THE STUDIO CHESHAM

PRIVACY POLICY

Last updated: 27 October 2026

1. INTRODUCTION

At The Studio Chesham, we take your privacy seriously. We are committed to protecting your personal information and being transparent about how we collect, use, store and share it.

This Privacy Policy explains how we handle personal information when you visit our website, enquire about our services, register for a free trial or membership, attend sessions or communicate with us.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK privacy legislation.

2. WHO WE ARE

The Studio Chesham is operated by Vaneeta LTD.

Business name: Vaneeta LTD

Trading name: The Studio Chesham

Business address:
126 High Street
Chesham
Buckinghamshire
HP5 1EB

Email: support@thestudio-online.co.uk

Vaneeta LTD is the data controller responsible for the personal information covered by this Privacy Policy.

3. INFORMATION WE COLLECT

Depending on how you interact with The Studio Chesham, we may collect:

• Your full name and date of birth.

• Your email address, telephone number and other contact details.

• Membership details, payment history and billing information.

• Session bookings and attendance records.

• Health information provided through PAR-Q questionnaires.

• Relevant injuries, medical conditions and exercise limitations.

• Fitness goals and progress information voluntarily shared with us.

• Emergency contact information.

• Parent or legal guardian details for younger participants.

• Communications through email, telephone, WhatsApp or social media.

• Photographs and videos taken during Studio activities.

• CCTV footage recorded at our premises.

• Website usage information, device information and cookie preferences.

We only collect information that is necessary and relevant to providing our services, managing our business and meeting our legal obligations.

4. HOW WE COLLECT INFORMATION

We collect personal information when you:

• Register for a membership or free trial.

• Complete a health questionnaire.

• Book or attend a session.

• Contact us by email, telephone, WhatsApp or social media.

• Complete an enquiry form on our website.

• Participate in Studio programmes, challenges or events.

• Give permission for promotional photography or video.

We may also receive relevant information from our booking software, payment providers and other service providers where necessary and lawful.

5. HOW WE USE YOUR INFORMATION

We use personal information to:

• Register and manage memberships.

• Process monthly Direct Debit payments.

• Manage session bookings, attendance and waiting lists.

• Administer membership freezes and cancellations.

• Provide safe and appropriate fitness sessions.

• Communicate important membership and timetable information.

• Respond to enquiries and provide customer support.

• Send marketing communications where permitted.

• Promote Studio activities using photographs and videos where appropriately authorised.

• Maintain security and investigate incidents.

• Improve our services and member experience.

• Meet legal, accounting and regulatory obligations.

We do not sell your personal information.

6. OUR LEGAL BASIS FOR USING YOUR INFORMATION

Under UK GDPR, we must have a lawful basis for processing personal information.

Depending on the purpose, we may rely on:

Contract: Where information is necessary to provide your membership or another service you have requested.

Legal obligation: Where information must be processed or retained to comply with the law.

Legitimate interests: Where information is reasonably necessary for business administration, security, customer support or improving our services, provided your rights are appropriately protected.

Consent: Where you have given permission for particular activities, such as certain marketing communications or promotional photography.

Vital interests: Where information must be used to protect someone's life in an emergency.

We assess the appropriate lawful basis for each activity.

7. HEALTH INFORMATION

All members must complete a health questionnaire before participating in sessions.

We use ClubRight to collect and manage PAR-Q questionnaires and relevant health information.

This information helps our coaches understand any medical conditions, injuries or limitations that may affect your ability to exercise safely.

Health information is classified as special category personal data under UK GDPR and receives additional protection.

For routine health information voluntarily provided to help us adapt exercise sessions, we generally rely on explicit consent as the additional legal condition required to process health data.

We will request this consent separately where applicable.

Health information is only accessible to authorised individuals who need it for legitimate purposes.

We do not use medical information for unrelated marketing purposes.

Members should inform us if relevant health information changes.

