Privacy Policy

Please read this Privacy Policy carefully.

This information is owned and operated by Flow State Fit Club registered in England, Company number 16865515

Flow State Fit Club is committed to protecting your privacy and handling your personal data in a fair, lawful, and transparent way, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018), as supplemented by the Data Use and Access Act 2025. 

By visiting a Flow State Fit Club, using our website(s), app(s), or contacting us, you acknowledge and agree to the terms of this Privacy Policy. 

We collect and process the personal data necessary to provide our services and operate our business. This may include: 

Certain personal data are defined as ‘Special Categories of Personal Data’ under the UK GDPR, such as data regarding race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data for the purposes of uniquely identifying a person, data concerning health (including mental and physical health), or data concerning sex life or sexual orientation. 

We process your personal data for the following purposes and under the lawful bases permitted by the UK GDPR: 

We do not use your personal data for automated decision making that produces legal or significant effects. 

We have carried out balancing tests for all the data processing we carry out based on our legitimate interests, which we have described above.  

We may contact you via email, SMS, phone, or app notifications for: 

  • Operational updates (e.g. class changes, closures); 

  • Membership and billing information;

Certain communications (e.g. urgent updates, booking confirmations, payment reminders) are essential for service delivery and cannot be opted out of. These messages will not contain any direct marketing. 

If you have purchased or shown interest in our products, services or memberships, you will receive marketing communications from us via email, SMS, phone, or app notifications about similar offerings unless you have opted out of receiving marketing.

You can manage or withdraw your preferences at any time by: 

  • Updating your preferences via your online member account or app; 

  • Using unsubscribe links in our emails or texts; or 

  • Contacting hello@flowstatefitclub.com 

Please note that some countries outside of the UK or EEA have a lower standard of protection for personal data, including lower security requirements and fewer rights for individuals. Where your personal data is transferred, stored and/or otherwise processed outside the UK or EEA, we will take all reasonable steps to ensure that your personal data is treated securely and in accordance with this policy. When personal data is transferred internationally to a country that is not deemed adequate by the European Commission or the UK Secretary of State, we will rely on acceptable and defined legal mechanisms such as using standard contractual clauses which have been approved by the European Commission or the UK Government. 

We take appropriate organisational and technical measures to protect personal data from unauthorised access, loss, or misuse. 

This includes but is not limited to: 

  • Role-based access controls and encryption; 

  • Regular staff training and audits; 

  • Secure disposal of paper and electronic data; 

  • Regular review of our data protection procedures.

A cookie is a very small text document, which often includes an anonymous unique identifier. Cookies are created when your browser loads a particular website. The website sends information to the browser which then creates a text file. Every time the user goes back to the same website, the browser retrieves and sends this file to the website’s server. We use cookies to personalise your experience and preferences, measure website performance and deliver relevant advertising. 

We will retain your personal data only for as long as we need it for the purposes set out in this policy, except in circumstances where we need to retain it for longer to comply with legal obligations or to progress legal claims. At the end of the retention period, we will take steps to delete your personal data or hold it in a form that no longer identifies you.  

Where we process personal data for marketing purposes or with your consent, we process the data until you ask us to stop and for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data so that we can respect your request in future. 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. The ICO can be contacted by telephone on 0303 123 1113 or by post as follows: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or via email at casework@ico.org.uk. 

We may occasionally update this Privacy Policy to reflect changes in our operations or legal requirements.  The most current version will always be available at www.flowstatefitclub.com. Material changes will be communicated via email or club notice. 

If you have questions or concerns about how your data is handled, please contact us via email at hello@flowstatefitclub.com.