Privacy Policy
1. Introduction
Lei-Lani Fitness CIC is committed to protecting the privacy and personal information of everyone who participates in, enquires about or interacts with our activities and services.
This Privacy Policy explains how we collect, use, store and protect personal information relating to our participants, parents and carers, customers, volunteers, staff, contractors and other individuals who engage with Lei-Lani Fitness CIC.
We provide activities and programmes for adults, children, young people and families. We recognise the importance of taking particular care when handling children's personal information and aim to ensure that information is handled fairly, securely and responsibly.
This Privacy Policy applies to information collected through our website, booking systems, registration forms, email, social media, events, classes, programmes and other interactions with Lei-Lani Fitness CIC.
2. Who We Are
The organisation responsible for your personal information is:
Lei-Lani Fitness CIC
Company number: 15962271
Email: natalie@lei-lani.co.uk
For general enquiries, you can also contact us through our usual Lei-Lani Fitness CIC contact channels.
Lei-Lani Fitness CIC is the data controller for the personal information it collects and uses for its own purposes.
3. What Information We Collect
Depending on how you interact with us, we may collect some or all of the following information:
Adults
- Name
- Date of birth or age
- Contact details, including telephone number and email address
- Emergency contact details
- Booking and attendance information
- Relevant health, medical or accessibility information where needed to safely participate in an activity
- Payment and transaction information
- Communications and correspondence with us
- Feedback and information provided through surveys or evaluations
- Information relating to preferences or participation in our activities
Children and Young People
Where a child or young person participates in our activities, we may collect information about the child and their parent, guardian or responsible adult, including:
- Child's name
- Date of birth or age
- Parent/guardian name
- Parent/guardian contact details
- Emergency contact information
- Relevant medical, health, allergy, dietary or accessibility information
- Information about additional needs where this is necessary to support safe and inclusive participation
- Booking and attendance information
- Information relating to collection arrangements or authorised adults where applicable
- Relevant information needed to safeguard the child
- Photographic or video consent preferences where applicable
We only ask for information that is relevant and necessary for the particular activity or service.
Volunteers, Staff and Contractors
We may also collect information necessary to manage our staff, volunteers, freelancers and contractors, including contact details, qualifications, training, DBS/safeguarding information where applicable, payment information and other information necessary for the relevant role.
4. How We Collect Information
We may collect information:
- Directly from you when you contact us or make a booking
- From parents or guardians when booking activities for children
- Through our online booking and registration systems
- Through our website
- Through registration, consent or health forms
- Through email, telephone, social media or other correspondence
- Through feedback forms and surveys
- From community partners or referring organisations where appropriate and lawful
- From staff, volunteers or other authorised representatives
- Through participation in our programmes and activities
Where information about a child is provided by a parent or guardian, we will use that information for the purposes explained in this Privacy Policy.
5. Why We Use Personal Information
We use personal information for purposes including:
- Processing bookings and registrations
- Managing participation in classes, programmes, events and activities
- Communicating with participants, parents and carers
- Providing information about sessions, cancellations, changes and important updates
- Understanding relevant health, medical, accessibility or additional needs so that activities can be delivered safely and appropriately
- Managing attendance and participation
- Processing payments and refunds
- Managing our relationship with participants and customers
- Responding to enquiries
- Managing volunteers, staff and contractors
- Monitoring and evaluating our programmes
- Gathering feedback and understanding community needs
- Improving and developing our services
- Meeting safeguarding responsibilities
- Maintaining appropriate health and safety arrangements
- Meeting legal, regulatory, insurance and accounting requirements
- Applying for and administering grants and funding
- Demonstrating the community benefit and impact of our work
- Preventing or detecting fraud, misuse or other unlawful activity where appropriate
6. Our Lawful Bases for Using Personal Information
We will only use personal information where we have a lawful basis to do so.
Depending on the circumstances, these may include:
Contract
We may need to process information to provide a class, programme, booking or service that you have requested or to take steps before providing that service.
Legal Obligation
We may process information where we are required to do so by law, including for accounting, financial, safeguarding or other legal requirements.
Legitimate Interests
We may use information where this is necessary for our legitimate interests as a community organisation, provided that those interests are not overridden by the individual's rights and interests.
Examples may include managing our activities, maintaining records, communicating with participants, improving our services and ensuring the effective operation of Lei-Lani Fitness CIC.
Consent
Where appropriate, we may ask for your consent to use personal information for a specific purpose.
Where we rely on consent, you have the right to withdraw your consent at any time.
Withdrawing consent will not affect processing that has already taken place lawfully before consent was withdrawn.
7. Health and Other Sensitive Information
Some of our activities may require us to collect information about health, medical conditions, allergies, disabilities, additional needs or other information that may be considered sensitive or special category personal data.
We only collect this information where it is relevant and necessary, for example to:
- Help us deliver activities safely
- Respond appropriately to medical or emergency situations
- Make reasonable adjustments
- Support inclusion and accessibility
- Meet safeguarding or legal responsibilities
We will take additional care when handling this information and will only use it where we have an appropriate lawful basis and, where required, an additional condition for processing special category data.
8. Children's Information
We regularly provide activities for children and young people.
We recognise that children require particular protection when their personal information is collected and used.
Where a child is participating in our activities, we will generally obtain information from and communicate with their parent, guardian or responsible adult where appropriate.
We will:
- Only collect information that is necessary and relevant
- Use children's information for clear and appropriate purposes
- Keep children's information secure
- Not use children's information for unrelated purposes
- Take particular care with health, safeguarding and other sensitive information
- Respect applicable data protection rights
- Provide clear information to parents, carers and, where appropriate, children about how their information is used
We will not sell children's personal information.
