privacy policy

Last updated: September 2026

At B. Reformer Pilates, we are committed to protecting your personal information and respecting your privacy. This Privacy Policy explains what personal information we collect, why we use it, how we keep it secure and your rights under UK data protection law.

1. Information We Collect

We may collect and process the following personal information:

  • Your name, email address and telephone number.

  • Emergency contact information where provided.

  • Booking, membership and attendance information.

  • Payment and transaction information. Payment card details are processed by our payment providers and are not stored directly by B. Reformer Pilates.

  • Information you provide when contacting us by email, WhatsApp, our website, Gymcatch or other communication methods.

  • Information you provide through forms on our website, including our Buddy Up form.

  • Health information that you choose to provide, including relevant injuries, medical conditions, pregnancy or other information necessary to help you participate safely in sessions.

  • Your marketing preferences.

  • Photographs or video where applicable.

Health information is classed as special category personal data under UK data protection law and is given additional protection.

2. How We Use Your Information

We may use your personal information to:

  • Manage bookings, memberships, class passes and payments.

  • Provide and administer our Pilates sessions and services.

  • Communicate with you about bookings, cancellations, timetable changes and other information relating to the services you have booked.

  • Maintain appropriate client records.

  • Take relevant health information into account when providing sessions and helping clients exercise safely.

  • Respond to enquiries and requests.

  • Administer our Buddy Up service and help match clients based on factors such as availability and Reformer experience.

  • Maintain the security and effective operation of the studio.

  • Meet our legal, regulatory, accounting and insurance obligations.

  • Send marketing communications where we are permitted to do so.

  • Use photographs or video for marketing purposes where appropriate consent has been obtained.

We do not sell your personal information to third parties.

3. Our Lawful Bases for Using Your Information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may process your information because:

  • It is necessary to perform our contract with you — for example, to manage your bookings, memberships and payments.

  • We have a legitimate interest — for example, to respond to enquiries, administer the studio and improve our services, provided those interests do not override your rights and freedoms.

  • We have a legal obligation to process or retain certain information.

  • You have given your consent, where consent is the appropriate basis, such as for certain marketing communications or uses of photographs and video.

Where we process health information or other special category data, we will also ensure that an appropriate additional condition for processing that information applies.

4. Booking and Payment Providers

We use third-party providers to help operate our services, including:

  • Gymcatch for bookings, memberships and client administration.

  • Stripe for payment processing.

  • Google services for business administration and secure storage of relevant business information.

  • Squarespace to operate our website.

These providers may process personal information on our behalf or as independent data controllers, depending on the service they provide. Their handling of personal information is also subject to their own privacy policies and applicable data protection laws.

We only share personal information where necessary for the operation of our business, to provide our services, where required by law, or where you have authorised us to do so.

5. Data Storage and Security

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Client and business information may be stored using password-protected digital systems accessible only to people who require access for legitimate business purposes.

Payment card details are processed securely by our payment providers and are not stored directly by B. Reformer Pilates.

Some of the service providers we use may process or store information outside the UK. Where this occurs, appropriate safeguards are required in accordance with UK data protection law.

6. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet any legal, accounting, insurance or regulatory requirements.

Different types of information may therefore be retained for different periods.

When personal information is no longer required, we will securely delete or anonymise it where appropriate.

7. Marketing Communications

We may send you information about B. Reformer Pilates, including studio news, new sessions, events, services and offers, where you have opted in to receive these communications or where we are otherwise permitted to contact you under applicable electronic marketing rules.

Marketing consent is optional and is not a condition of booking or attending sessions.

You can unsubscribe from marketing emails at any time by using the unsubscribe link contained in our emails or by contacting us at emma@breformerpilates.co.uk.

Opting out of marketing will not prevent us from sending you essential service communications relating to your bookings, memberships or sessions.

UK rules generally require consent for electronic marketing to individuals unless the requirements of an applicable exception, such as the existing-customer soft opt-in, are satisfied. ICO

8. Photography and Video

Photographs and video may occasionally be taken during sessions in accordance with our Terms and Conditions.

Where a client is clearly identifiable, we will confirm that they are happy for the content to be published or used for marketing purposes.

If you do not wish to be photographed or filmed, you can let us know at any time.

You may also withdraw consent for the future use of identifiable photographs or video by contacting us.

9. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

  • Access the personal information we hold about you.

  • Rectify inaccurate or incomplete personal information.

  • Request erasure of your personal information in certain circumstances.

  • Restrict processing of your personal information in certain circumstances.

  • Object to processing in certain circumstances.

  • Request data portability where applicable.

  • Withdraw consent at any time where we rely on consent to process your information.

These rights are not absolute and may depend on the circumstances and our legal obligations.

To exercise any of these rights, please contact emma@breformerpilates.co.uk.

We will respond within the timescales required by applicable data protection law.

10. Data Breaches

We take appropriate steps to protect your personal information.

If a personal data breach occurs, we will assess the risk and notify the Information Commissioner's Office (ICO) and/or affected individuals where required by law.

11. Your Right to Complain

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to address them.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, business practices or legal obligations.

Where appropriate, significant changes will be communicated to clients.

13. Contact Us

If you have any questions about this Privacy Policy, how we use your personal information or wish to exercise your data protection rights, please contact:

B. Reformer Pilates
Email: emma@breformerpilates.co.uk