Who we are
FlexFortis (Yoga & Fitness with Lucy) is run by Lucy’s full name / trading name, based in Stroud, Gloucestershire. We are responsible for the personal information you give us (the “data controller”).
Contact: Lucy@flexfortis.co.uk · (+44) 07794 510 969 · postal address
ICO registration: registration number, or delete this line
What we collect and why
| When | What we collect | Why |
|---|---|---|
| You send an enquiry | Name, email, phone (if given), and what you tell us about your activity, health and goals | To reply and recommend the right service |
| You book a class | Name, email, class details, amount paid | To manage your booking, confirm it and keep the class register |
| You join The Grow Club | Name, email, mobile number, when you agreed to this notice, your membership status, and which routines you mark as done | To run your membership, let you log in to The Vault, and add you to the members’ WhatsApp group |
| You join the waiting list | Name, email, mobile number | To tell you when The Grow Club has space again |
We never sell your information and we don’t use it for anything you wouldn’t expect.
Health information
If you tell us about injuries, health conditions, pregnancy or postnatal recovery, we use it only to keep your training safe and suitable, and we keep it private.
The WhatsApp group
When you join The Grow Club, Lucy adds your mobile number to the members’ WhatsApp group. Other members of the group can see your name and mobile number, as with any WhatsApp group. You can leave the group at any time from WhatsApp; this doesn’t cancel your membership.
WhatsApp is run by Meta, under WhatsApp’s own privacy policy. The group invite link is shared only inside The Vault.
Who else sees your information
Only the services we need to run things:
- Stripe: takes card payments for classes and Grow Club memberships. We never see or store your full card number.
- IONOS: hosts this website, its database and our email, in the UK/EU.
- Google: class bookings are recorded in a private Google Sheet.
- WhatsApp (Meta): the members’ group, as above.
- YouTube (Google): videos in The Vault are played through YouTube’s privacy-enhanced mode. YouTube only loads when you press play.
Our legal reasons
- Contract: to provide the class, training or membership you’ve asked for (including adding you to the WhatsApp group, which is part of The Grow Club).
- Consent: for the waiting list, and for any health information you choose to share. You can withdraw consent any time.
- Legal obligation: keeping payment records for tax.
- Legitimate interests: replying to enquiries and keeping the website secure.
How long we keep it
- Enquiries: up to 12 months after we last spoke, unless you become a client.
- Grow Club members: while you’re a member, then up to 12 months after you leave (we delete it sooner if you ask).
- Waiting list: until The Grow Club reopens and we’ve contacted you, or until you ask us to remove you.
- Payment and booking records: 6 years, because HMRC requires it.
Lucy to confirm these periods
Cookies and website statistics
- The Vault login: one essential cookie keeps you logged in on your device for up to 60 days. Logging out removes it.
- Payments: Stripe sets cookies on its payment pages to prevent fraud.
- Videos: YouTube may set cookies once you press play on a video.
- Visitor statistics: what the visitor counter records (e.g. pages viewed, no personal details)
Leaving The Grow Club and deleting your data
- Cancel any time from “My membership” in The Vault. You keep access until the end of the month you’ve paid for.
- Leave the WhatsApp group any time in WhatsApp, or ask Lucy to remove you.
- Delete your details: email Lucy@flexfortis.co.uk and we’ll delete your name, email and phone number. We have to keep payment records for 6 years for tax, and we keep a note that a founding place was used, without your details.
Your rights
You can ask to see, correct or delete the information we hold about you, to restrict or object to how we use it, or to have a copy to take elsewhere. Just email Lucy@flexfortis.co.uk; we’ll reply within one month.
If you’re unhappy with how we’ve handled your information, please tell us first. You can also complain to the Information Commissioner’s Office: ico.org.uk · 0303 123 1113.