Just Breathe Fitness Privacy Policy

27 Oct 2026 · @Harry

Effective date: 27 October 2026

This policy explains how Just Breathe Fitness ("we", "us") collects, uses, shares and protects your personal information when you use our personal training services, visit our gym or use our website. Just Breathe Fitness is the data controller for the information described here.

1. Information we collect

Contact and identity data: first name, last name, date of birth, address, email address and telephone number.

Health and fitness data: information about your health, medical conditions, injuries, medication, pregnancy, fitness level, body measurements, progress photos (only with your agreement) and goals. We usually collect this through a health questionnaire (PAR-Q) before your first session and update it as we work together.

Financial and transaction data: details of payments you make and the sessions or packages you buy. When you pay through our booking or payment providers, such as [Acuity Scheduling] and Stripe, they process your card details and we do not see or store them.

Communication data: messages, emails and notes from conversations with us.

Website data: basic technical information such as your IP address, browser type and pages visited, collected through cookies on our website. See our cookie banner for details and choices.

2. How we use your information

• To provide our services: to plan and deliver your personal training sessions safely, write your programme and track your progress.

• To keep you safe: to understand any health conditions or injuries so we can adapt exercises, and to contact your emergency contact if needed.

• To manage bookings and payments: to handle your sessions, packages, payments, queries and complaints.

• To communicate with you: to send booking confirmations, reminders and service updates.

• To send marketing: to send newsletters and offers, but only if you have agreed. You can unsubscribe at any time.

• To improve our services: to understand how our website and services are used.

• To meet legal obligations: to keep accounting records and respond to lawful requests from authorities.

3. Legal basis for processing

Under UK data protection law (UK GDPR and the Data Protection Act 2018), we rely on the following legal bases:

• Contract: where processing is needed to provide the training services you have booked.

• Consent: for marketing emails, progress photos and non-essential cookies. You can withdraw consent at any time.

• Explicit consent: for health data, which is a special category of personal data. We will ask for your explicit consent when you complete your health questionnaire. You can withdraw it, but we may then be unable to train you safely.

• Legal obligation: where we must keep records, for example for tax purposes.

• Legitimate interests: to run and improve our business, where this does not override your rights.

4. Sharing your information

We never sell your personal data. We only share it with:

• Service providers who help us run the business, such as booking, payment, email and IT providers. They may only use your data to provide their service to us.

• Medical or emergency services if we believe it is needed to protect your health or safety during a session.

• Legal and regulatory authorities when required by law.

Some of our service providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, as required by UK data protection law.

5. Data security

We take appropriate steps to stop your personal data being lost, misused, accessed without permission, changed or disclosed. We keep paper records to a minimum, store them securely and destroy them when they are no longer needed. Health information is kept confidential and only seen by the trainers working with you.

6. How long we keep your data

We keep your personal data only for as long as we need it for the purposes described in this policy. As a guide:

• Client and health records: for [3] years after your last session, so we have a record if any questions about your training arise.

• Financial records: for 6 years, as required for tax purposes.

• Marketing data: until you unsubscribe or ask us to delete it.

7. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you

• Ask us to correct inaccurate data

• Ask us to delete your data

• Object to how we use your data

• Ask us to restrict how we use your data

• Ask us to transfer your data to you or another organisation

• Withdraw your consent at any time, where we rely on consent

To use any of these rights, email us at [your email address]. We will respond within one month.

If you are unhappy with how we have handled your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

8. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a new effective date. We encourage you to check it periodically.

9. Health disclaimer and assumption of risk

Before starting any exercise programme, you should consult your GP or another healthcare professional, especially if you have a medical condition, an injury, are pregnant or have not exercised for some time. You must complete our health questionnaire honestly and tell your trainer about any changes to your health before each session.

Information on our website and social media is for general educational purposes only. It is not medical advice, diagnosis or treatment.

Exercise carries some risk of injury. By taking part in sessions, you accept these risks and agree to follow your trainer's instructions, work within your limits and stop and tell your trainer straight away if you feel pain, dizziness or discomfort. Nothing in this policy limits our liability for death or personal injury caused by our negligence, or any other liability that cannot be excluded by law.

10. Cancellation and refund policy

• Packages are non-transferable. Packages are issued to the named purchaser and cannot be transferred to another person. Except as set out below, payments for packages are non-refundable, and no refund is given for unused sessions if you choose to stop training.

• Injury, illness or pregnancy. If a medical reason means you need to pause training, let us know. We may, at our discretion, put the remaining sessions in your package on hold until you are able to continue.

• If we cancel. If we cancel a session and cannot offer another time that suits you, we will refund that session.

• Validity. All sessions in a package must be used within [six (6) months] of purchase. Sessions must be booked in advance through our booking system.

• Rescheduling and missed sessions. You can reschedule a session, subject to availability, by giving at least forty-eight (48) hours' notice. If you miss a session, or cancel or change it with less than 48 hours' notice, the session will be deducted from your package. If you have no sessions left, we will charge our standard single-session fee.

• Late arrival. If you arrive late, your session will still finish at the scheduled time.

11. Contact us

If you have any questions about this policy or how we use your data, please contact us:

Just Breathe Fitness 181 Priory Road, London N8 8NB
harry@justbreathfitnesslondon.com
07748 086495