Privacy Policy
Rural Reps Fitness Studio
Last updated: July 2026
Who We Are
Rural Reps Fitness Studio is a personal training and fitness class business operated by Kian Lay at High Lodge Farm, Culham, Abingdon.
Data Controller:
Kian Lay (trading as Rural Reps Fitness Studio)
High Lodge, Culham, Abingdon, OX14 3DX
Email: kianlaypt@ruralreps.com
Telephone: 07872 508722
Website: www.ruralreps.com
What This Policy Covers
This policy explains what personal information we collect about you, why we collect it, how we use it, who we share it with, how long we keep it, and your rights in relation to it.
We are committed to handling your personal information in accordance with the UK Data Protection Act 2018, UK General Data Protection Regulation (UK GDPR), and the Privacy and Electronic Communications Regulations (PECR).
The Information We Collect
Contact and booking information
When you enquire about or book a session with us, we collect your name, email address, phone number, and details of the sessions or memberships you purchase.
Payment information
Payments are processed securely by Stripe. We do not store your card details — these are handled entirely by Stripe and never pass through our systems.
Health information
Before your first session, we ask you to complete a Physical Activity Readiness Questionnaire (PAR-Q). This helps us ensure you can participate safely. Health information is special category data under UK GDPR and is handled with additional care and kept securely.
Website usage data
When you visit ruralreps.com, basic analytics data is collected automatically by Squarespace (our website host). This may include your IP address, browser type, pages visited, and time on site. This data is aggregated and not used to identify you personally.
Correspondence
If you contact us by email, phone, or through the contact form on our website, we keep a record of that correspondence.
Why We Collect It and Our Lawful Basis
UK GDPR requires us to have a lawful basis for processing your personal data. The table below sets out our purposes and the basis we rely on for each.
Delivering personal training and fitness classes — Contract: necessary to provide the service you have booked
Processing payments — Contract: necessary to complete your booking
Health screening (PAR-Q) — Legitimate interests (health and safety) and explicit consent
Responding to enquiries — Legitimate interests
Website analytics — Legitimate interests
Legal obligations (e.g. HMRC tax records) — Legal obligation
Who We Share Your Information With
We use the following third-party services to operate our business. Each acts as a data processor on our behalf and is only given access to the data they need to perform their function.
• Squarespace — website hosting and contact form (squarespace.com/privacy)
• GymCatch — class booking and membership management (gymcatch.com/privacy)
• Stripe — payment processing (stripe.com/gb/privacy)
• Zoho Mail — email (zoho.com/privacy.html)
• Google — Maps embed on our contact page (policies.google.com/privacy)
We do not sell your personal information. We do not share it with any other third parties, except where required by law.
How Long We Keep Your Information
We keep different types of data for different lengths of time:
Booking and payment records — 7 years (HMRC legal requirement)
Health information (PAR-Q forms) — Duration of your membership or last session, plus 3 years
Email correspondence — 2 years from last contact
Website analytics — As set by Squarespace, typically 26 months
Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
• Right of access — you can request a copy of the personal data we hold about you.
• Right to rectification — you can ask us to correct any inaccurate information.
• Right to erasure — you can ask us to delete your data in certain circumstances (sometimes called the 'right to be forgotten').
• Right to restriction — you can ask us to limit how we use your data.
• Right to data portability — you can ask for your data in a commonly used, machine-readable format.
• Right to object — you can object to us processing your data where we rely on legitimate interests.
To exercise any of these rights, please contact us at kianlaypt@ruralreps.com. We will respond within one calendar month.
Complaints
If you are unhappy with how we have handled your personal information, you have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO):
• Website: ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Cookies
Our website (ruralreps.com) uses cookies — small text files placed on your device when you visit. We use:
• Essential cookies — necessary for the site to function correctly.
• Analytics cookies — to help us understand how visitors use the site, via Squarespace Analytics.
You can control cookies through your browser settings. Our cookie banner lets you accept or decline non-essential cookies when you first visit the site.
Data Breaches
If a personal data breach occurs, we will investigate immediately and, where required by law, notify the Information Commissioner's Office (ICO) within 72 hours. If the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in legislation or the way we operate. The latest version will always be available at ruralreps.com/privacy. The date at the top of this page shows when it was last updated.
Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please get in touch:
Kian Lay, Owner — Rural Reps Fitness Studio
Email: kianlaypt@ruralreps.com
Telephone: 07872 508722
Website: www.ruralreps.com