You may withdraw consent where processing relies on it. We will explain whether this affects our ability to provide particular services safely.

8. MEMBERSHIP SOFTWARE AND PAYMENTS

We use ClubRight to manage memberships, bookings, attendance, health questionnaires and related administration.

Membership payments are collected by Direct Debit through authorised payment providers.

These providers process the information necessary to manage payments and provide their services.

We do not normally store complete bank account or payment card details within our own systems.

We take reasonable steps to ensure that third-party providers protect personal information and comply with applicable data protection requirements.

9. EMAIL AND WHATSAPP COMMUNICATIONS

We may contact members through email, telephone or WhatsApp.

Some communications are necessary for providing our services, including:

• Booking confirmations.

• Session cancellations.

• Timetable changes.

• Membership and payment information.

• Important Studio announcements.

• Health and safety notifications.

We may also send information about programmes, offers, events and challenges where permitted by law.

Where marketing consent is required, we will obtain it before sending promotional communications.

You can opt out of marketing at any time by following the unsubscribe instructions or emailing support@thestudio-online.co.uk.

Opting out of marketing will not prevent essential membership communications.

Participation in optional WhatsApp community groups may allow other members to see your telephone number, profile name and certain account information. Members will be informed of this before joining.

10. PHOTOGRAPHY AND VIDEO

We may occasionally take photographs or videos during sessions, events and other Studio activities.

These may be used on our website, social media pages and promotional materials.

We use a separate opt-in process for identifiable promotional photography and video.

Members are not required to consent to promotional photography as a condition of membership.

You can withdraw your consent or ask us to remove photographs or videos featuring you by contacting us.

Where consent is withdrawn, we will stop future use based on that consent and take reasonable steps to remove relevant content from channels under our control.

We cannot guarantee removal of material that has already been independently shared or copied by third parties.

Photographs and videos featuring children will require appropriate permission from a parent or legal guardian.

11. CCTV

The Studio Chesham uses CCTV to protect members, staff, visitors and property.

CCTV may be used for security, crime prevention, safety and investigating incidents.

CCTV footage is generally processed on the basis of legitimate interests, subject to appropriate safeguards.

Cameras will not be installed in toilets, changing facilities or other areas where individuals reasonably expect a high level of privacy.

Appropriate CCTV signage will be displayed.

Access to recordings is restricted to authorised individuals.

CCTV footage will normally be retained for up to 30 days unless required for an investigation, insurance matter, legal claim or another justified purpose.

Footage may be shared with police or other authorised organisations where lawful and necessary.

12. CHILDREN'S INFORMATION

The Studio Chesham generally accepts members aged 16 and over.

Children aged 11 to 15 may participate when accompanied by a parent or legal guardian aged 25 or over, subject to our membership conditions.

Where children participate, we may collect limited personal and health information necessary for registration, safeguarding and safe participation.

We require appropriate parent or guardian involvement and permissions.

Children's personal information receives additional protection.

We will not use identifiable photographs or videos of children for promotional purposes without appropriate permission.

13. SHARING YOUR INFORMATION

We may share relevant personal information with trusted organisations where necessary, including:

• ClubRight and other membership technology providers.

• Direct Debit and payment processors.

• Website hosting and IT providers.

• Email and messaging providers.

• Professional advisers, accountants, insurers and solicitors.

• Advertising and analytics providers, where lawful.

• Emergency services, regulators or law enforcement agencies where required or justified by law.

We only share information where there is an appropriate lawful basis.

Where third parties process information on our behalf, we require appropriate contractual and security safeguards.

We do not sell personal information to third parties.

14. WEBSITE COOKIES AND ONLINE ADVERTISING

Our website may use cookies and similar technologies to improve functionality, understand website performance and measure advertising campaigns.

These may include essential cookies, analytics cookies and advertising technologies.

We may use advertising platforms such as Facebook and Instagram to promote our services.

Where required by law, we will obtain consent before using non-essential cookies or tracking technologies.

