Your Privacy Matters
Privacy Policy
We are committed to protecting your privacy and personal information.
1. Introduction
Orchard & Oak Fitness ("we", "our", or "us") is committed to protecting your privacy and personal data. This privacy policy explains how we collect, use, store, and protect your information when you use our services or interact with our website.
This policy complies with UK data protection laws, including the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
2. Information We Collect
Personal Information
- • Name and contact details (email, phone number, address)
- • Health information relevant to fitness training
- • Medical history and physical limitations
- • Emergency contact information
- • Payment and billing information
Website Information
- • IP address and browser information
- • Website usage data and preferences
- • Contact form submissions
- • Cookies and similar technologies
3. How We Use Your Information
Service Delivery: To provide personal training, group classes, treatments, and related services tailored to your needs.
Safety: To ensure your safety during exercise by understanding any health conditions or limitations.
Communication: To contact you about bookings, schedule changes, and service-related matters.
Administration: To manage bookings, process payments, and maintain client records.
Improvement: To improve our services and develop new offerings based on client needs.
4. Legal Basis for Processing
Contract Performance: Processing necessary to provide the services you've requested.
Legitimate Interest: For business administration, service improvement, and marketing to existing clients.
Consent: For specific uses such as photography for marketing or newsletter subscriptions.
Vital Interests: To protect health and safety in emergency situations.
5. Data Sharing
We do not sell, rent, or trade your personal information to third parties. We may share information only in the following circumstances:
• With healthcare professionals if you've consented or in emergencies
• With payment processors for secure transaction processing
• With our professional insurers if required for claims
• When required by law or court order
6. Data Storage and Security
Security Measures: We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction.
Retention: We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, typically 7 years for business records.
Secure Storage: Data is stored securely using encrypted systems and access is restricted to authorised personnel only.
7. Your Rights
Under UK data protection law, you have the right to:
• Access your personal data
• Rectify inaccurate data
• Request erasure of your data
• Restrict processing
• Data portability
• Object to processing
• Withdraw consent where applicable
To exercise any of these rights, please contact us.
8. Cookies
Our website uses cookies to improve your browsing experience and provide personalised content. You can control cookie preferences through your browser settings. Essential cookies necessary for website functionality cannot be disabled.
9. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to read their privacy policies.
10. Children's Privacy
Our services are designed for adults. While children may accompany parents to certain sessions, we do not knowingly collect personal information from children under 16 without parental consent.
11. Changes to This Policy
We may update this privacy policy from time to time. Significant changes will be communicated via email or through our website. Continued use of our services after changes constitutes acceptance of the updated policy.
12. Contact Information
For any questions about this privacy policy or to exercise your rights, please contact us.
If you're not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Last updated: December 2024
This privacy policy may be updated periodically to reflect changes in our practices or legal requirements.