Data Controllers:
The Farm Studio, Phepson Farm, Himbleton, Droitwich, WR9 7JZ
As you may be aware, the General Data Protection Regulations (GDPR) changed on May 25th, 2018. These regulations are designed to protect you and your personal data. At The Farm Studio, we value your privacy and want you to feel confident about the data we collect, how we use it, how we store it, your rights regarding that information, and the legal basis for doing so.
What We Collect
When you make a booking, we collect your name, email address, date of birth, and contact numbers. This data is securely stored on our booking systems:
- “Get Timely” – for Sports Massage bookings
- “Wellness Living” – for Pilates bookings
Pilates clients may also choose to fill in an Online Health Form, which collects basic health screening and injury history. This form is powered and stored securely within Wellness Living.
Only therapists, administrators, and instructors working at The Farm Studio have access to these password-protected systems to view bookings and health forms. All therapists are required to adhere to our data protection policy to ensure your details remain secure.
How We Use It
We use your data to:
- Send confirmations and reminders about your bookings
- Manage rescheduling and membership information
- Send quarterly updates via our e-letter
- Share relevant health information with instructors prior to classes (for Pilates clients)
We are the data controllers of your information. Our data processors include Wellness Living, Get Timely, and Mailchimp, which we use to manage forms, bookings, reminders, and mailouts.
How We Store It
Your data is stored and processed using the secure systems provided by:
- Wellness Living
- Get Timely
- Mailchimp
Any reports generated from these systems do not include personal data. Your booking or Health Form details are not stored in any other documents and are never shared or sold to third parties.
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal, regulatory, or accounting requirements. For example, financial and booking records may be retained for up to 6 years, and health screening information may be retained for as long as necessary to provide ongoing care, unless otherwise requested by the client.
Note: Any Online Health Forms completed and submitted prior to 2025 were stored using Google Forms (a secure data system). All data stored in this system has now been deleted.
Your Rights to Control Your Information
You have the right to:
- Notify us of changes to your personal information or request corrections (e.g. email address or phone number)
- Request a copy of the personal information we hold about you
- Request that we erase, block, or restrict the processing of your data, or object to how we use it (in certain situations)
- Request that we transfer the personal data you provided to a third party (in certain situations)
To make any of these requests, please contact us at: admin@thefarmstudio.co.uk
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk
Legal Basis
We collect your personal data based on legitimate interest or consent. You may withdraw your consent at any time. Additionally, if we process your data based on legitimate or public interest, you have the right to object to that processing at any time.
Third-Party Therapists
Information shared with self-employed therapists working at The Farm Studio (e.g. through client assessments) is governed separately. This is a private agreement between you and the individual therapist.
Each self-employed practitioner will have their own Privacy Statement and may be subject to different legal obligations (e.g. retaining your data for 7 years). Please ensure you review and consent to how your data is handled by them.
2025
Last updated: June 2025