in our Data Processing Agreement.
• If a security incident ever affects your company's information, we'll tell you without undue delay, and within 72 hours of finding out.
• Staff records are kept for the length of the membership plus 6 years, our copies of invoices for 7 years, and unfinished invitations for 90 days. Then they are deleted automatically.
• Your staff can ask for a copy of the information we hold about them at any time, and we'll send it within one month.
• Health answers are only ever seen by our team, never by your company.

Reporting a concern

If you think you've found a security issue, please email security@rpfitness.co.uk. We'll reply quickly and keep you updated.