Privacy Policy
Last updated: September 2026
Coconut Room Ltd (“Coconut Room”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, create an account, make a booking, attend our studio, contact us or otherwise use our services.
Coconut Room Ltd is the data controller responsible for the personal information described in this Privacy Policy.
Website: www.coconutroom.uk
Email: info@coconutroom.uk
1. Information We Collect
Depending on how you interact with Coconut Room, we may collect the following information.
Identity and Contact Information
This may include:
your name;
email address;
telephone number;
date of birth, where required;
address, where provided; and
account or membership information.
Booking and Membership Information
We may collect information relating to:
your bookings;
classes and sessions attended;
membership or package purchases;
cancellations and no-shows;
account activity; and
communications relating to your bookings or membership.
Our booking and membership services are provided using Glofox.
Health Information
Before participating, you may be required to complete a Health & Exercise Readiness Questionnaire.
This may involve providing information about your health, injuries, medical conditions, pregnancy or postnatal status, medication or other circumstances relevant to your ability to exercise safely.
Health information is treated as sensitive personal information and will be handled with appropriate care and security.
We ask for this information for health and safety purposes and to help identify circumstances where you may need to seek appropriate medical or professional advice before participating.
Please only provide health information that is relevant to your participation.
Payment Information
Payments for Coconut Room services are processed through our booking and payment providers, including Glofox and Stripe.
We do not normally receive or store your complete payment card details. Payment providers may process payment and transaction information in accordance with their own privacy policies.
We may retain information about transactions, such as the amount paid, date, product or membership purchased and payment status.
Studio Access Information
We use an electronic access-control system provided by Kisi.
Depending on how your access is configured, this may record information such as:
your authorised access credentials;
dates and times of access;
door access events;
entry or exit activity; and
unsuccessful or unauthorised access attempts.
We use this information for studio access, security, health and safety, prevention and investigation of misuse, and where necessary for the establishment, exercise or defence of legal claims.
CCTV and Video Doorbell Information
CCTV and/or a video doorbell may operate at the studio for safety and security purposes.
These systems may capture images or video footage of individuals entering, leaving or present within monitored areas.
CCTV will not be used in areas where individuals would reasonably expect a high level of privacy.
Appropriate signage will be displayed where CCTV or video surveillance is in operation.
Once our CCTV and video-doorbell systems have been selected, this Privacy Policy may be updated with further information regarding the providers used.
Your Reformer Kiosk
The Your Reformer kiosk within the studio provides access to Reformer Pilates sessions, safety information and instructional content.
You may be able to access the service through an account or use certain functionality as a guest.
Where you create or use a Your Reformer account, Your Reformer may process personal information in accordance with its own privacy terms.
Website and Device Information
When you use our website, we may collect information including:
IP address;
browser and device information;
pages viewed;
website interactions;
approximate location derived from technical information;
referring website or source; and
cookie and tracking information.
2. How We Use Your Information
We may use your personal information to:
create and administer your account;
manage bookings, memberships and payments;
provide access to the studio;
communicate with you about bookings and services;
operate and improve our studio and website;
manage health and safety;
administer health screening;
protect members, staff, instructors, premises and equipment;
prevent and investigate fraud, misuse or security incidents;
maintain appropriate business and financial records;
respond to complaints, incidents or legal claims;
comply with legal and regulatory obligations; and
send marketing where you have consented to receive it.
3. Our Legal Bases for Processing
Under UK data protection law, we must have a lawful basis for processing your personal information.
Depending on the circumstances, we may process information because:
Contract: Processing is necessary to provide the membership, booking, studio access or other services you have requested.
Legal obligation: Processing is necessary for us to comply with applicable legal requirements.
Legitimate interests: Processing is necessary for our legitimate business interests, including operating and securing the studio, managing our services, preventing misuse and establishing, exercising or defending legal claims, provided those interests are not overridden by your rights.
