Privacy Policy

This policy explains what personal information Hartfield Hub collects, why we collect it and what we do with it. It covers our website, bookings, enquiries, our mailing list and CCTV at the studio. Classes booked through an instructor's own website, such as Pilates or Puppy Yoga, are covered by their privacy policy, not ours.
Who we are

Hartfield Hub Ltd is the controller of your personal information. We're registered in England and Wales (company no. 16880063) at 1st floor, 12-14 Hartfield Road, Wimbledon, London SW19 3TA.

For any privacy question or request, email studio@hartfieldhub.com or call +44 (0)20 4514 9104.

What we collect

Name, email, phone number and company name: from you, when you book, enquire, contact us or join our mailing list.
Booking details (dates, times, studio, kit and extras, and notes you add): from you, when you book.
Payment details: from you, through our booking system's payment provider. We don't see or store your full card number.
Messages and call notes: from you, when you email, call or message us.
CCTV footage of you and your team: from our cameras, while you're at the studio.
Website usage (pages visited, device, browser, rough location and how you found us): from cookies and similar tools on our website, if you accept them.

We don't knowingly collect information from children, except where they appear in CCTV footage while visiting with a supervising adult.

You don't have to give us your information, but we need your name, email address and phone number to take a booking, and your payment details to take payment. Without them, we can't take your booking.

How we use it
UK data protection law says we need a lawful basis for each use of your information. Ours are:

Taking and managing your booking, taking payment and sending confirmations: contract.
Answering your enquiries: contract, or our legitimate interest in replying to you.
Charging for overtime, cleaning or damage: contract.
Keeping accounts and VAT records: legal obligation.
CCTV: legitimate interests. Our interests are keeping people and property safe, preventing and investigating crime, recording start and finish times for billing, and having evidence if there's a dispute.
Dealing with disputes and legal claims: legitimate interests, to protect our business and enforce our terms.
Sharing information with the police or insurers: legal obligation where the law requires it, or our legitimate interests in preventing crime and handling claims.
Sending news, events and offers by email: your consent or, if you've booked with us before, our legitimate interest in telling you about similar services. You can unsubscribe at any time, and every email includes a link to do so.
Website analytics and advertising cookies: consent, given through our cookie banner.
Keeping the website working and secure: legitimate interests.

We don't sell your information, and we don't make decisions about you by automated means alone.
Who we share it with

We only share your information with companies that help us run Hartfield Hub, and only what they need to do that job.

Wix: hosts our website, forms and mailing list.
LemonBooking: runs our studio booking calendar and booking records.
Momence: runs bookings, class packs and memberships for our own classes and events.
Stripe, American Express, takepayments, EVO Payments and GoCardless: process card payments and Direct Debits for bookings and extra charges.
Google: email (Google Workspace), the map on our website, and Google Analytics and Google Ads if you accept those cookies.
Meta: shows our Instagram feed on the website.
Anthropic (Claude): an AI assistant we use to help draft emails and marketing, and to manage our website and bookings. We don't allow our data to be used to train its AI models.
Xero and Atkinsons Accountants Limited: keep our accounts and VAT records.
Ring (part of Amazon): stores footage from our Ring cameras in its cloud service.

We may also share information with the police, insurers or our legal advisers when the law requires it, or to deal with a dispute, damage or a crime.

CCTV
CCTV covers the studios and shared areas, but not toilets or changing areas. Signs at the entrance tell you it's in use. Our cameras record video only, not sound. We use two systems: a CCTV system that records to hard drives kept securely at the studio, and Ring cameras that store footage in Ring's cloud service. Footage on our hard drives is kept for 30 days before it is automatically overwritten, and Ring footage is kept for 180 days before it is deleted, unless we need it for a dispute, an insurance claim or a police request.
Cookies
Our website uses cookies that it needs to work. Analytics and advertising cookies are only set if you accept them in our cookie banner. You can change your choice at any time using the cookie settings link in the website footer.
How long we keep it

Booking and payment records: 6 years from the end of the financial year the booking falls in, for tax and accounting.
Enquiries that don't become a booking: 3 years from your last contact with us.
Messages and call notes: 3 years from your last contact with us.
Mailing list details: until you unsubscribe.
CCTV footage: 30 days on our hard drives and 180 days in Ring's cloud service, unless needed for a dispute or claim.
Website analytics: held by Google under Google's own terms and retention settings.

Keeping it safe
We use trusted providers with security measures in place, limit access to the people who need it, and protect our accounts with strong passwords and two-step sign-in.
Transfers outside the UK
Some of our providers store information outside the UK, mainly in the US and the EU. When they do, the transfer is protected by UK adequacy rules or contracts approved by the UK Government.

Your rights
You have the right to:

get a copy of the information we hold about you
ask us to correct anything that's wrong
ask us to delete your information
object to, or ask us to limit, how we use it
ask for a copy of your information in a format you can take elsewhere
withdraw your consent at any time, for example by unsubscribing from emails

Your right to object. You can object at any time to us using your information for marketing, and we'll stop. You can also object to anything we do based on our legitimate interests, and we'll stop unless we have a strong reason to continue that outweighs your interests.

Some rights depend on the situation. For example, we have to keep booking and payment records for 6 years even if you ask us to delete them.

To make a request, email studio@hartfieldhub.com. We'll reply within one month.

Complaints
If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy
We'll update this policy when how we use your information changes. The date at the top shows when it was last updated.

Last updated: 6 November 2026.