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ARTemis Pole Studio Ltd

Last Updated: June 2026

1. Introduction

ARTemis Pole Studio Ltd ("ARTemis Pole Studio", "we", "us", or "our") is committed to protecting your privacy and handling your personal data in a transparent and secure manner.

This Privacy Policy explains how we collect, use, store, share and protect your personal data when you:

• Visit our website;

• Create an account;

• Book classes, workshops or events;

• Purchase memberships, courses or coaching services;

• Participate in in-person or online training;

• Contact us;

• Subscribe to marketing communications; or

• Otherwise interact with ARTemis Pole Studio.

We process personal data in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable electronic communications laws.

2. Data Controller

The data controller responsible for your personal information is:

ARTemis Pole Studio Ltd

Address:
111 Power Road, Studio G.08
London W4 5PY
United Kingdom

Email:
info@artemispolestudio.com

Alternative contact:
artemispolestudio.aps@gmail.com

3. Personal Data We Collect

Depending on the services you use, we may collect:

Identity Information

• Full name

• Date of birth

• Gender (where voluntarily provided)

Contact Information

• Email address

• Address

• Emergency contact details

Account Information

• Membership details

• Booking history

• Attendance records

• Purchase history

Payment Information

Payments are processed through third-party payment providers (Stripe) integrated with GoTeamUp.

We do not store your full payment card details, GoTeamup does.

Coaching Information

Where you participate in private coaching services, we may collect:

• Training records

• Goal-setting information

• Progress tracking information

• Coaching notes

• Assessment records

• Exercise performance data

Video and Image Content

You may voluntarily provide:

• Progress photos

• Assessment photos

• Progress videos

• Technique videos

• Exercise recordings

These materials may be used solely for coaching, assessment, feedback and programme delivery purposes.

Communications

We may retain communications sent through:

• Email

• WhatsApp Business

• Website enquiries

• Customer support requests

Marketing Preferences

We record your communication preferences, including whether you have chosen to receive marketing communications.

4. Special Category Data

As a fitness and coaching provider, we may process special category personal data concerning your health.

This may include:

• Medical conditions

• Injuries

• Disabilities

• Pregnancy-related information

• Physical limitations

• Rehabilitation information

• Health questionnaire responses

• PAR-Q responses

This information is collected only where necessary to assess suitability for participation, provide safe coaching and fulfil our legal obligations regarding participant safety.

5. How We Collect Your Information

We collect information directly from you when you:

• Create an account on GoTeamUp;

• Complete registration forms;

• Complete PAR-Q or health questionnaires;

• Book classes;

• Purchase memberships;

• Purchase coaching services;

• Submit videos or photographs;

• Communicate with us;

• Subscribe to marketing communications.

We may also receive information through integrated service providers such as GoTeamUp.

6. Lawful Bases for Processing

We process personal data on one or more of the following legal bases:

Contract

Where processing is necessary to provide memberships, classes, coaching services and related activities.

Legitimate Interests

Where necessary for business administration, customer service, security, service improvement and operational management.

Consent

Where you choose to receive marketing communications or provide media permissions.

Legal Obligations

Where we are required to comply with legal, regulatory, tax, insurance or health and safety obligations.

Special Category Data

Health-related information is processed where necessary for health and safety purposes, exercise suitability assessment and coaching service delivery, and with your explicit consent where required.

7. Coaching Records and Client Content

For coaching clients (Competition and/or SMART coaching online and in studio), we may maintain records including:

• Progress tracking documents;

• Training plans;

• Coaching notes;

• Exercise assessments;

• Progress photos;

• Progress videos.

These records may be stored within secure Google Workspace services and shared only with the relevant client and authorised ARTemis Pole Studio coach involved in delivering coaching services.

Videos and images submitted by clients may reveal information regarding health, fitness, mobility, flexibility or physical condition.

Clients should submit only content they are comfortable sharing for coaching purposes.

8. WhatsApp Business Communications

Certain coaching services may involve communication through WhatsApp Business.

Participation is voluntary and generally occurs where clients choose to communicate with us through WhatsApp or request coaching support through that channel.

Communications may include:

• Coaching support;

• Progress updates;

• Exercise feedback;

• Images and videos.

WhatsApp is operated by a third-party provider and its own privacy policies apply to information transmitted through its services.

9. Marketing Communications

We may send newsletters, promotions, event information and updates regarding ARTemis Pole Studio where you have chosen to receive marketing communications or where otherwise permitted by applicable law.

Marketing communications are managed through Mailchimp and integrated with GoTeamUp.

You may withdraw your marketing consent at any time by:

• Clicking the unsubscribe link in any marketing email;

• Updating your preferences; or

• Contacting us directly.

Withdrawal of marketing consent will not affect your membership or access to services.

10. Third-Party Service Providers

We use trusted third-party providers to help deliver our services.

These may include:

• Wix

• GoTeamUp

• Mailchimp

• Stripe

• Google Workspace

• Google Analytics

• Zoom

• Vimeo

• WhatsApp Business

These providers may process personal information on our behalf in accordance with their own privacy notices and contractual obligations.

11. Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected.

Typical retention periods may include:

• Active membership records: duration of membership plus reasonable administrative retention;

• Coaching records: duration of coaching programme plus up to two years after completion;

• Marketing records: until consent is withdrawn or no longer required;

• Health declarations and PAR-Q records: reviewed periodically and retained in accordance with legal, insurance and operational requirements;

• Financial records: retained as required by applicable tax and accounting laws.

12. Security

Access to coaching records and health information is restricted to authorised personnel with a legitimate business need.

14. Your Rights

Subject to applicable law, you may have the right to:

• Access your personal information;

• Correct inaccurate information;

• Request deletion of information;

• Restrict processing;

• Object to processing;

• Withdraw consent;

• Request portability of information;

• Lodge a complaint with the Information Commissioner's Office (ICO).

Requests may be submitted to:

info@artemispolestudio.com or artemispolestudio@gmail.com 

15. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, legal obligations or business practices.

The latest version will always be available through our website and GoTeamup.

16. Contact Us

If you have any questions regarding this Privacy Policy or how we handle your personal information, please contact:

ARTemis Pole Studio Ltd

Email:
info@artemispolestudio.com

Alternative Email:
artemispolestudio.aps@gmail.com