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Privacy Policy

On The Mat Fitness Ltd

Last updated: 01/01/2026

On The Mat Fitness Ltd is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
 

1. Personal Data We Collect

We may collect the following information when you use our website, complete forms, or book sessions:

  • Name

  • Email address

  • Telephone number

  • Emergency contact details

  • Booking and attendance information

  • Payment records

  • Health and medical information provided via our PAR-Q (Physical Activity Readiness Questionnaire) or other health declarations, including injuries, medical conditions, pregnancy or postnatal status

  • Any other information you voluntarily provide

Health information is classed as special category data and is handled with additional care and confidentiality.
 

2. How We Collect Your Data
 

Your data is collected when you:

  • Complete a contact, enquiry, booking or PAR-Q form on our website

  • Book or attend Pilates sessions

  • Communicate with us by email, phone or message

  • Subscribe to updates or newsletters
     

3. How We Use Your Data
 

We use your personal data to:

  • Assess your suitability for exercise

  • Plan and deliver safe, tailored Pilates sessions

  • Communicate with you regarding bookings and services

  • Maintain accurate client records

  • Meet legal, insurance and professional obligations

Health data is collected solely for safety, wellbeing and session planning purposes.
 

4. Legal Basis for Processing
 

We process your data under the following lawful bases:

  • Consent – for health data, PAR-Q forms and marketing communications

  • Contract – to provide booked services

  • Legal obligation – where record-keeping is required

  • Legitimate interests – to operate safely and effectively as a fitness business

5. Storage and Security

  • Your data is stored securely in password-protected systems

  • Access is limited to those who need the information to deliver services safely

  • Health information is treated as confidential and stored securely
     

6. Sharing Your Data
 

We do not sell or share your data for marketing purposes.

Your information may only be shared:

  • With booking or payment providers where necessary

  • Where legally required

  • With your explicit consent
     

7. Data Retention
 

We retain personal and health data only for as long as necessary to:

  • Provide services

  • Comply with legal and insurance requirements

  • Maintain accurate business records
     

8. Your Rights
 

You have the right to:

  • Request access to your personal data

  • Request correction of inaccurate data

  • Request erasure of your data (where legally permitted)

  • Withdraw consent at any time

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://www.ico.org.uk
 

9. Client Responsibility
 

  • You are responsible for ensuring that all personal and health information provided is accurate, complete and up to date

  • You must inform On The Mat Fitness Ltd of any changes to your health, injuries or medical condition immediately and prior to any session
     

10. Contact Details
 

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

On The Mat Fitness Ltd
Email: info@onthematfitness.com

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