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Privacy Policy

Last updated 17 May 2025

1. Who we are

Sports4Life Wellness (“S4WL”, “we”, “our”, “us”) is a community-based not-for-profit organisation funded by the National Lottery Community Fund. We operate the website shop4wellness.uk (the “Site”) and provide wellness programmes such as Zumba, Pilates, Chair Pilates, swimming lessons and health seminars.
Registered in England & Wales under Company No. 14843789
Postal address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Tel: 07776 030 502 Email: info@shop4wellness.uk

2. Data we collect

  • Contact data — name, email, telephone, address.
  • Programme choices — e.g. Zumba, Pilates, Swimming.
  • Health & readiness data supplied in the PAR-Q / PAR-Q+ form (special-category health information).
  • Payment data processed via PayPal PPCP or future card processors (we receive only a transaction ID, not full card details).
  • Technical data — IP address, browser type, device identifiers, and cookies (see Section 8).
  • Marketing preferences — opt-in / opt-out records.

3. How & why we use your information

  • To register you for chosen classes and manage class attendance.
  • To assess your suitability for physical activity and safeguard your health and safety.
  • To process payments and issue confirmations or refunds.
  • To send operational emails (booking updates, policy changes, safety notices).
  • With your consent, to send newsletters and programme promotions.
  • To maintain Site security, diagnose faults and compile anonymised usage statistics.

4. Our legal bases under UK GDPR

Depending on the purpose, we rely on:

  • Contract — providing the service you request.
  • Legitimate interests — running and protecting the Site and our programmes (balanced against your rights).
  • Legal obligation — complying with health & safety or accounting rules.
  • Consent — for special-category health data and any optional marketing.

5. Special-category health data

Information provided in the PAR-Q is classed as “special-category” under the UK GDPR. We process it only with your explicit consent and solely to ensure safe participation in physical activity. We never use it for marketing or unrelated purposes.

6. When we share your data

We disclose only what is strictly necessary:

  • Facility partners such as Greenwich Leisure Limited (GLL) — to verify eligibility for subsidised swimming.
  • Payment providers (e.g. PayPal) — to complete transactions.
  • Professional instructors — limited health notes so they can adapt sessions safely.
  • IT & web-service suppliers who host or maintain our systems, under strict confidentiality contracts.
  • Legal authorities if required to comply with law or protect vital interests.

We do not sell or rent your personal data.

7. International transfers

Our main servers are in the UK. Where service providers are based outside the UK/EEA, we rely on adequacy regulations or Standard Contractual Clauses to safeguard your data.

8. Cookies & analytics

The Site uses essential cookies for login security, Forminator form functionality and language preference. We also run anonymised analytics to improve content (e.g. Google Analytics 4). You can block cookies in your browser; however, essential cookies are required for core features such as form submission.

9. How long we keep your data

  • Booking and attendance records: 7 years (insurance & accounting).
  • PAR-Q health forms: 1 year after your last session, unless regulations require longer.
  • Marketing lists: until you withdraw consent or 3 years after last interaction.
  • Server logs & analytics: 26 months (aggregated thereafter).

10. Your rights

You may:

  • Request a copy of the personal data we hold about you.
  • Ask us to correct, erase or restrict processing of your data.
  • Object to certain processing or request data portability.
  • Withdraw consent at any time (this does not affect prior processing).
  • Lodge a complaint with the UK Information Commissioner’s Office (ico.org.uk).

11. How we protect your data

We employ SSL/TLS encryption, role-based access controls, regular security patching and restricted-access storage for health data. All staff and volunteers receive data-protection training.

12. Children’s privacy

Participants under 16 require signed parental or guardian consent. We do not knowingly collect personal data from children without that consent.

13. External links

The Site may contain links to third-party sites (e.g. partner leisure centres). We are not responsible for their content or privacy practices.

14. Changes to this policy

We may update this notice occasionally to reflect legal or operational changes. Significant amendments will be highlighted on this page or via email.

15. Contact us

For any privacy questions or to exercise your rights, please email info@shop4wellness.uk or write to the address in Section 1.