Privacy Policy

PRIVACY POLICY FOR GAIA FITNESS COLLECTIVE LTD, REGISTERED 14296391, LONDON SE18 3DD. CONTACT@GAIAFITNESSCOLLECTIVE.COM

GAIA Fitness Collective Ltd. (hereinafter “GFC”, “We” or “Us”), is an outdoor fitness company. We look to help individuals with their physical as well as mental health, which is why We offer activities such as (but not limited to): Personal Training sessions (PT), events (e.g. GFC picnics), ‘Limitless’ Group classes (e.g. Bootcamps), workshops, retreats, yoga courses, mindfulness sessions (e.g. forest bathing, gong baths), knowledge sharing classes, Wild Women gatherings (female only classes designed to help females with mindfulness and reconnection) and more (together referred to as the “Activities”).

1.  CONTACT INFORMATION

GAIA FITNESS COLLECTIVE LTD (GFC) take your privacy very seriously. Currently the security of your information sits with Mindbody, please refer to their privacy policy for further information.

Questions about this Privacy Policy or about how we handle your personal information should be sent to our Customer Service Team at contact@gaiafitnesscollective.com.

2.  WHAT PERSONAL INFORMATION DO WE PROCESS AND HOW?

We will process the following type of personal data:

• Standard personal data: name, address, telephone number, email address, emergency contact details;
• Health related personal data: We ask you to declare any health issues/considerations that may affect your participation in the Activities such as: pace maker, severe asthma, reoccurring slipped disc.

We collect this information through Par Q (Participant's Questionnaire) either verbally, e.g. at the start of a class or in writing through a form.  The information may also be collected through the MindBody app.

3.  WHY DO WE PROCESS THIS INFORMATION?

Under the UK General Data Protection Regulation 2018/679 (the “UK GDPR”) and the Data Protection Act 2018 (the “DPA 2018”), We are allowed to use personal information only if We have a proper reason to do so. This is called our ‘lawful basis’ for processing.  Under the circumstances, We have determined that We are able to rely on legitimate interests as the lawful basis on which to process your personal information.

We have provided more detail below on the reason why we collect your personal data.

We collect your names for administrative purposes such as creating your membership etc.

We collect emergency contact details in order to be able to contact that person in case of emergency concerning you.

We collect contact details (telephone number email address) to be able to contact you in case the class is rescheduled or cancelled.  We will also need to contact you in case there is any issue with your membership and/or payment.

We collect health related personal data to help you make informed decisions as to which Activities you should participate in and how and to respond as quickly as possible if you have an accident.  Collecting this information also helps us try to find ways to improve your health whilst being , mindful of any relevant conditions you may have.

4.  HOW LONG DO WE STORE YOUR PERSONAL INFORMATION

We will not retain personal information longer than necessary to fulfil the purposes for which it is processed, including providing you with Our services, complying with legal and regulatory obligations (e.g.  audit, accounting and statutory retention terms), handling disputes, and for the establishment, exercise or defence of legal claims.

5.  COOKIES

We and/or MindBody collect information when you visit and/or use our websites to help Us gather statistics about usage and effectiveness, personalise your experience, tailor our interactions with you, and improve Our products and services.  We do so through the use of various technologies, including cookies.

A cookie is a piece of data that a website can send to your browser, which may then be stored on your computer as a tag that identifies your computer.  While cookies are often only used to measure website usage (such as number and duration of visit) and effectiveness and to allow for ease of navigation or use and, as such, are not associated with any personal information, they are also used at times to personalise a known visitor's experience of a website by being associated with profile information or user preferences.  Over time this information provides valuable insight to help improve the user experience.

We refer you to the following two policies which explain and govern:

·  The use of cookies when you access GFC’s website (https://www.godaddy.com/en-uk/legal/agreements/cookie-policy); and

·  The use of cookies when you access MindBody’s website/app (https://company.mindbodyonline.com/legal/privacy-policy).

6.  MARKETING INFORMATION

We would like to send you marketing information about products and services of ours which may be of interest to you.  We may also need to send you communications that are not direct marketing communications (service communications) from time to time.

We will only contact you with marketing messages by email/ MMS/ SMS/WhatsApp messages where we are permitted to do so in accordance with UK data protection legislation (i.e. where we have collected the appropriate permissions). 

You can always change your preference by contacting Our Customer Service Team at contact@gaiafitnesscollective.com.

7.  SHARING OF PERSONAL INFORMATION

We may share your personal information with:

·  MindBody;

·  Payment processors.

We may also share your personal information if required by applicable law.

8.  YOUR RIGHTS

You have rights regarding your personal information. If you wish to exercise any of your rights outlined below, please contact Our Customer Service Team at contact@gaiafitnesscollective.com as well as MindBody at https://support.mindbody.io/s/contactsupport

- Right to access your personal information

You have the right to know if your personal information is being held, what categories of data are held, and to receive a copy of all data about you.

- Right to change or remove your details

You have the right to correct any inaccurate data or remove data if it is not necessary for Us to hold it where there is no compelling reason for its continued processing by Us.

- Right to restrict or object to processing

You can object to processing if it could affect your rights, freedoms or interests.  For example, you have the right to object to direct marketing and automated decision-making (although We do not engage in the latter). 

- Right to data portability

We will provide your data in a portable format.

- Right to lodge a complaint

You also have the right to lodge a complaint with a supervisory authority, although We encourage you to contact Us first.

Note also that if you exercise your right to remove your details, to restrict processing or to object, this may adversely affect your ability to obtain Our services from Us, or to use our website.

By booking a class you confirm you have read this Privacy Policy and fully understand its content. You hereby signal that you agree to this Privacy Policy.