Privacy Policy FOR Fireflow Studios

At Fireflow Studios, we are committed to protecting your privacy and handling your personal information responsibly and securely. This Privacy Policy explains how we collect, use, store and protect your personal information when you use the Fireflow Studios website, mobile app, booking platform or studio services.

Fireflow Studios
Email: info@fireflowstudios.co.uk
Website: www.fireflowstudios.co.uk

• Your name
• Date of birth
• Address
• Email address
• Telephone number
• Emergency contact details
• Membership and account information
• Payment and transaction information
• Booking and attendance history
• Information provided through health questionnaires or PAR-Q forms
• Information about injuries, pregnancy, medical conditions or other health matters that you choose to provide and which may be relevant to your participation
• Communications between you and Fireflow Studios
• Marketing preferences
• CCTV footage where applicable
• Photographs or video where appropriate consent has been provided
• Information collected through our website, app or booking platform, such as technical, usage and cookie information where applicable

We only aim to collect personal information that is reasonably necessary for the operation of Fireflow Studios and the services we provide.

We may use your personal information to:

• Create and manage your Fireflow account
• Manage memberships and class passes
• Administer class bookings, cancellations and attendance
• Process payments and maintain transaction records
• Communicate with you about your bookings, membership or account
• Provide important operational or service information
• Help provide a safe environment for participation in our classes
• Manage emergencies and contact your nominated emergency contact where necessary
• Respond to enquiries, complaints and customer service requests
• Manage access to and security of the studio
• Prevent or investigate misuse of our facilities
• Improve and develop our services
• Maintain appropriate business and financial records
• Comply with our legal and regulatory obligations
• Establish, exercise or defend legal claims where necessary

Where required and where you have provided the appropriate consent, we may also use your information to send marketing communications or use identifiable photographs or video for promotional purposes.

You can withdraw your consent to these activities at any time.

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

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

Contract – the processing is necessary to provide a membership, class, booking or other service you have requested.

Legal obligation – we need to process information to comply with a legal or regulatory requirement.

Legitimate interests – the processing is reasonably necessary for the operation, administration, safety and security of Fireflow Studios, provided those interests do not override your rights and freedoms.

Consent – you have given us permission to process your information for a particular purpose, such as certain marketing activities or promotional photography.

Vital interests – in limited circumstances, we may need to use personal information to protect your life or the life of another person, for example in a medical emergency.

Where we rely on consent, you may withdraw that consent at any time.

Information concerning your health is treated as special category personal data under UK data protection law and receives additional protection.

You may choose to provide information about your health through a PAR-Q, health questionnaire or directly to a member of the Fireflow team. This may include information about injuries, pregnancy, medical conditions or other matters relevant to your ability to participate safely.

We collect and use this information only where it is relevant to providing our services and helping you participate safely.

Where required, we will obtain your explicit consent to process health information for these purposes.

Health information will be treated confidentially, access will be limited where appropriate, and it will not be used for unrelated marketing purposes.

Please keep Fireflow Studios informed of any relevant changes to your health or circumstances that may affect your ability to participate safely.

Most Fireflow Studios memberships and regular classes are available to people aged 16 and over.

Our Next Gen Yoga classes are available on a pay-as-you-go basis to children aged 10 and over.

Where we collect personal information relating to a child, we will take appropriate steps to protect that information and, where required, obtain information, permissions or consent from their parent or legal guardian.

We may collect information reasonably necessary to administer a child's booking and participation, including contact information, emergency contact information and relevant health or safety information.

We will not knowingly use children's personal information for marketing purposes without the appropriate permission or consent.

Fireflow Studios uses third-party systems, including Bsport, to help manage memberships, accounts, bookings, class attendance and related studio services.

Payments may also be processed through third-party payment providers.

These providers may process personal information on our behalf or in connection with the services they provide.

Fireflow Studios does not store your full payment card details where these are processed directly by our payment provider.

