Privacy policy.

Unbound Studios Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

·       Contact details

·       What information we collect, use, and why

·       Lawful bases and data protection rights

·       Where we get personal information from

·       How long we keep information

·       Who we share information with

·       How to complain

Contact details

Email

hello@unbound-studios.co.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

·       Names and contact details

·       Date of birth

·       Purchase or account history

·       Payment details (including card or bank information for transfers and direct debits)

·       Account information

·       Website user information (including user journeys and cookie tracking)

·       Photographs or video recordings

We collect or use the following information for the operation of customer accounts and guarantees:

·       Names and contact details

·       Payment details (including card or bank information for transfers and direct debits)

·       Marketing preferences

We collect or use the following information to prevent, detect, investigate or prosecute crimes:

·       Names and contact information

·       Video and CCTV recordings of public areas (including indoor and outdoor spaces)

·       Financial transaction information

We collect or use the following information for service updates or marketing purposes:

·       Names and contact details

·       Marketing preferences

·       Purchase or viewing history

·       Website and app user journey information

We collect or use the following information for research or archiving purposes:

·       Names and contact details

·       Purchase or viewing history

·       Website and app user journey information

·       Personal information used for the purpose of research

We collect or use the following personal information for dealing with queries, complaints or claims:

·       Names and contact details

·       Payment details

·       Account information

·       Purchase or service history

·       Video recordings of public areas

·       Relevant information from previous investigations

·       Customer or client accounts and records

·       Financial transaction information

·       Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

·       Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

·       Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

·       Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

·       Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

·       Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

·       Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

·       Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

·       Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·       Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·       Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·       We have a legitimate interest in processing personal information such as names, contact details and payment information to provide our services and products to individuals and corporate members. This processing is necessary to deliver the services clients have requested, manage bookings, confirm attendance, process payments, and ensure the smooth running of our classes and memberships. The data collected is limited to what is necessary for the provision of our services, and we share it only with trusted data processors (such as our CRM provider) under appropriate data protection agreements. The processing has a clear benefit to clients, enabling us to deliver a reliable and efficient service, and does not unduly impact their privacy.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

·       Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·       Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·       Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·       We have a legitimate interest in using personal information to create and manage customer accounts and memberships, and to operate our business effectively. We use our CRM and booking platform (Gymflow) to administer accounts, manage bookings, analyse usage trends, and generate internal performance reports. These activities are necessary for the efficient operation and continuous improvement of our services. Data is processed through secure, GDPR-compliant systems and used only for operational and analytical purposes. The processing benefits both us and our members by allowing for accurate records, seamless account management, and improved service delivery, without significant risk to individuals’ privacy.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:

·       Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·       We have a legitimate interest in processing personal data to protect our business, staff and clients by preventing, detecting and investigating potential crimes, fraud, or misuse of our facilities. This may include the use of CCTV at our premises and the monitoring of transactions or account activity to ensure security and prevent unauthorised access. Data may be shared with law enforcement or insurers only when strictly necessary. This processing protects the safety and security of everyone at our studio. We minimise any privacy impact by restricting access to CCTV footage and related data, retaining it only for as long as necessary, and ensuring it is used solely for security purposes.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

·       Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·       We have a legitimate interest in processing personal data to send relevant updates, news and marketing communications about our services, classes and events to individuals who have shown interest in our studio or who are existing members. Using contact details such as email addresses and phone numbers allows us to keep clients informed about new classes, schedule changes, offers and promotions. This helps us maintain engagement and ensure clients benefit fully from their membership. We provide clear information and an easy opt-out option in every communication. Our marketing is proportionate, targeted, and designed to be relevant and non-intrusive. Individuals can withdraw from marketing communications at any time without affecting their membership or access to services.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

·       Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

·       Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·       We have a legitimate interest in using client data for internal research and analysis to improve our services, understand attendance patterns, and enhance overall customer experience. Analysing usage and feedback helps us make evidence-based decisions about class scheduling, instructor allocation, and service improvements. This ensures our offering continues to meet client needs and expectations. The information used is limited to what is necessary for internal insights. Data is processed securely and only accessed by authorised staff or trusted data processors. The processing poses minimal privacy risk and directly benefits our members by improving the quality and relevance of our services.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

·       Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·       We have a legitimate interest in processing personal data to respond to and manage queries, complaints or claims from clients or prospective clients. We may need to access relevant contact details, booking information, and correspondence records to investigate and resolve issues fairly and efficiently, and to comply with legal or contractual obligations. The data used is restricted to what is necessary for handling the specific matter. Records are kept only for as long as required for legal or operational reasons. The processing benefits clients by ensuring transparency, accountability and timely resolution of issues, and has minimal impact on their privacy.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

·       Directly from you

·       CCTV footage or other recordings

·       Publicly available sources

How long we keep information

Category of Personal Data Purpose of Processing Retention Period Legal/Operational Justification Disposal / Deletion Method Client account and membership data (name, contact details, booking history, membership status) To provide and manage memberships and services 6 years after last activity Limitation Act 1980 (potential claims), business records Secure deletion from CRM (Gymflow)

Payment and transaction data To process payments and maintain financial records 6 years from transaction date HMRC and Companies Act retention requirements Secure deletion from payment processor/records

Marketing contact details To send updates and offers to clients and subscribers Until consent withdrawn or after 2 years of inactivity Legitimate interest and consent basis Removal from mailing and SMS systems

Enquiry and complaint correspondence To respond to and manage enquiries, complaints or claims 12 months after resolution (or until claim closed) Legitimate interest; potential legal defence Secure deletion from email and CRM CCTV footage To ensure safety and prevent crime 30 days unless required for investigation Legitimate interest in safety/security Automatic overwrite or manual deletion

Research and analytics data (attendance, feedback, trends) To improve services and operations Up to 3 years, reviewed annually Legitimate interest in service improvement Anonymisation or secure deletion

Corporate membership or partner contact details To manage business relationships 6 years after contract end or last contact Contractual necessity; legitimate interest Secure deletion from CRM and records

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

Gymflow, CRM

This data processor does the following activities for us: Gymflow provides our CRM system, managing class scheduling, membership management and billing, door access control and check ins, provide our custom branded app, provide our sales and marketing tools. They give us access to analytics and reports for our business.

Others we share personal information with

·       Organisations we’re legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 19th October 2025