Privacy Policy

Effective Date: 06/04/2026

Vibe Body Conditioning ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, book services, or communicate with us.

This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We may collect and process the following types of personal information:
Full name
Email address
Phone number
Home address (if required for mobile sessions)
Date of birth
Emergency contact details
Health and Medical Information

As part of EMS training safety requirements, we may collect:

Medical history relevant to EMS training
Health screening questionnaire responses
Contraindications information
Fitness goals and physical condition details

This information is necessary to ensure your safety during EMS sessions.

Payment Information

Payments may be processed through secure third-party payment providers. We do not store full card details on our systems.

We may collect:

IP address
Browser type
Device type
Pages visited
Time spent on pages
Cookies and tracking data

This helps us improve our website and services.

2. How We Use Your Information

We use your personal information to:

Provide EMS training services
Schedule and manage appointments
Assess your suitability for EMS training
Ensure client safety
Process payments
Communicate with you regarding bookings
Send appointment reminders
Provide customer support
Improve our website and services
Comply with legal and regulatory obligations
We will only use your information when legally permitted to do so.

3. Lawful Basis for Processing

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

Consent – when you provide health information or opt into marketing
Contract – to deliver services you have requested
Legal obligation – to comply with legal requirements
Legitimate interest – to operate and improve our services
Health information is processed as special category data and is handled with additional safeguards.

4. How We Store and Protect Your Information

We take appropriate technical and organisational measures to protect your data.

These include:

Secure digital storage systems
Password-protected devices
Limited access to authorised personnel only
Use of secure third-party platforms
Encryption where applicable
We retain your personal data only for as long as necessary to provide services and meet legal obligations.

5. Sharing Your Information

We do not sell your personal data.

We may share your information with trusted third parties when necessary, including:

Payment processors
Booking and scheduling systems
Website hosting providers
Professional advisers (e.g., legal or accounting services)
Emergency services if required for safety reasons
All third parties are required to protect your information and use it only for agreed purposes.

6. Marketing Communications

We may send you marketing communications if:

You have provided consent, or
You are an existing client and have not opted out.
You can unsubscribe from marketing communications at any time by:

Clicking the unsubscribe link in emails
Contacting us directly

We will never send unsolicited marketing without lawful permission.

7. Cookies and Website Tracking

Our website may use cookies to improve user experience and analyse website traffic.

Cookies may be used to:

Remember user preferences
Track website usage
Improve website performance
Support analytics services
You can control cookies through your browser settings.

8. Your Data Protection Rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion of your data
Restrict processing
Object to processing
Request data transfer (data portability)
Withdraw consent at any time
To exercise any of these rights, please contact us using the details below.

9. Data Retention

We retain personal data only as long as necessary.

Typical retention periods include:

Client records: Up to 7 years after last session
Financial records: As required by UK law
Health screening forms: Retained for safety and legal compliance
After this period, data is securely deleted or anonymised.

10. Children's Privacy

Our services are not intended for individuals under the age of 18, unless parental or guardian consent is provided.

We do not knowingly collect personal data from minors without appropriate consent.

11. Third-Party Links

Our website may contain links to external websites.

We are not responsible for the privacy practices of third-party websites. We encourage users to read the privacy policies of those websites.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time.

Any updates will be published on this page with a revised effective date.

13. Contact Information

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Vibe Body Conditioning
Email: info@vibebodyconditioning.co.uk
Phone: 07725046477

The explanations and information provided in this Privacy Policy are intended as general guidance only and do not constitute legal advice. We recommend seeking independent legal advice to ensure this Privacy Policy fully complies with applicable laws and accurately reflects your business practices.