Where you use a third-party platform or payment service, your information may also be processed in accordance with that provider's own privacy terms.

CCTV may operate at Fireflow Studios for legitimate safety and security purposes.

CCTV operates at the studio entrance and within the Reformer Studio to help protect members, staff, visitors and property, support the safe and authorised use of the studio and its equipment, and assist with the prevention or investigation of incidents where necessary.

CCTV is not used in changing rooms, toilets or shower facilities.

Appropriate signage will be displayed where CCTV is in operation.

Recordings will be stored securely and retained only for as long as reasonably necessary for the purpose for which they were collected, unless they need to be retained for longer in connection with an incident, investigation, insurance matter or legal requirement.

Access to CCTV recordings will be restricted to authorised persons.

You may choose to receive news, offers, events and studio updates from Fireflow Studios.

Where consent is required for electronic marketing, we will only send these communications where you have provided the appropriate permission or where otherwise permitted by law.

You can change your marketing preferences or unsubscribe at any time by using the unsubscribe link contained in our marketing emails or by contacting us directly.

Service communications relating to your membership, bookings, payments or important studio information are not marketing communications and may still be sent where necessary.

From time to time, photographs or videos may be taken at Fireflow Studios for promotional, social media or marketing purposes.

Where an individual is identifiable and consent is required, we will obtain appropriate consent before using the image or footage for those purposes.

You may withdraw your consent for future use at any time by contacting Fireflow Studios.

Where reasonably possible, we will respect requests not to be photographed or filmed.

Fireflow Studios does not sell your personal information.

We may share personal information where reasonably necessary with trusted organisations that help us operate Fireflow Studios, including:

• Booking and membership platform providers
• Payment processors
• Website and app providers
• Email and communications platforms
• IT and technology providers
• Professional advisers, including accountants, insurers and legal advisers
• Regulatory, law enforcement or other authorities where disclosure is required or permitted by law

We require organisations processing personal information on our behalf to handle it appropriately and securely.

Some of the service providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the information continues to receive an appropriate level of protection in accordance with UK data protection law.

We will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance, health and safety or reporting requirements.

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

Health information will only be retained for as long as reasonably necessary for the purposes for which it was collected.

CCTV recordings will be retained for a limited period appropriate to the purpose of the recording, unless footage needs to be preserved for an incident, investigation, insurance claim or legal matter.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

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

Access to personal information is limited to those who reasonably require it to perform their role or provide services to Fireflow Studios.

While we take appropriate precautions, no electronic system or method of transmitting information can be guaranteed to be completely secure.

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information. These may include the right to:

• Request access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your personal information in certain circumstances
• Ask us to restrict the processing of your information
• Object to certain types of processing
• Request transfer of certain personal information to you or another organisation
• Withdraw consent at any time where we rely on consent

These rights are not absolute and may depend on the circumstances and our lawful basis for processing the information.

To exercise any of your rights, please contact us at info@fireflowstudios.co.uk.

You also have the right to make a complaint to the Information Commissioner's Office (ICO) if you are unhappy with how your personal information has been handled.

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand how visitors use our website and, where applicable, support marketing activities.

Where consent is legally required for a cookie or similar technology, we will ask for your permission before using it.

You can manage your cookie preferences through the options provided on our website and, where appropriate, through your browser settings.

Further information may be provided in our Cookie Policy or cookie preference tool.

Our website, app or communications may contain links to websites or services operated by third parties.

Fireflow Studios is not responsible for the privacy practices of independent third-party organisations. We recommend reviewing their privacy information before providing personal information directly to them.

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

The latest version will be made available on our website, and the date of the most recent update will be shown at the top of this policy.

If you have any questions about this Privacy Policy, would like to exercise your data protection rights or have concerns about how your personal information is being handled, please contact:

Fireflow Studios
Email: info@fireflowstudios.co.uk
Website: www.fireflowstudios.co.uk

Last Updated: September 2026