Privacy Policy

Website: theformestudio.co.uk
Effective Date: June 2026

FORME Studio (“FORME Studio”, “we”, “us”, “our”) is committed to protecting your privacy and handling your personal data transparently and securely in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store and share your personal data when you use our services, book classes, attend the studio, contact us, or interact with us online.

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1. Who We Are (Data Controller)

FORME Studio is the data controller responsible for your personal data.

Studio name: FORME Studio
Address: Medda Place, Thurlaston, Rugby, Warwickshire, CV23 9JR
Email: lily@theformestudio.co.uk 
Instagram: @formestudio_pilates  

If you have any questions about this Privacy Policy or your personal data, please contact us using the details above.

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2. The Personal Data We Collect

We may collect and process the following categories of personal data:

• 2.1 Identity & Contact Data
  
  - Name
  - Email address
  - Phone number
  - Billing address (if applicable)
  
  
• 2.2 Booking & Account Data
  
  - Booking history (classes, private sessions, memberships, packs)
  - Attendance records
  - Membership details
  - Credits, gift cards or account balances
  - Account preferences  
  
  
• 2.3 Payment Data
  
  We do not store full payment card details. Payments are processed securely via third-party providers.
  We may retain limited information such as:
  
  - Transaction IDs
  - Payment status
  - Last 4 digits of card (where provided by processor)
  - Invoices and receipts  
  
  
• 2.4 Health & Wellbeing Data (Special Category Data)
  
  To provide safe Pilates instruction, we may collect limited health information, including:
  
  - Injury history
  - Relevant medical conditions
  - Pregnancy or postnatal status
  - Physical limitations or movement considerations
  
  This data is treated with extra care under UK GDPR.
  
  
• 2.5 Communications Data
  
  - Messages sent via email, forms, or social media
  - Client notes relating to service delivery and care  
  
  
• 2.6 Website Usage Data
  
  When visiting our website, we may collect:
  
  - IP address
  - Browser type and device information
  - Pages visited and time spent
  - Referral sources
  
  This may be collected via cookies and analytics tools (see Section 9).
  
  
• 2.7 Marketing Data
  
  - Subscription status to emails or newsletters
  - Communication preferences
  - Engagement with emails (e.g. opens or clicks)

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3. How We Collect Your Data

We collect personal data in the following ways:

- When you book classes or services
- When you purchase memberships, packs, or products
- When you complete forms or provide health information
- When you contact us via email, phone, website, or social media
- Through cookies and analytics when you browse our website
- When you attend the studio and interact with our team

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4. How We Use Your Personal Data

We use your personal data for the following purposes:

• 4.1 To provide our services
  
  - Manage bookings and attendance
  - Deliver safe and appropriate Pilates instruction
  - Maintain client records
  - Provide support and client care  
  
  
• 4.2 To manage payments and administration
  
  - Process payments and issue receipts
  - Manage memberships and billing
  - Prevent fraud or misuse
  
  
• 4.3 To communicate with you
  
  - Send booking confirmations and reminders
  - Notify you of schedule or service changes
  - Respond to enquiries and provide support  
  
  
• 4.4 To improve our services and website
  
  - Analyse website usage
  - Improve client experience and offerings
  - Develop studio operations  
  
  
• 4.5 To send marketing communications (where permitted)
  
  - Studio updates and announcements
  - New classes, offers, and promotions
  - Events and workshops  
  
  You can opt out at any time (see Section 8).

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5. Lawful Bases for Processing (UK GDPR)

We process your data only where lawful to do so:

• 5.1 Contract
  
  - To provide booked services and manage memberships  
  
  
• 5.2 Legitimate Interests
  
  - Running and improving the studio
  - Customer service and scheduling
  - Fraud prevention and business operations  
  
  
• 5.3 Legal Obligation
  
  - Complying with tax and accounting requirements  
  
  
• 5.4 Consent
  
  - Marketing communications (where required)
  - Processing health data
  - Use of non-essential cookies  
  
  You may withdraw consent at any time.

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6. Special Category Data (Health Information)

Where health data is provided, we process it only where necessary to:

- Deliver services safely
- Make appropriate exercise modifications
- Protect your wellbeing  

This is processed based on:

- Your explicit consent, and/or
- Health and safety obligations  

You are not required to provide this information, but it may affect our ability to safely deliver services.

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7. Who We Share Your Data With

We only share your data when necessary and with trusted providers:

• 7.1 Booking & Management Systems
  
  Third-party platforms used to manage bookings and memberships (bsport)
  
  
• 7.2 Payment Providers
  
  Secure payment processors  
  
  
• 7.3 Email & Marketing Platforms
  
  For sending newsletters and updates  
  
  
• 7.4 Website & Analytics Providers
  
  Hosting platforms and analytics tools (e.g. Google Analytics)  
  
  
• 7.5 Professional Advisors
  
  Accountants, legal advisors, insurers (if required)  
  
  
• 7.6 Legal Authorities
  
  Where required by law or regulation
  We never sell your personal data.

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8. Marketing Preferences

You may receive marketing communications if you have opted in or where permitted by law.

You can unsubscribe at any time by:

- Clicking the unsubscribe link in emails
- Contacting us directly  

Please note: essential service communications will still be sent where necessary.

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9. Cookies & Tracking

Our website may use cookies to:

- Ensure functionality
- Analyse performance
- Improve user experience  

Where required, we will request your consent for non-essential cookies.
You can manage cookie preferences via your browser or website settings.

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10. Data Security

We take appropriate measures to protect your personal data, including:

- Secure systems and platforms
- Restricted access to personal data
- Staff confidentiality practices
- Secure payment processing  

While no system is completely secure, we continuously review our data protection practices.

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11. Data Retention

We retain personal data only as long as necessary:

- Booking and financial records: up to 6 years
- Health and client records: retained as necessary for safe care
- Marketing data: until you unsubscribe or request deletion

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12. Your Rights Under UK GDPR

You have the right to:

- Access your data
- Correct inaccurate data
- Request deletion (in certain cases)
- Restrict or object to processing
- Request data portability
- Withdraw consent at any time  

To exercise your rights, please contact us using the details above.

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13. Third-Party Links

Our website or communications may include links to third-party platforms. We are not responsible for their privacy practices.

Please review their policies separately.

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14. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available upon request or via our official channels, with the effective date updated accordingly.

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Join our mailing list to stay up to date with class news, upcoming events, and studio updates.

We respect your privacy, your details will never be shared with third parties without your consent.