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Privacy Policy & General Data Protection Regulation (GDPR)

Butterfly Pole Studio Limited is committed to protecting your personal data and being transparent about how it is collected, used and stored.

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This Privacy Policy explains how we use your information in line with UK GDPR and the Data Protection Act 2018.

We recognise the importance of respecting your privacy and our policy is designed to assist you in understanding how we collect, use and safeguard the personal information you provide to us and to assist you in making informed decisions.

 

This policy will be continuously assessed against new technologies, business practices and our customers’ needs.

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1. Organisation Details

 

2. Data Protection Contact

If you have any questions about your data, you can contact:

  • Data Protection Lead: Jaime Baker

 

3. What information we collect

We may collect and store the following information:

  • Name

  • Address

  • Email address and telephone number

  • Date of birth

  • Emergency contact details

  • Health information relevant to safe participation in classes

  • Fitness and activity information

  • Payment and booking details

  • Images or video where consent has been given

 

We only collect information that is necessary for providing our services safely and effectively.

 

4. How we collect your information

We collect your data when you:

  • Book a class, course, or session

  • Register through our website or booking system

  • Sign up to marketing communications

  • Complete forms or contact us directly

 

We may also communicate with you via social media, email, SMS and WhatsApp where appropriate and relevant to your engagement with us.

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By providing your information, you consent to it being used for the purpose of delivering our services.

You can opt out of marketing at any time.

 

5. Use of recording, filming and photography

We may record online and hybrid classes using platforms such as Zoom for the purpose of allowing online participation and catch-up access.

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Recordings may feature participants attending in-studio and online. Recordings are stored securely on Zoom for up to 30 days, after which they are automatically deleted.

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We may also take photographs and videos during classes, workshops, and showcase events. These may be used for promotional purposes including social media, website content, and marketing materials, but only where consent has been given.

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At showcase events, photography and videography may take place. Participation in these events means you may appear in group images or videos used for promotional purposes. If you prefer not to be included, please let us know at the time.

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Clients may also record themselves during classes for personal use. As a result, other participants may appear in the background of these recordings. Butterfly Pole Studio Ltd accepts no responsibility for personal recordings made by clients.

 

6. Why we use your data

We use your information to:

  • Manage bookings and memberships

  • Deliver classes safely

  • Process payments

  • Communicate important updates

  • Send marketing (if you have opted in)

  • Improve our services

  • Manage WhatsApp communication groups

  • Deliver online and hybrid classes

 

7. Health and safety information

Where relevant, we may collect health information to ensure safe participation in classes.

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This information is only shared with instructors where necessary for safety and wellbeing.

 

8. Who has access to your data

Your data is only accessible by those who need it to carry out business activities. This may include:

  • Butterfly Pole Studio Limited instructors (for class delivery and safety)

  • Trusted administrative or marketing support (for communications and email marketing)

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All individuals with access to data are required to keep it secure and confidential.

 

9. How we store your data

Your data may be stored in the following systems:

  • TeamUp (booking system)

  • Wix (website, CRM, and email marketing)

  • Stripe, PayPal, GoCardless (payment providers)

  • Mailchimp (email marketing)

  • Microsoft OneDrive (secure storage of business records and reports)

  • First Aid Incident report book - locked away in a secure safe

  • Zoom (online class recordings)

 

Paper records are securely stored, and where appropriate, may be digitised and the original copies destroyed and disposed of appropriately.

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Some of the systems listed above have their own GDPR/privacy policies, which apply in addition to this policy.

 

10. WhatsApp Communication & Groups

We may use WhatsApp to communicate with clients regarding bookings, updates and general studio information.

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We may also operate optional WhatsApp community groups for members. Participation is optional and you may leave at any time.

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If you join a WhatsApp group, your phone number may be visible to other participants within that group.

 

11. Why and how long do we keep your data

We require all the details above to ensure safe participation in our classes, or if we need to make modifications to our lessons to benefit you.  You do not have to share your details with us, but if you  choose not to, we cannot allow you to participate in our classes.  

 

We may also use your email address or phone number to contact you regarding bookings, reminders, and class cancellations or changes.

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​We will only use your data for the purpose for which it was collected.

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​It is a requirement of our insurance policy and generally accepted practice in the UK to retain client records. These records are kept for at least 7 years following the last session attended. For minors, records are kept for at least 7 years after they reach the age of 18.

 

12. Your rights

You have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion of your data (where legally applicable)

  • Withdraw consent for marketing at any time

  • Request a copy of your data

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To exercise any of these rights, please contact us directly.

 

13. Complaints

If you have concerns about how your data has been handled, please contact us first so we can resolve the issue:

butterflystudiouk@hotmail.com

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If you are not satisfied with our response, you have the right to contact the Information Commissioner’s Office (ICO):

 

www.ico.org.uk

 

14. Partner Discounts (Pole Junkie)

If you choose to opt in to the Butterfly Pole Studio Ltd discount with Pole Junkie, we will share your email address with Pole Junkie Ltd solely for the purpose of verifying your student status and providing access to the discount.

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Your data will not be used for marketing by Pole Junkie unless you separately opt in to their communications.

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You may withdraw your consent at any time by contacting us.

 

15. Data sharing

We do not (and never will) share, sell, lend or lease any of the information that uniquely identify a client (Such as email addresses or personal details) with anyone except where necessary to process transactions or provide services that you have requested.

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16. Acquisition and Change of Owner
​If Butterfly Pole Studio Limited is ever sold or transferred, your information may be passed to the new owner so that services can continue to be provided.

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17. Cookies

Our website uses cookies to improve user experience and analyse website performance.

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You can manage or disable cookies through your browser settings.

 

18. Changes to this policy

We may update this Privacy Policy in accordance with requirements or changes to applicable legislation.

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Any significant changes will be communicated where appropriate.

 

19. Consent

By using our services, you agree to this Privacy Policy.

 

Last updated: April 2026

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