The Yard Wellness Privacy Policy
Last updated: 7 October 2026
The Yard Wellness respects your privacy. This policy explains how we collect, use, store and share your personal information when you visit our website, contact us or use our Pilates and wellness services.
1. Who we are
The Yard Wellness is operated by Claudia Martin, trading as The Yard Wellness. Claudia Martin is the data controller responsible for your personal information.
Business address: The Yard, Trent Park Equestrian Centre, Bramley Road, N14 4UW
Email: info@theyardwellness.co.uk
Website: https://www.theyardwellness.com
Please contact us using these details with any questions about this policy or your personal information.
2. Information we collect
Depending on how you interact with us, we may collect:
Your name, email address, telephone number and billing address.
Account details, bookings, memberships, attendance and purchase history.
Payment and transaction information.
Information you provide in enquiries, feedback or correspondence.
Emergency contact details.
Relevant health information you provide, such as injuries, pregnancy, medical conditions or limitations that may affect participation.
Marketing preferences and records of consent.
Photographs and videos, as explained in Section 6.
Website information, such as your IP address, browser, device and cookie preferences.
We collect information directly from you through our website, booking forms, health questionnaires and communications, and from our booking and payment providers when you use their services.
If you provide an emergency contact’s details, please make sure they know you have shared them with us and direct them to this policy.
3. How we use your information
We use your information to:
Manage accounts, bookings, memberships and payments.
Deliver classes and respond to enquiries.
Send booking confirmations, reminders and service updates.
Help instructors adapt sessions to relevant needs and support safe participation.
Manage complaints, incidents and refunds.
Maintain financial records and meet legal obligations.
Protect our website and business against fraud or misuse.
Send marketing communications where you have opted in.
Showcase our studio through photography and filming, as explained in Section 6.
Understand website use where permitted by your cookie choices.
4. Our legal bases
Under UK data protection law, we rely on the following legal bases:
Contract: To arrange and deliver services you request, including bookings, memberships and payments.
Legitimate interests: To respond to general enquiries, administer and improve our business, maintain security, manage complaints or legal claims, and promote our studio through appropriate photography and filming, where these interests do not override your rights.
Legal obligation: To comply with applicable accounting, tax and other legal requirements.
Consent: For optional marketing, relevant health information and website technologies where consent is required. You can withdraw consent at any time.
Where information is necessary to arrange a booking or deliver a service, failing to provide it may mean we cannot complete your request.
5. Health information
Health information receives additional protection under data protection law.
Where we collect health information to help assess suitability for classes or adapt sessions, we ask for your explicit consent. For this use, we rely on consent under Article 6 and explicit consent under Article 9 of the UK GDPR.
Access is limited to people who need the information for their role, including relevant instructors.
You can withdraw your consent by contacting info@theyardwellness.co.uk. Withdrawal does not affect processing carried out lawfully before withdrawal. If we cannot safely deliver a particular service without relevant information, we will discuss the available options with you.
Where necessary for establishing, exercising or defending legal claims, we may retain relevant health or incident information under the applicable legal-claims condition.
6. Marketing photography and filming
Marketing communications
Where you opt in, we may send news, offers and updates about The Yard Wellness. You can unsubscribe using the link in our emails or by contacting info@theyardwellness.co.uk
Booking confirmations and other essential service messages are separate from marketing.
Photography and filming
We may take photographs and videos during classes and events to showcase The Yard Wellness on our website, social media and promotional materials. We rely on our legitimate interests in promoting our studio, while respecting your privacy.
We will let you know before photography or filming takes place and give you an opportunity to opt out. If you prefer not to be included, please tell your instructor or email info@theyardwellness.co.uk This will not affect your participation.
You can also contact us to object to an existing image being used, and we will stop using it and remove it from channels we control.
Images published online may be viewed, copied or shared by others. We cannot always recover copies already distributed or remove material from channels outside our control.
7. Who we share information with
Where necessary, we may share relevant information with:
Instructors and authorised staff.
Booking, membership and payment providers.
Website hosting, IT and email service providers.
Professional advisers, such as accountants, solicitors and insurers.
Emergency services, regulators or public authorities where justified or required by law.
Our principal providers are ClubRight where bookings take place.
We share only information needed for the relevant purpose. Providers acting on our behalf must process information under appropriate contractual terms. Some providers, particularly payment providers, may also act as independent data controllers for their own purposes.
Where photographs or videos are published for promotional purposes, they may also be shared with social media platforms and the public, as explained in Section 6.
8. International transfers
Some service providers may process personal information outside the UK.
Where this happens, we ensure that an appropriate transfer mechanism applies, such as UK adequacy regulations or approved contractual safeguards, together with any required assessment.
You can contact us for information about the safeguards applicable to your data.
9. How long we keep information
We keep personal information only for as long as needed for the purposes described in this policy.
Our retention periods are:
Bookings and membership records: 2 years after your last booking or membership ends.
Payment and accounting records: 6 years from the end of the financial year they relate to.
Health questionnaires: 3 years after your last attendance or updated questionnaire.
Incident and complaint records: 3 years from the date of the incident or its resolution (or until the person turns 21, if they were under 18 at the time).
Enquiries: 12 months after the enquiry is resolved.
Marketing records: Until you unsubscribe or after 24 months of inactivity. We may retain a minimal suppression record to ensure we respect your choice.
Photographs and videos: Reviewed every 12 months and removed within 2 years of your last attendance, unless you object to their use earlier.
Cookie and website records: As described in our cookie information.
We may retain particular records longer where necessary to meet a legal obligation or resolve an ongoing dispute. When information is no longer required, we securely delete or anonymise it.
10. Cookies and website technologies
Our website may use cookies and similar technologies to enable functions such as account access and bookings.
Where consent is required for optional technologies, we ask before using them. You can accept, reject or change your choices through the link in our footer
Details of the technologies used, their purposes, providers and duration are available here
11. Security
We use appropriate technical and organisational measures to protect personal information, including restricted access and secure systems.
No internet transmission or storage system is completely secure. Please avoid sending unnecessary sensitive information by email.
12. Your rights
Depending on the circumstances, you have the right to:
Request access to your personal information.
Ask us to correct inaccurate or incomplete information.
Request deletion or restriction of processing.
Object to processing based on legitimate interests.
Object to direct marketing at any time.
Request transfer of certain information in a portable format.
Withdraw consent where processing relies on consent.
These rights are subject to applicable legal conditions and exceptions.
To exercise a right, contact info@theyardwellness.co.uk. We normally respond within one month. We may need to verify your identity; where a lawful extension applies, we will explain it.
13. Automated decisions
We do not make decisions based solely on automated processing that have legal or similarly significant effects on you.
14. Complaints
Please contact info@theyardwellness.co.uk if you have concerns about how we use your information.
15. Changes to this policy
We may update this policy to reflect changes to our services or data practices. The latest version will appear on our website with an updated date. Where appropriate, we will notify you of significant changes.