Legal
Privacy policy
How we handle the personal information you share with us when you call, email, visit or train at the studio.
Last updated: [Date]
Template text, not legal advice. This page is a structured starting point. It has not been reviewed by a lawyer and is not approved for use. Highlighted items must be completed by the business owner, and the whole page should be checked against how the studio actually operates and current UK law.
1. Who we are
Harbor Fitness QA (“we”, “us”) is the data controller for the personal information described in this policy.
- Legal name
- [Registered business or company name]
- Company number
- [If applicable]
- Address
- 24 Northline Yard, London [postcode]
- ICO registration
- [Registration number, if required]
- Contact
- hello@northline.example · 020 7946 0168
2. Information we collect
We only collect what we need to run classes and memberships. Depending on how you use the studio, this may include:
- Contact details: name, phone number, email address.
- Booking and membership records: classes attended, membership type, payment history.
- Health and injury information you choose to tell us so coaches can adapt exercises. This is special category data and we handle it with extra care.
- Training notes for personal training clients, such as exercises and loads.
- Website data: [describe any analytics, cookies or server logs actually used, or state that none are used once verified]
3. How we use it and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Arranging classes and personal training | Contract [confirm] |
| Billing and managing memberships | Contract; legal obligation for accounting records [confirm] |
| Adapting training to health or injury information | Explicit consent [confirm with adviser] |
| Contacting you about changes to your classes | Legitimate interests [confirm] |
| Marketing emails, if any | Consent [or remove if not used] |
4. Who we share it with
We do not sell personal information. We share it only with service providers that help us run the studio, under appropriate agreements:
- [Booking or membership software provider]
- [Payment processor]
- [Email and phone provider]
- [Website host]
- [Accountant]
[State whether any provider stores data outside the UK and the safeguards used.]
5. How long we keep it
- Membership and payment records: [e.g. 6 years for accounting purposes]
- Health and training notes: [e.g. while you are a member plus a defined period]
- Enquiry details if you don’t join: [period]
6. Your rights
Under UK data protection law you have rights including to access your information, have it corrected or erased, restrict or object to its use, receive a portable copy, and withdraw consent at any time where we rely on consent.
To use any of these rights, contact us using the details above. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk. We’d appreciate the chance to address your concerns first.
7. Security
[Describe practical measures, e.g. password-protected systems, locked storage for paper records, limited staff access.]
8. Changes to this policy
We may update this policy. The date at the top shows when it was last changed. Significant changes will be communicated to members [method].