Reform Room Pilates Limited (“Reform Room”, “we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data transparently and responsibly. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, make bookings, attend classes, or interact with us in any way. We are a company registered in the United Kingdom and operate in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Reform Room Pilates Limited

Trading as: Reform Room

Registered Address: Suite 1, 63–67 Athenaeum Place, Muswell Hill, London, N10 3HL

Email: hello@thereformroom.co.uk

We are the data controller responsible for your personal data.

2. Personal Data We Collect

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

Information you provide directly

• Name
• Email address
• Home address (if necessary for billing)
• Emergency contact
• Payment details (processed securely via third-party providers)
• Health information relevant to your participation in Pilates or wellness sessions (e.g., injuries, medical conditions)
• Communications and feedback you send us

Information collected automatically

• IP address
• Device and browser type
• Website usage information (cookies, analytics)

Booking & account information

We use Momence as our booking and client-management software. Any information you provide when creating an account, purchasing a package, or scheduling a session may be stored and processed by Momence on our behalf.

For more information about Momence’s data practices, please refer to the Momence Privacy Policy.

3. How We Use Your Personal Data

We use your data to:

• Manage and process bookings for classes, workshops, or private sessions
• Maintain your client account through Momence
• Communicate with you about your bookings, schedule changes, and updates
• Process payments and manage billing
• Assess your suitability for participating in classes (e.g., health forms)
• Provide customer support
• Send marketing communications (only with your consent)
• Maintain safety, security, and compliance with legal obligations

We only collect and use personal data when we have a lawful basis under UK GDPR, including consent, contract necessity, legitimate interest, and legal compliance.

4. Sharing Your Information

We do not sell or trade your personal data.

We may share your information with:

• Momence, our booking and account-management provider
• Payment processors (e.g., Stripe)
• Email and communication platforms
• Professional advisors (legal, accounting)
• Authorities when required by law

All third-party service providers are vetted to ensure they comply with UK GDPR.

5. Health Information

If you share health-related information, we only use this to ensure your safety during classes. This qualifies as special category data, and we process it based on your explicit consent.

You may withdraw consent at any time, but doing so may limit your ability to participate in certain sessions.

6. Cookies & Website Tracking

Our website may use cookies and analytics tools to improve functionality and user experience. You can manage cookie preferences through your browser.

7. Data Retention

We retain your data only for as long as necessary:

• Client account information: for as long as you maintain an account with us
• Booking and transaction records: 6 years (legal requirement)
• Health forms: retained only while relevant or required
• Marketing preferences: until you unsubscribe

8. Your Rights Under UK GDPR

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data (“right to be forgotten”)
• Restrict or object to processing
• Withdraw consent at any time
• Request data portability
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any rights, contact us at hello@thereformroom.co.uk.

9. Data Security

We take appropriate technical and organisational measures to protect your data from unauthorised access, loss, misuse, or alteration.

Momence and our payment processors use secure, encrypted systems.

10. International Data Transfers

Some service providers (including Momence) may store or process data outside the UK.

Where this occurs, adequate safeguards such as Standard Contractual Clauses (SCCs) or equivalent protections are applied.

11. Marketing Communications

We may send you updates about classes, promotions, or events if you have opted in. You can unsubscribe at any time via email or through your Momence account.

12. Contact Us

If you have any questions about this Privacy Policy or how your data is used, please contact us:

Email: hello@thereformroom.co.uk