PRIVACY POLICY

Privacy Policy

Effective Date: 2 October 2025
Business Name: Reformer Club Fairford
Contact Email: info@reformerclubfairford.com
Location: Fairford, United Kingdom

1. Introduction

At Reformer Club Fairford, your privacy is important to us. This Privacy Policy outlines how we collect, use, store, and protect your personal data when you engage with our services, website, or studio. We are committed to safeguarding your personal information in line with data protection laws.

2. Who We Are

Reformer Club Fairford is a boutique Reformer Pilates studio offering classes and personal training. We act as a "data controller," which means we are responsible for the personal data you provide to us.

3. What Information We Collect

a. Personal Identification Information

  • Full name

  • Email address

  • Phone number

  • Date of birth

b. Health & Fitness Information

  • Health history and physical limitations (to tailor sessions appropriately)

  • Emergency contact information

c. Booking & Payment Information

  • Class bookings and attendance records

  • Payment details (handled securely by third-party providers)

d. Technical Information (Website/App Usage)

  • IP address

  • Browser type and version

  • Cookie information (if applicable)

4. How We Use Your Data

We use your personal data to:

  • Manage class bookings and attendance

  • Communicate with you about class schedules, changes, and offers

  • Tailor sessions to meet your fitness needs and ensure your safety

  • Process payments and issue receipts

  • Comply with our legal and insurance obligations

5. Legal Bases for Processing

We rely on the following legal grounds to process your data:

  • Contractual necessity – to fulfill our agreement with you (e.g., class bookings)

  • Legitimate interests – such as improving our services and maintaining a safe environment

  • Consent – for optional communications like marketing emails

  • Legal obligation – for health and safety, insurance, and accounting purposes

6. How We Store and Protect Your Data

Your data is securely stored on encrypted systems and protected from unauthorized access. Any paper records are kept in locked, secure locations.

We retain personal data only as long as necessary to fulfill our services or legal requirements (e.g., financial records retained for 6 years).

7. Third-Party Sharing

We only share your data with:

  • Trusted booking and payment platforms (e.g., TeamUp, Stripe, or others)

  • Health professionals in emergencies (with your consent or if necessary)

  • Legal or regulatory authorities if required by law

We do not sell or trade your personal information.

8. Marketing Communications

With your explicit consent, we may send you updates about classes, promotions, and special events. You can opt out at any time by clicking “unsubscribe” in our emails or contacting us directly at info@reformerclubfairford.com.

9. Your Rights

You have the right to:

  • Access your personal data

  • Correct any inaccurate information

  • Request deletion of your data (when legally allowed)

  • Object to or restrict processing

  • Withdraw consent (for marketing or optional data)

  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, please email us at info@reformerclubfairford.com.

10. Cookies (if applicable)

If we use cookies on our website, we will inform you and provide an option to manage your cookie preferences. Cookies help us improve site functionality and user experience.

11. Changes to This Policy

We may update this Privacy Policy occasionally. The latest version will always be available on our website or at the studio. If significant changes occur, we’ll notify you via email or other appropriate means.

12. Contact Us

Reformer Club Fairford
Email: info@reformerclubfairford.com