9. Photographs and Video
We may sometimes take photographs or videos during our activities for purposes such as:
- Recording and celebrating activities
- Demonstrating community impact
- Promoting Lei-Lani Fitness CIC and its programmes
- Sharing appropriate content on our website and social media
- Supporting funding applications and reporting
Where photographs or videos identify children or other participants, we will obtain the appropriate permission or consent where required.
Photography and video consent will be handled separately from general participation consent where appropriate.
You can contact us if you wish to withdraw a previously provided consent for future use of photographs or video.
10. Marketing
We may use contact information to provide information about Lei-Lani Fitness CIC activities, events, programmes and services where we are permitted to do so.
Where consent is required for direct electronic marketing, we will obtain that consent.
You can unsubscribe from marketing communications at any time or contact us to request that your details are removed from our marketing communications.
We will not sell or rent personal information to third parties for their own marketing purposes.
11. Booking and Payment Providers
We use third-party booking and payment platforms to help manage bookings, registrations, payments and participation.
These may include services such as ClassForKids, Happy T or other booking platforms used by Lei-Lani Fitness CIC from time to time.
When you make a booking through a third-party platform, some of your information may be processed by that provider in accordance with its own privacy policy and terms.
We remain responsible for the personal information that we use for our own purposes and will take reasonable steps to ensure that service providers handling personal information on our behalf provide appropriate safeguards.
12. Who We May Share Information With
We will only share personal information where there is a legitimate reason and where permitted by law.
Depending on the circumstances, information may be shared with:
- Booking and payment service providers
- Staff, instructors, freelancers and volunteers where necessary to deliver activities
- Parents, guardians or responsible adults where appropriate
- Venues where information is necessary for the delivery or safety of an activity
- Professional advisers, accountants or insurers
- Funding bodies where reporting information is required
- Community partners or referring organisations where appropriate and lawful
- Emergency services or medical professionals where necessary
- Safeguarding agencies, local authorities, police or other statutory bodies where required or appropriate
- IT, website, email and other service providers who process information on our behalf
We will not share more information than is reasonably necessary for the relevant purpose.
13. Keeping Information Secure
We take reasonable and appropriate measures to protect personal information from:
- Unauthorised access
- Accidental loss
- Unauthorised disclosure
- Alteration
- Destruction or misuse
Access to personal information will be limited to people who need it for legitimate organisational purposes.
Where appropriate, we use password protection, secure systems, access controls and other measures to protect information.
However, no electronic system or method of transmitting information over the internet can be guaranteed to be completely secure.
14. How Long We Keep Information
We will not keep personal information for longer than is necessary for the purpose for which it was collected, unless we are required or permitted by law to retain it for longer.
The length of time we keep information will depend on its type and purpose.
For example:
- Booking and participant information will generally be retained for as long as reasonably necessary to manage participation and maintain appropriate organisational records.
- Financial and payment records will be retained for the period required by applicable accounting and legal requirements.
- Health and medical information will be retained only for as long as necessary for the relevant purpose and in accordance with our retention procedures.
- Safeguarding records will be retained in accordance with our safeguarding and records-management requirements.
- Marketing information will be retained until you unsubscribe or it is no longer necessary for the relevant purpose.
When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.
15. Your Data Protection Rights
Depending on the circumstances, you have rights under data protection law, including the right to:
- Be informed about how your personal information is used
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete personal information in certain circumstances
- Ask us to restrict the use of your information in certain circumstances
- Object to certain processing
- Request the transfer of certain information to another organisation where applicable
- Withdraw consent where we rely on consent
- Raise a concern or make a complaint about how we use your information
Some rights are subject to legal conditions and exemptions, so they may not apply in every situation.
If you would like to exercise a data protection right, please contact us using the details in Section 2.
16. Children's Data Protection Rights
Children have data protection rights too.
We recognise that children may have different levels of understanding depending on their age and circumstances. Where appropriate, we will provide information in a clear and understandable way and will consider the child's rights when handling their information.
Parents or guardians may contact us regarding information we hold about their child. Depending on the circumstances and the child's age and understanding, we may also need to consider the child's own rights and wishes.
17. Cookies and Our Website
Our website may use cookies and similar technologies to help the website function, understand how it is used and improve the user experience.
Where required, we will ask for consent before using non-essential cookies.
Further information about cookies may be provided through our website's cookie notice or settings.
18. Third-Party Websites and Services
Our website, booking systems and communications may contain links to websites or services operated by other organisations.
If you follow a link to another website, that organisation's own privacy policy will apply.
We are not responsible for the privacy practices of third-party websites or services that we do not control.
19. International Transfers
Some of the technology and service providers we use may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place in accordance with applicable data protection law.
20. Data Breaches
If we become aware of a personal data breach, we will assess the incident and take appropriate action in accordance with our legal and organisational responsibilities.
Where required, we will notify the Information Commissioner's Office and affected individuals.
21. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our activities, technology, legal requirements or data protection practices.
The latest version will be made available through our website and relevant booking platforms.
Where a significant change affects how we use personal information, we will take appropriate steps to communicate the change.
22. Complaints
If you have a concern about how Lei-Lani Fitness CIC handles your personal information, we would encourage you to contact us first so that we can try to resolve the issue.
You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).
Information about making a complaint can be found on the ICO website.
Information Commissioner's Office
Website: https://ico.org.uk/
23. Contact Us
If you have any questions about this Privacy Policy or how Lei-Lani Fitness CIC uses personal information, please contact:
Lei-Lani Fitness CIC
Email: natalie@lei-lani.co.uk
Privacy Policy last reviewed: July 2026
Next review: July 2027