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Privacy Policy – REFORM & VIBES LTD
Last updated: January 2026
REFORM & VIBES LTD (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your information when you interact with our studio, website, booking system, or communications.
1. Who we are
Business name: REFORM & VIBES LTD
Type: Pilates & wellness studio
Contact email: info@reformandvibes.co.uk
(Replace with your real email if different)
REFORM & VIBES LTD is the data controller for the personal data we collect.
2. What information we collect
We may collect and store the following information:
• Name
• Email address
• Phone number
• Booking and attendance history
• Payment and subscription information (processed securely by third-party providers)
• Health or injury information only where voluntarily provided to ensure safe participation
• Communication preferences
• Messages you send us (email, WhatsApp, SMS, social media)
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3. How we collect your data
We collect data when you:
• Book classes or appointments
• Sign up to memberships or subscriptions
• Complete intake or health forms
• Contact us by email, WhatsApp, SMS or social media
• Subscribe to updates, offers or newsletters
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4. How we use your information
We use your data to:
• Manage bookings, classes and memberships
• Communicate important studio updates (e.g. timetable changes, cancellations)
• Send reminders and confirmations
• Provide customer support
• Send marketing messages only where you have opted in or where legitimate interest applies
• Ensure your safety during classes
• Meet legal, accounting and insurance obligations
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5. Marketing communications
We may contact you by email, SMS or WhatsApp with studio news, offers or updates if:
• You have opted in, or
• You are an existing customer and the message relates to our services
You can opt out at any time by:
• Clicking “unsubscribe” in emails
• Replying STOP to SMS/WhatsApp
• Contacting us directly
We will never sell your data to third parties.
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6. Legal basis for processing
Under UK GDPR, we process your data based on:
• Consent – where you’ve explicitly opted in
• Contract – to deliver booked services
• Legitimate interest – to run and grow our business responsibly
• Legal obligation – for tax, accounting or insurance purposes
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7. Who we share your data with
We may share data only with trusted third parties such as:
• Booking and scheduling software
• Payment providers
• Email, SMS or WhatsApp communication platforms
• Accountants or insurers (where legally required)
All third parties are required to keep your data secure and confidential.
8. How we store and protect your data
• Data is stored securely in password-protected systems
• Access is limited to authorised personnel only
• We take reasonable steps to protect data from loss, misuse or unauthorised access
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9. How long we keep your data
We retain personal data only for as long as necessary:
• Active customers: during your relationship with us
• Financial records: as required by UK law
• Marketing data: until you opt out
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10. Your rights
You have the right to:
• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Withdraw consent at any time
• Object to marketing
• Lodge a complaint with the Information Commissioner’s Office (ICO)
ICO website: www.ico.org.uk
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11. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website or on request.
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12. Contact us
If you have any questions about this Privacy Policy or how we handle your data, please contact:
REFORM & VIBES LTD