Train Mind Body Soul – Privacy Policy

Effective from 12 June 2025

Last updated: 30 October 2026

Train Mind Body Soul Limited (“we”, “us”) is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and protect your data in compliance with UK GDPR.

1. What Information We Collect and Why

- Clients: contact details, health information, emergency contacts, payment data.
- Website visitors: IP address, usage data, cookies.
- Trainers: employment and qualification records.
Purpose: service provision, safety, payment processing, and communication.

2. Lawful Basis & Data Retention

- Contractual basis for clients and staff.
- Health data processed with explicit consent.
- Client records: kept for 1 year post service.
- Financial records: retained 6 years per tax laws.
- Trainer data: stored for 6 years after contract ends.

3. Sharing Your Information

- With payment providers (Stripe, GoCardless).
- With professional advisors and insurers.
- No third-party marketing.
- Legal obligations where required.

3a. Independent Trainers and Shared Booking Systems

Train MBS uses Acuity Scheduling to manage appointments, contact details and health-screening information submitted during booking.

Independent trainers, including Albertina Cox, have access to information within this shared system according to their assigned calendar permissions. Albertina’s current permissions include access to all four studio calendars and associated appointment and client information. This information must only be used where necessary for bookings, service delivery or safety, and not for unrelated marketing.

Albertina operates her own personal training business. Where she collects information separately through her own consultation forms or maintains her own client records, she is responsible for explaining how she uses and protects that information and providing her privacy information.

For questions about information held in Train MBS’s booking system, contact craigj@trainmbs.com. For questions about Albertina’s separate forms or records, contact fitnessalbertina@gmail.com.

4. Your Rights

You have the right to access, correct, erase your data, object to processing, and withdraw consent. Contact craigj@trainmbs.com or the ICO to lodge a complaint.

5. Cookies

We use cookies to improve website experience. You can manage cookie preferences via your browser settings.

6. International Transfers

Your data may be processed outside the UK/EU. We ensure safeguards are in place (e.g., standard contractual clauses).

7. Data Breach Notification

We will notify affected individuals and the ICO in the event of a serious data breach.

8. Changes to This Policy

Minor changes will be posted on our website. Major changes will be communicated directly with affected users.

9. Children’s Privacy

We do not knowingly collect data from individuals under 16 without parental consent.