The Combe PT Studio customer privacy notice

Registered name: Melford Fitness LTD

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• How to complain

Contact details.

Email

info@thecombe.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details.
• Addresses
• Gender
• Pronoun preferences
• Occupation
• Date of birth
• Third party information (such as family members or other relevant parties)
• Payment details (including card or bank information for transfers and direct debits)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Health information (such as medical records or health conditions)
• Information relating to compliments or complaints.
• Video recordings
• Account access information.
• Website user information

We also collect or use the following special category information to provide and improve products and services for clients. This information is subject to additional protection due to its sensitivity:

• Health information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details.
• Addresses
• Purchase or service history.
• Account information, including registration details.
• Marketing preferences
• Technical data, including information about browsers and operating systems.

We also collect or use the following special category information for the operation of client or customer accounts. This information is subject to additional protection due to its sensitivity:

• Health information

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details.
• Addresses
• Marketing preferences
• Website and app user journey information
• IP addresses

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details.
• Addresses
• Payment details
• Account information
• Purchase or service history.
• Video recordings of private or staff only areas
• Customer or client accounts and records
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitivity:

• Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exceptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure– You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing– You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • As a Personal Training studio, we collect and use personal information to provide effective, safe, and personalised fitness services to our clients. Our legitimate interest in processing this information lies in our need to provide a quality service that is line with each individual’s health and fitness goals as well as current physical condition, and preferences. We collect data such as health history, current fitness levels, training goals and contact information. This is to: Design safe and tailored training sessions and plans. Monitor client progress and adjust program\/sessions over time Communicate effectively regarding appointment schedule as well as health\/safety updates Ensure client safety during training sessions. Examples include being aware of injuries, limitations, or medical conditions. Improve the service provided and effectiveness of our offering based on feedback and client usage patterns This data processing is required for us to fulfill our obligations as trained fitness professionals and also to provide services that meet professional and safety standards. Benefits to clients\/individuals include: Personalised Service: Clients receive sessions & programs tailored specifically to their needs and goals. Health & Safety: Trainers\/Coaches are equipped with essential information to reduce injury risk and respond effectively in case of health issues. Efficiency: Streamlined and efficient communication, especially with sessions scheduling to improve the client experience. Improved Service Quality: The use of anonymised trends and feedback to improve our products and offerings for all clients. Information collection is directly relevant and necessary for these purposes, and we do so transparently. We do not use personal information in ways that are unexpected, intrusive, or unfair. Clients can access, update, or request deletion of their data at any time. We also implement appropriate security measures to protect personal data from unauthorised access. Our goal is to ensure that the benefits to our clients (enhanced fitness outcomes, safety, and service quality clearly outweigh any minimal and managed risks involved in handling their information.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in collecting and using certain personal information to effectively create, manage, and operate client accounts. This processing is essential for the daily running of our business and for delivering a professional & expert experience to our clients. We collect and use personal information to: Set up and manage client profiles and memberships Schedule and manage training session bookings Process payments and manage billing or invoicing Track service usage and attendance to monitor engagement and service effectiveness Communicate important updates related to their account, training sessions, or studio operations Benefits to Individuals include Clients can book sessions, make payments, and access their account details easily. Ensures Accurate Record Keeping. Continuity and consistency in service, especially when working with multiple trainers or over long-term programs. Clients receive timely updates and reminders regarding their sessions or account. Account history helps us provide better customer service and respond to queries or issues effectively. Information collection is directly relevant and necessary for these purposes, and we do so transparently. We do not use personal information in ways that are unexpected, intrusive, or unfair. Clients can access, update, or request deletion of their data at any time. We also implement appropriate security measures to protect personal data from unauthorised access. Our goal is to ensure that the benefits to our clients (enhanced fitness outcomes, safety, and service quality clearly outweigh any minimal and managed risks involved in handling their information..

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in collecting and using personal information to keep clients informed about important service updates and to share relevant marketing communications. This helps us maintain strong effective, client relationships, build community, and ensure that clients are aware of services that may benefit their fitness journey. We use contact information to: Provide updates about class schedules, changes to opening hours, or health & safety information Share new service offerings, special promotions, workshops, or events that may be of interest Offer fitness tips, resources, or adapted programs to support ongoing client progress This communication is an essential part of how we keep our clients engaged, informed, and supported as part of their experience with us. Clients stay informed about changes that affect their bookings or fitness routine. Access to member-only offers, events, or promotions tailored to their interests. Regular content that helps clients stay on track with their goals. Builds a sense of belonging and community with the studio. Legitimate Interest Statement – Information Updates and Marketing As a Personal Training studio, we have a legitimate interest in collecting and using personal information to keep clients informed about important service updates and to share relevant marketing communications. This helps us maintain strong client relationships, build community, and ensure that clients are aware of services that may benefit their fitness journey. Why the Processing is Legitimate and Necessary: We use contact information (such as email addresses or phone numbers) to: Provide updates about class schedules, changes to opening hours, or health & safety information Share new service offerings, special promotions, workshops, or events that may be of interest Offer fitness tips, resources, or seasonal programs to support ongoing client progress Encourage continued engagement with our studio and services This communication is an essential part of how we keep our clients engaged, informed, and supported as part of their experience with us. Benefits to Individuals: Relevant Updates: Clients stay informed about changes that affect their bookings or fitness routine. Exclusive Opportunities: Access to member-only offers, events, or promotions tailored to their interests. Support and Motivation: Regular content that helps clients stay on track with their goals. Stronger Connection: Builds a sense of belonging and community with the studio. We carefully balance our interest in staying connected with the rights and expectations of our clients. We only send relevant updates or marketing messages that are related to the services we offer. Clients always have the option to opt out or unsubscribe at any time, and we honor those preferences immediately. We do not sell or share personal data with third parties for unrelated marketing purposes, and we safeguard all contact information using appropriate security measures. The minimal impact on client privacy is outweighed by the clear value of timely, relevant communication that enhances their overall experience with our studio.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We have a legitimate interest in collecting and using personal information to respond effectively and fairly to client queries, complaints, or legal claims. This enables us to maintain a high standard of service, resolve issues efficiently, and protect both our clients and our business. We may process personal information such as client names, contact details, service history, and relevant communications in order to: Investigate and respond to questions or concerns about our services Resolve complaints in a timely and appropriate manner Maintain accurate records of issues raised and actions taken Defend or pursue legal claims, if necessary This processing is necessary to ensure transparency, accountability, and the continuous improvement of our services. This benefits the Individuals by Fair Resolution: Clients receive clear and prompt responses to their concerns or issues. Accountability: Helps ensure that any mistakes or misunderstandings are acknowledged and addressed appropriately. Enhanced Service: Feedback from complaints or queries allows us to improve our service offerings and client experience. Legal Protection: Both the client and the studio are better protected in the event of a dispute. We only use the personal data relevant to each specific query or complaint, and access to this data is strictly limited to those handling the matter. We do not use this information for marketing or unrelated purposes. Any risks to privacy are minimised through secure data handling practices, and we are committed to protecting client rights throughout the process. We believe the benefits of resolving concerns professionally and maintaining trust significantly outweigh the minimal and carefully managed risks involved in this type of data use.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

• Directly from you

How long we keep information.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated.

20 August 2025