Privacy Policy

Effective Date: July 2026

1. Introduction

Flow State Pilates Limited (“Flow State”, “we”, “our” or “us”) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store and protect your personal information when you:

  • visit our website;

  • create an account;

  • book classes;

  • purchase memberships;

  • contact us;

  • subscribe to our newsletter;

  • attend our studio; or

  • otherwise interact with us.

Flow State Pilates Limited is the Data Controller for the purposes of UK data protection legislation.

2. Our Details

Flow State Pilates Limited

Company Number: 16996836

Registered Office: Unit C, 3 Tebbutts Road, St Neots, PE19 1RJ

Email: hello@flowstatepilates.co.uk

Website: www.flowstatepilates.co.uk

3. Information We Collect

Depending on how you interact with us, we may collect:

Identity Information

  • Name

  • Date of birth

  • Gender (optional)

  • Contact Information

  • Email address

  • Postal address

  • Mobile telephone number

Account Information

  • Username

  • Booking history

  • Membership details

  • Attendance records

Payment Information

Payments are securely processed by Stripe through Mariana Tek.

Flow State does not store your full payment card details.

Health Information

Where relevant, we collect information regarding:

  • injuries

  • pregnancy

  • medical conditions

  • physical limitations

  • emergency contact details

This information is collected solely to help us provide classes safely.

Communications

We may keep records of emails, messages, enquiries and customer service interactions.

Marketing Preferences

We record whether you have chosen to receive:

  • newsletters

  • promotional emails

  • SMS communications

CCTV

CCTV operates in parts of the Studio for security and safety purposes.

4. How We Collect Information

We collect information when you:

  • create an account

  • purchase a membership

  • book classes

  • complete health questionnaires

  • subscribe to our mailing list

  • contact us

  • visit our website

  • attend our Studio

  • interact with us on social media

5. How We Use Your Information

We use your information to:

  • manage memberships

  • process bookings

  • collect payments

  • provide customer support

  • communicate important service updates

  • monitor attendance

  • ensure participant safety

  • improve our services

  • comply with legal obligations

  • send marketing communications where you have consented.

6. Legal Bases for Processing

Depending on the circumstances, we rely upon:

  • Contract

  • Legitimate Interests

  • Legal Obligation

  • Consent

Where we process health information, we do so because it is necessary to protect your vital interests and provide services safely.

7. Marketing

If you opt in, we may send:

  • newsletters

  • promotions

  • studio news

  • events

  • offers

  • product announcements

Marketing emails are managed using Flodesk. You may unsubscribe at any time using the unsubscribe link included within our emails or by contacting us directly. We may also send SMS reminders regarding bookings and appointments. Service communications relating to your membership or bookings may still be sent even if you opt out of marketing.

8. WhatsApp Communications

Where you choose to communicate with us via WhatsApp, we will use your telephone number only for responding to enquiries and providing customer support or booking-related communications. You are under no obligation to communicate with us using WhatsApp.

9. Sharing Your Information

We only share your information where necessary. This may include:

  • Mariana Tek

  • Stripe

  • Flodesk

  • professional advisers

  • insurers

  • regulators

  • law enforcement where legally required

We do not sell your personal information.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

10. International Transfers

Some of our service providers may process information outside the UK. Where this occurs, we ensure appropriate safeguards are in place as required by UK data protection legislation.

11. Data Security

We take appropriate technical and organisational measures to protect personal

information against:

  • unauthorised access

  • loss

  • misuse

  • alteration

  • disclosure

However, no online system can be guaranteed completely secure.

12. How Long We Keep Information

We retain personal information only for as long as reasonably necessary.

Typical retention periods include:

  • Customer accounts: Up to 7 years after your final transaction.

  • Health questionnaires: For as long as reasonably necessary to protect the safety of members and satisfy legal obligations.

  • Marketing records: Until consent is withdrawn.

  • CCTV: Normally retained for up to 30 days unless required for investigation.

  • Financial records: Minimum 6 years in accordance with UK tax legislation.

13. Your Rights

You may have the right to:

  • access your personal information;

  • correct inaccurate information;

  • request deletion;

  • restrict processing;

  • object to certain processing;

  • withdraw consent;

  • request transfer of your information where applicable.

Requests can be made by emailing: hello@flowstatepilates.co.uk

14. Cookies

Our website uses cookies to improve functionality and user experience. Further information can be found in our Cookie Policy.

15. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites.

16. Photography

Where photographs or videos are taken for marketing purposes, members will always have the opportunity to opt out.

We will make reasonable efforts to ensure anyone who has opted out is not included in promotional material.

17. CCTV

CCTV is operated for:

  • security

  • crime prevention

  • protection of members

  • protection of staff

  • investigation of incidents

CCTV recordings are securely stored and accessed only where necessary.

18. Changes to this Policy

We may amend this Privacy Policy from time to time. The latest version will always be available on our website. Where significant changes are made, we will notify members appropriately.

19. Contact Us

Questions regarding this Privacy Policy should be sent to: hello@flowstatepilates.co.uk

20. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we have the opportunity to resolve your concerns. You also have the right to complain to the Information Commissioner’s Office (ICO).

Website: https://ico.org.uk

Telephone: 0303 123 1113

Version 1.0

Effective Date: July 2026

© Flow State Pilates Limited. All rights reserved.