Privacy Policy

1. Introduction

Welcome to W.O.W Fitness Studio Ltd ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

By accessing or using our website, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the site.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out our contact form
• Book personal training sessions or group classes
• Sign up for a membership
• Subscribe to our newsletter
• Contact us via email or phone
• Participate in promotions or surveys

This information may include:

• Name and surname
• Email address
• Phone number
• Home address
• Date of birth
• Emergency contact information
• Health and fitness information (with your consent)
• Payment information (processed securely by third-party providers)

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent
• Referring website
• Device type (mobile, desktop, tablet)

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide our services: Processing membership applications, booking sessions, and managing your account
• To communicate with you: Responding to inquiries, sending booking confirmations, and providing customer support
• To improve our services: Analyzing website usage to enhance user experience and develop new offerings
• To send marketing communications: With your consent, we may send promotional offers, fitness tips, and studio updates
• To ensure safety: Maintaining emergency contact information and health records for your wellbeing during training
• To comply with legal obligations: Meeting regulatory requirements and protecting our legal rights

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:

• Contractual necessity: Processing necessary to provide our fitness services and fulfill your membership
• Legitimate interests: Improving our services, preventing fraud, and ensuring studio security
• Legal obligation: Compliance with health and safety regulations, tax, and accounting requirements
• Consent: Marketing communications and processing of health data (you can withdraw consent at any time)

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your data with:

• Service providers: Payment processors, IT service providers, and marketing platforms
• Professional advisors: Accountants, lawyers, and insurance providers when necessary
• Legal authorities: When required by law or to protect our rights
• Emergency services: In case of medical emergencies during training sessions

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for data transmission
• Secure server infrastructure with regular backups
• Access controls and authentication procedures
• Regular security assessments and staff training
• Secure storage of physical records

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Typically, we retain:

• Membership and payment records: 6 years (for tax and accounting purposes)
• Contact form submissions: 2 years
• Health and fitness assessments: Duration of membership plus 3 years
• Marketing preferences: Until you unsubscribe
• CCTV footage: 30 days

8. Your Rights

Under GDPR and applicable data protection laws, you have the following rights:

• Right to access: Request a copy of your personal data
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restrict processing: Limit how we use your data
• Right to data portability: Receive your data in a structured format
• Right to object: Object to processing based on legitimate interests or direct marketing
• Right to withdraw consent: Withdraw consent at any time

To exercise these rights, please contact us using the information below.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience. These include:

• Essential cookies: Necessary for website functionality and security
• Analytics cookies: Help us understand how visitors interact with our site
• Marketing cookies: Used to deliver relevant advertisements and measure their effectiveness

You can manage your cookie preferences through your browser settings. For more information, please see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., social media platforms, payment processors). We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies.

11. Children's Privacy

Our services are not directed to individuals under the age of 16 without parental consent. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such data, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically. Significant changes will be notified via email to registered members.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Complaints

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF