Privacy Policy

1. Introduction

The Flow Room Pilates (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with us — whether in person at the studio, through our website, or via other communication channels.

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

2. What Information We Collect

We may collect the following types of personal data:

  • Identity Information: Name, date of birth, emergency contact details.

  • Contact Information: Email address, phone number, postal address.

  • Health Information: Relevant medical history, injuries, or conditions (to ensure safe participation in classes).

  • Payment Information: Bank or card details (processed securely via our payment provider; we do not store card details).

  • Usage Information: Class bookings, attendance records, and preferences.

  • Marketing Preferences: Your choices about receiving promotional communications.

3. How We Collect Your Information

We collect personal data when you:

  • Register as a member or sign up for a class.

  • Complete a waiver or health form.

  • Communicate with us via email, phone, or social media.

  • Visit our website and fill in forms.

4. How We Use Your Information

We use your personal data to:

  • Provide Pilates classes and related services.

  • Process payments and manage bookings.

  • Ensure your safety during sessions.

  • Communicate important updates (e.g., class changes, cancellations).

  • Send marketing emails or texts (only if you have consented).

  • Comply with legal and insurance obligations.

5. Legal Basis for Processing

We process your data under one or more of the following legal grounds:

  • Contract – to deliver the services you’ve requested.

  • Consent – where you’ve given permission (e.g., marketing emails).

  • Legal Obligation – for compliance with applicable laws.

  • Legitimate Interest – for the operation and improvement of our business.

6. Sharing Your Information

We will never sell your data. We may share it with:

  • Payment processors (e.g., Stripe, GoCardless).

  • Class booking software providers.

  • Insurers, legal advisors, or regulators where required.

  • Medical professionals in case of an emergency.

  • All third parties we work with must comply with data protection laws.

7. How We Store and Protect Your Data

All digital data is stored securely with password protection and encryption where appropriate.

Paper records (if used) are kept in locked storage.

We only keep your data for as long as necessary, usually for 6 years after your last interaction (for legal and insurance purposes).

8. Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data.

  • Correct inaccurate data.

  • Request deletion of your data.

  • Restrict or object to processing.

  • Withdraw consent for marketing at any time.

  • To exercise these rights, email: theflowroompilates@gmail.com

9. Cookies (Website Users Only)

If our website uses cookies, they may collect anonymous information to improve user experience. You can disable cookies in your browser settings.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available in the studio and on our website.

11. Contact Us

If you have any questions about this Privacy Policy or your data, contact:

The Flow Room Pilates

Email: theflowroompilates@gmail.com