Reform Fit Privacy Policy (UK GDPR)
Reform Fit (“we”, “us”, “our”) is committed to protecting your privacy and ensuring the security of your personal data. This privacy policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to clients, website visitors, class participants, and anyone who interacts with our services, including Pilates, Yoga, Personal Training, and associated wellness sessions. This website is not intended for children, and we do not knowingly collect data relating to children unless provided with explicit parental or guardian consent.
Data Controller
Reform Fit Ltd is the data controller responsible for your personal data.
Address: The Forge, Rectory Farm Barns, Walden Rd, Little Chesterford, CB10 1UD
Email: info@reform-fit.co.uk
If you have concerns about how your data is handled, you have the right to contact the UK supervisory authority, the Information Commissioner’s Office (ICO): www.ico.org.uk. However, we ask that you contact us first so we can address your concerns directly.
Personal Data We Collect
We collect and process personal data provided directly by you when you:
- Sign up to our classes, courses, or memberships
- Complete our booking forms or health questionnaires
- Contact us via phone, email, or website
The personal data we collect may include:
- Full name
- Address
- Email address and telephone number
- Date of birth
- Emergency/Next of Kin contact details
- Relevant medical or health information that you choose to share with us to ensure safe participation (e.g., injuries, pregnancy, medical conditions)
- Class attendance records
Where Your Data is Stored
We use secure third-party platforms to store and manage your personal data:
- Booking & Scheduling System: We are transitioning from StudioGrowth to TeamUp. TeamUp will store ongoing and future client bookings and active data only. Historical client data, including past bookings and records, will not be transferred to TeamUp.
During this transition period, some historical data will be temporarily stored in StudioGrowth and/or securely in our internal systems. This allows us to maintain continuity of service, ensure accurate record-keeping, and safely manage the migration in compliance with UK law. Once the transition is complete, TeamUp will only contain active client data, and historical data will remain securely stored separately.
- Secure Internal Records: Google Workspace – used to store historical health questionnaires, next-of-kin details, and assessment notes. These files are securely stored with restricted access, password protection, and two-factor authentication.
- Payment Processing: Stripe – we do not store your card details. Financial transactions are handled directly and securely by Stripe.
Legal Basis for Processing Your Data
We process your data under the following lawful bases:
- Article 6(1)(b) – Processing is necessary to provide our services to you (e.g., arranging classes).
- Article 6(1)(f) – We may use your contact information to send service-related updates.
- Article 9(2)(h) – Health information is processed only where necessary to provide safe exercise instruction and support your wellbeing.
We will only send marketing communications where you have given clear consent.
How We Use Your Data
We use your personal data to:
- Manage class bookings and attendance
- Ensure safe exercise participation based on the health information you provide
- Maintain internal records
- Communicate appointment reminders, schedule changes, or service updates
- Respond to enquiries
- Improve our services and customer experience
We will never sell your information to third parties.
Sharing Your Data
We will only share your personal data:
- With your consent, where needed to coordinate care with another professional (e.g., physiotherapist, GP)
- Where required by law or to protect safety
Data Retention
We retain your information only as long as necessary:
- Historical client records and health-related information are kept for up to 8 years after your last session in compliance with UK law. These records will not be stored in TeamUp but securely stored separately.
- Ongoing client data and bookings are stored in TeamUp for active management of services.
- Next-of-Kin and contact details will be deleted when no longer required.
- Financial transaction records are kept for accounting and tax purposes.
During the transition period, historical data may remain temporarily in StudioGrowth or our secure internal storage to ensure safe and accurate management. Once the transition is complete, active data will continue in TeamUp and historical data will remain securely archived separately.
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (where legally applicable)
- Withdraw consent for marketing at any time
To make a request, please contact us at info@reform-fit.co.uk. We may require proof of identity.
Website, Cookies & External Links
Our website may use cookies to analyse visitor usage and improve functionality. You can disable cookies via your browser.
Our website may contain links to other websites. We are not responsible for their privacy practices.
Changes to This Policy
We review this policy regularly. Any updates will be published on our website.
If you have any questions about this policy or how your data is handled, please contact:
info@reform-fit.co.uk