Privacy Policy

1. Introduction

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1.1. TRS is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you interact with us, including through our website, creation of an account, bookings, registration, memberships, purchase of products, service, recruitment and contractual service arrangements, subscription to our newsletter and in-studio services.

 

1.2. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Who We Are

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2.1. Data Controller: TRS

2.2. Registration reference: ZA524754

2.3. Date registered: 23 July 2019

2.4. Address: 10a Gordon Road, West Bridgford, Nottingham, NG2 5LN

2.5. Email: ben@reformerstudio.co.uk

2.6. Phone: 07380863697

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3. Personal Data We Collect

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3.1. We may collect and process the following types of personal data:

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3.2. Identity and contact information:

• Name

• Email address

• Phone number

• Postal address and billing address

• Emergency contact

• Any other information you choose to provide

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3.3. Booking and membership information:

• Class bookings and attendance

• Membership details

• Purchase history

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3.4. Health and fitness information

• Health questionnaires relevant to safe participation

• Injury, pregnancy, or medical information relevant to safe participation

• This information is treated as special category data and is processed only where necessary for your safety and with appropriate safeguards in place

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3.5. Payment information

• Payment status and transaction references

• We do not store full card details

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3.6. Website and technical data

• IP addresses

• Browser type and activity

• Cookies and usage data

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3.7. Recruitment and contractual agreements

• Working references

• Proof of right to work

• Proof of address

• Copies of relevant qualifications

• Bank account details

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4. How We Use Your Data

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4.1. We use your personal data to:

• Provide fitness classes and services safely

• Manage bookings, memberships and attendance

• Process payments

• Communicate service updates and studio information

• Respond to enquiries

• Maintain legal, insurance, and safety records

• Improve our services and website

• Recruitment or other contractual services

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5. Lawful Basis for Processing

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5.1. We can process your personal data under the following lawful bases:

• Contract – to provide our services

• Consent – for marketing communications and health-related information

• Legal obligation – for health, safety and record keeping

• Legitimate interests – to operate and improve our studio

• You may withdraw consent at any time

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6. Booking software and third-party processing (Mindbody)

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6.1. We may share your data with third party service providers (Netgym and Typerform) who help us operate our website and provide services and processes.

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6.2. We use Mindbody (Mindbody, Inc.) to manage class bookings, memberships, client accounts, and payments.

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6.3. When you register, create an account, book classes, or make purchases, your personal data (including contact details, booking history, and payment-related information) is stored and processed securely by Mindbody on our behalf.

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6.4. Mindbody acts as a data processor and is required to implement appropriate technical and organisational measures to protect your data. Payment information is handled directly by Mindbody and its approved payment providers; TRS does not store full card details.

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6.5. Mindbody may store data on servers located outside the UK. Where this occurs, appropriate safeguards are in place to ensure your data is protected in accordance with UK GDPR.

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6.6. Further details can be found in Mindbody’s own Privacy Policy.

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7. Marketing Communications

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7.1. We may contact you with information about classes, workshops, or studio updates where you have consented or were permitted under legitimate interests.

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7.2. You can opt out at any time by:

• Clicking the “unsubscribe” link in emails

• Contacting us directly

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7.3. We do not sell your personal data.

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8. Sharing Your Data

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8.1. We only share your data where necessary and with trusted third parties, including:

• Booking and membership software providers (including Mindbody)

• Payment processors

• Accountants or professional advisers for TRS employees only

• Insurers (where relevant to incidents or claims)

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8.2. All third parties are required to protect your data and process it lawfully.

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9. Data Storage & Security

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9.1. Your data is stored securely using appropriate technical and organisational measures to prevent unauthorised access, loss, or misuse.

 

9.2. We retain personal data only for as long as necessary to meet legal, contractual and operational requirements up to a maximum of 10 years.

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10. Your Rights

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10.1. You have rights to:

• Access your personal data

• Request correction of data that is incorrect

• Restrict the deletion of my data

• Restrict or object to processing

• Withdraw consent at any time

• Data portability

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

 

10.2. To exercise your rights, email us at info@reformerstudio.co.uk

 

 

11. Cookies

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11.1. Our website may use cookies which can be managed by you through your browser settings - please refer to our separate Cookies Policy.

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12. Changes

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12.1. We may update this policy from time to time. The most recent version will be on our website.

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13. Complaints

 

13.1. Please contact us regarding any concerns relating to the handling of your personal data.

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14. Children’s Data

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14.1. Our services are not directed at children under 16