Consent: Where appropriate, we rely on your consent, including for certain marketing communications and non-essential website tracking.
Where we process health information or other special-category personal data, we will also identify an appropriate additional condition for processing that information as required by data protection law.
4. Marketing Communications
We will only send promotional emails or SMS messages where we have an appropriate lawful basis to do so, including where you have provided marketing consent where required.
Marketing consent is optional and is not a condition of purchasing a membership or making a booking.
You can withdraw your marketing consent or unsubscribe at any time by using the unsubscribe option provided in our communications or contacting us at:
You may still receive non-marketing communications necessary to administer your account, membership, bookings, payments or studio access.
5. Cookies, Analytics and Advertising Technologies
Our website may use cookies and similar technologies to operate correctly, understand how visitors use our website and measure or improve our advertising.
These may include:
Google Analytics
Meta Pixel
TikTok Pixel
Where required, non-essential analytics, advertising and tracking technologies will only be activated after you have made the relevant choice through our cookie consent system.
Meta Pixel and TikTok Pixel may enable information about your interactions with our website to be shared with the relevant platforms for purposes such as advertising measurement and, where applicable and consented to, personalised advertising.
You can manage your choices through the cookie consent controls available on our website.
Further information may be provided in our Cookie Policy.
6. Who We Share Information With
We may share personal information with trusted service providers where necessary to operate Coconut Room.
These may include:
Glofox – membership, bookings, customer accounts and studio management;
Stripe – payment processing;
Kisi – studio access control;
Your Reformer – digital Reformer Pilates content and kiosk services;
Google – website analytics and related services;
Meta – advertising and measurement services where enabled;
TikTok – advertising and measurement services where enabled;
our website, IT and technology providers;
CCTV and video-doorbell providers;
professional advisers, insurers and legal advisers where necessary; and
law enforcement, regulators, courts or other authorities where required or permitted by law.
We require service providers processing information on our behalf to handle personal information appropriately and securely.
Some providers may process information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to ensure that applicable data protection requirements are met.
7. How Long We Keep Your Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance, health and safety and dispute-resolution requirements.
Different categories of information may therefore be retained for different periods.
Health questionnaire information will only be retained for as long as reasonably necessary for the purposes for which it was collected and in accordance with our legal and insurance requirements.
Access-control records will be retained for an appropriate period taking into account security, health and safety, insurance and incident-management requirements.
CCTV and video-doorbell footage will be retained only for as long as reasonably necessary for the purposes for which it was collected. Relevant footage may be retained for longer where required in connection with an accident, security incident, complaint, insurance matter or legal claim.
We periodically review the information we retain and securely delete or anonymise information when it is no longer required.
8. Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.
Access to personal information is restricted where appropriate to those who need it for legitimate business purposes.
However, no electronic storage or transmission system can be guaranteed to be completely secure.
9. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you rights including the right to:
request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of your personal information in certain circumstances;
request restriction of processing;
object to certain processing;
request transfer of certain information;
withdraw consent where processing is based on consent; and
complain about how your personal information has been handled.
To exercise your rights, please contact:
We may need to verify your identity before fulfilling a request.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.
10. Third-Party Services and Links
Our website, booking system or studio technology may contain links to or integrate with third-party websites and services.
These third parties may process personal information in accordance with their own privacy policies. We encourage you to review the privacy information provided by those services.
11. Children's Information
Our services are primarily intended for adults.
Where we permit anyone under the age of 18 to participate, we may require appropriate consent or information from a parent or guardian depending on the circumstances.
We do not knowingly use children's personal information for targeted advertising.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time, including when we introduce new technology, service providers or ways of processing personal information.
The most recent version will be available on our website and the “Last updated” date will be amended accordingly.
13. Contact Us
If you have any questions about this Privacy Policy or how Coconut Room handles your personal information, please contact:
Coconut Room Ltd
Email: info@coconutroom.uk
Website: www.coconutroom.uk