Privacy Policy

1. Contact Details

• Data Controller: Debbie Dobedoe
• Telephone: 07834 238664
• Email: debbie@timelesstogether.co.uk
• Address: Please contact us via email to request our correspondence address for formal matters.

2. The Information We Collect, Use, and Why

We collect personal data to ensure safe participation in our classes, manage our services, and (where you agree) keep you informed about updates.

For safe participation and emergency management

• Personal Data: Name, contact details, and date of birth.
• Emergency Contact Details: Name and telephone number of your chosen contact.
• Health Data (Special Category Data): Information about your health, medical conditions, medications, and physical activity readiness (PAR-Q).

This information allows us to:

• Deliver safe and appropriate exercise sessions.
• Adapt activities to your individual needs.
• Respond effectively in an emergency.

For service updates and marketing (with consent)

• Marketing Data: Email address, phone number, and communication preferences.
• Visual Data: Photographs or videos for promotional purposes (only with your explicit consent).

You are not required to provide personal data; however, certain information (such as health details) are necessary for safe participation in classes.

3. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract: To provide the fitness classes you have booked
• Legitimate Interests: To hold emergency contact details so we can act quickly in your best interests if you become unwell. We have assessed this as necessary and low risk.
• Consent: For marketing communications and the use of photos/videos. You may withdraw consent at any time.
• Legal Obligation: To maintain financial and insurance records.
• Vital Interests: To share information with emergency services if needed to protect your life.

Health Data

We process health information:

• With your explicit consent, and
• Where necessary for the establishment, exercise, or defence of legal claims (e.g. insurance)

4. How We Store and Protect Your Data

We take appropriate measures to keep your personal data secure, including:

• Secure storage of paper records.
• Password-protected digital systems.
• Limiting access to personal and health information.
• Using trusted, GDPR-compliant service providers.

We only collect the information we need and keep it confidential.

5. How Long We Keep Your Data

We retain your personal data only for as long as necessary:

• Health & Safety Records: (including PAR-Q forms, emergency contacts, and accident records) – 7 years after your last session (insurance requirement).
• Financial Records: – 6 years (HMRC requirement).
• Marketing Data: Until you withdraw your consent or unsubscribe.

6. Who We Share Your Data With

We do not sell or rent your personal data. We only share it where necessary with:

• Emergency Services or Your Emergency Contact: In the event of a medical incident.
• Insurance Providers: If required for a claim.
• Service Providers (Data Processors): Such as email platforms (e.g. Mailchimp) or booking systems.

Some providers may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

7. Your Data Protection Rights

You have the right to:

• Access your personal data.
• Correct inaccurate or incomplete data.
• Request erasure of your data (where applicable).
• Restrict processing of your data.
• Data portability (to transfer your data elsewhere).
• Withdraw consent at any time (for marketing or images)

To exercise any of these rights, please contact us using the details in Section 1.

8. Photos and Videos

We will only take and use photos or videos of you with your explicit consent.

You can withdraw your consent at any time, and we will stop using your images in future materials.

9. How to Complain

If you have any concerns about how we use your data, please contact us first so we can help.

You also have the right to complain to the Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk (opens in new tab)
• Helpline: 0303 123 1113

10. Cookies

This website does not use cookies. It sets no cookies of its own, uses no analytics or visitor tracking, and loads nothing from other companies — the fonts and images are served from this site.

Links to Google Maps and to the Information Commissioner’s Office open those organisations’ own websites, where their own privacy and cookie practices apply.

If we later add something that does use cookies — website analytics, an embedded map or an online booking system, for example — we will update this policy and, where required, ask for your consent first.