Client Privacy Notice
This notice is for people who train with Studio 121 Fitness Training ("we", "us"), whether 1-1, in small groups, in classes or on the 8 Week Challenge. It explains what information we hold about you as a client, why, who sees it, how long we keep it, and your rights. Our separate Privacy Policy covers this website.
Last updated: 12 September 2026
Who we are: Studio 121 Fitness Training, Unit 5 Stuart House, Arnold Street, Nantwich, Cheshire, CW5 5QB. For anything relating to your personal data, contact Richard Adams at info@studio121.co.uk or on 01270 610214.
What we collect
Contact and account details. Your name, phone number, email address, emergency contact, and the sessions, classes or plans you book and pay for. Payments are taken through Bookwhen or directly with us; we do not store card numbers.
Health and fitness information. Before you start we ask you to complete a Physical Activity Readiness Questionnaire (PAR-Q). Depending on your answers we may ask for a letter of medical clearance from your GP. During training we keep notes on your goals, injuries, measurements, progress and anything you tell us that affects how we train you safely.
Photographs and video. Only if you agree. See "Photos and social media" below.
Why we collect it and our lawful basis
- To train you safely and deliver what you have booked. Lawful basis: performing our contract with you.
- Health information (your PAR-Q, medical clearance, injuries and conditions). This is special category data, so we rely on your explicit consent, which you give when you complete the PAR-Q and can withdraw at any time. If you withdraw it we may not be able to continue training you, because we cannot do so safely without it.
- Emergency contact. Lawful basis: your vital interests and our legitimate interest in running a safe studio.
- Records of bookings, payments and correspondence. Lawful basis: our contract with you and our legitimate interest in keeping proper business records.
Who sees your information
Only Richard Adams and the trainers who work with you at Studio 121. Trainers see the health and progress notes for their own clients so they can plan and adapt sessions. We never sell your information and we do not share it with anyone else, except:
- Bookwhen, which runs our online booking and processes bookings and payments under its own privacy policy.
- Emergency services or a medical professional, if you are taken ill or injured during a session and it is needed to help you.
- Insurers, solicitors or the courts, if there is a claim or we are legally required to.
How long we keep it
We keep your client records for as long as you train with us and for 3 years after your last session, which matches the period in which a claim about an injury could be made. After that they are securely deleted or shredded. Bookings and payment records are kept for 6 years to meet accounting rules. If you ask us to delete your records sooner we will do so unless we have a legal reason to keep them.
Photos and social media
We sometimes photograph or film sessions for our website and social media. We will only use your image, name or story if you have told us you are happy for us to, and we will keep a note of that permission. You can change your mind at any time by telling us, and we will remove the material from anything we control as soon as we can. Before-and-after photos and anything about your health or weight are only ever published with your specific agreement.
How we look after it
Paper forms are kept in a locked cabinet at the studio. Electronic records are kept in password-protected accounts that only Richard and the trainers can access. We do not send health information by text or social media messaging.
Your rights
You have the right to see the information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, to receive a copy in a portable format, and to withdraw any consent you have given. To exercise any of these, email info@studio121.co.uk or speak to Richard at the studio. We will respond within one month. If you are unhappy with how we handle your information you can complain to the Information Commissioner's Office at ico.org.uk.
Changes to this notice
If the way we handle client information changes, we will update this notice and tell current clients.