Privacy Policy

[Reformer Pilates suite]

Effective Date: 5 February 2026

At Reformer Pilates suite we are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Business Name: Reformer Pilates suite

Business Type: On demand Reformer Pilates studio
Email: reformerpilatessuite@gmail.com
Address: 179 Clarkston Road, G44 3BS

For the purposes of data protection law, Reformer Pilates Pod is the Data Controller of your personal data.

2. Personal Data We Collect

We may collect and process the following information:

a) Identity & Contact Information

Full name
Email address
Phone number
Date of birth (if required)

b) Health & Fitness Information (Special Category Data)

Injury history
Medical conditions or physical limitations

This information is provided voluntarily and used only to ensure your safety and deliver appropriate instruction.

c) Payment Information

Payments are processed securely via third-party providers (e.g. Stripe & bookwhen).
We do not store full card details.

d) Technical Data

IP address
Browser type
Website usage data (cookies and analytics)

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract – to manage bookings, memberships, and payments
Consent – for marketing communications and health data
Legal obligation – for accounting and insurance purposes
Legitimate interests – to operate and improve our business safely and effectively

4. How We Use Your Data

We use your personal data to:

Manage class bookings and memberships
Provide safe, tailored reformer instruction
Process payments and refunds
Communicate service-related updates
Send marketing emails or messages (with consent)
Maintain legal, tax, and insurance records

5. Marketing Communications

We will only send marketing communications if you have opted in.
You can withdraw consent at any time by:

Clicking “unsubscribe” in our emails
Contacting us at reformerpilatessuite@gmail.com

6. Sharing Your Data

We do not sell your personal data.

We may share data with:

Booking and scheduling software providers
Payment processors
Professional advisers (accountants, insurers)
HMRC or regulators where legally required

All third parties are required to keep your data secure and confidential.

7. Data Storage & Security

Your data is stored securely using reputable software platforms with:

Password protection
Restricted staff access
Secure servers

We retain personal data only for as long as necessary for legal, operational, or insurance purposes. We cannot guarantee that data is 100% safe but all protocols are taken to ensure it is at best.

8. Your Data Protection Rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate data
Request erasure of your data
Restrict or object to processing
Withdraw consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: www.ico.org.uk

To exercise your rights, contact us at reformerpilatessuite@gmail.com

9. Cookies

Our website may use cookies to improve functionality and analyse traffic.
You can control cookies through your browser settings.

10. Changes to This Policy

We may update this Privacy Policy occasionally.
Any changes will be posted on our website with a revised effective date.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Reformer Pilates suite
Email: ReformerPilatessuite@gmail.com