Visitors will be able to manage their applicable cookie preferences.

Further information about the cookies and tracking technologies used will be provided in our Cookie Policy.

We do not use members' sensitive health questionnaire information for targeted advertising.

15. INTERNATIONAL DATA TRANSFERS

Some technology and communications providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that appropriate legal safeguards are in place.

These may include UK adequacy regulations, approved contractual safeguards or other lawful transfer mechanisms.

16. HOW LONG WE KEEP YOUR INFORMATION

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

Our proposed retention periods are:

Membership records: Kept during active membership. Relevant administrative records may be retained for up to six years after membership ends where justified.

Financial records: Generally retained for six years, or longer where legally required.

Health questionnaires: Reviewed when membership ends and retained only where necessary for safety, legal, insurance or claims-related purposes.

Free-trial enquiries: Normally retained for up to 12 months after the last meaningful interaction if the individual does not become a member, unless another lawful reason applies.

CCTV footage: Normally retained for up to 30 days unless required for an investigation or another justified purpose.

Marketing consent records: Retained while relevant and for a reasonable period afterwards where necessary to demonstrate compliance.

Accident and incident records: Retained according to applicable legal, safeguarding, insurance and limitation requirements.

These are proposed retention periods and may be adjusted where justified by legal requirements or operational circumstances.

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

17. HOW WE PROTECT YOUR INFORMATION

We take appropriate steps to protect personal information against unauthorised access, loss, misuse or disclosure.

These measures may include:

• Password-protected accounts.

• Restricted access to sensitive information.

• Secure membership and payment systems.

• Appropriate staff confidentiality requirements.

• Data protection agreements with service providers.

• Reviews of system access permissions.

• Procedures for responding to data security incidents.

Although no system can guarantee complete security, we take reasonable measures to protect the information entrusted to us.

Where a personal data breach occurs, we will assess whether notification to affected individuals or the Information Commissioner's Office is legally required.

18. YOUR DATA PROTECTION RIGHTS

Under UK GDPR, you may have the right to:

• Request access to your personal information.

• Ask us to correct inaccurate information.

• Request deletion of information in certain circumstances.

• Request restrictions on how information is processed.

• Object to certain processing activities.

• Request transfer of certain information to another provider.

• Withdraw consent where processing relies on it.

• Exercise applicable rights relating to automated decision-making.

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, email support@thestudio-online.co.uk.

We will normally respond within one month, subject to applicable legal provisions.

We may need to verify your identity before responding to certain requests.

19. AUTOMATED DECISION-MAKING

We may use automated systems for routine tasks such as booking confirmations, payment reminders and membership notifications.

We do not currently intend to make decisions about members based solely on automated processing where those decisions have legal or similarly significant effects.

If this changes, we will provide the information and safeguards required by law.

20. THIRD-PARTY WEBSITES

Our website and communications may contain links to external websites or services.

These organisations may have their own privacy policies.

We encourage users to review the privacy policies of any third-party services they access.

We are not responsible for the independent data processing activities of unrelated third-party organisations.

21. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy to reflect changes in legislation, technology, business operations or our data processing practices.

The latest version will be available on our website.

Where changes are significant, we will take reasonable steps to notify affected individuals.

22. COMPLAINTS

If you have concerns about how your personal information is handled, please contact us so we can investigate.

Email: support@thestudio-online.co.uk

You also have the right to complain to the Information Commissioner's Office (ICO).

Website: www.ico.org.uk

Telephone: 0303 123 1113

23. CONTACT US

For privacy enquiries, requests to access your information or questions about this policy, please contact:

The Studio Chesham

Operated by Vaneeta LTD

126 High Street
Chesham
Buckinghamshire
HP5 1EB

Email: support@thestudio-online.co.uk

We are committed to protecting your personal information, respecting your privacy and maintaining a safe, welcoming and trusted environment for everyone at The Studio Chesham.