Who we are

Move Ilkley operates the Move Ilkley fitness studio and this member portal. We are the data controller for the personal information you provide to us. Our studio is at 4 Back Nelson Road, Ilkley, LS29 8HW. You can reach us at hello@moveilkley.co.uk.

What we collect and why

We collect the following information when you create an account or use our services:

• Identity & contact details — your name, email address and phone number, so we can manage your membership and communicate with you.
• Membership and booking data — the plan you're on, class bookings, attendance history and payment records, so we can deliver your membership and keep accurate accounts.
• Health information (optional) — any health notes or conditions you choose to share with us, so our coaches can keep you safe. This is special category data under UK GDPR; we only process it with your explicit consent.
• Payment information — we use Stripe to process payments. We do not store your card details; they are held securely by Stripe. We retain payment amounts and dates for our accounts.
• Usage data — basic logs of your login activity, to keep your account secure.

Our legal basis

We process your data on the following grounds under UK GDPR:

• Contract — processing your name, contact details, bookings and payments is necessary to deliver your membership.
• Legitimate interests — keeping attendance records and communicating about your membership.
• Legal obligation — retaining financial records for HMRC.
• Explicit consent — storing health notes. You can withdraw consent and ask us to delete health notes at any time.

How we use your data

• Managing your membership account and class bookings
• Sending booking confirmations, cancellation notices and membership updates by email
• Processing payments via Stripe
• Keeping our coaches informed about relevant health considerations (with your consent)
• Maintaining statutory financial records

Who we share it with

We use a small number of trusted third-party services to operate the portal. Each processes your data only as necessary for the service they provide:

• Supabase — our database and authentication provider. Servers are based in the EU.
• Stripe — payment processing. Stripe is PCI DSS compliant. Stripe's privacy policy.
• Resend — transactional email delivery (booking confirmations, etc.).
• Netlify — the platform that hosts this portal.

We do not sell, rent or share your data with any other third parties. Our coaches can see your name, membership plan, booking history and (with your consent) health notes. They cannot see your payment details.

How long we keep your data

• Membership and booking data — for as long as your membership is active, plus 12 months after it ends.
• Payment records — 7 years, as required by HMRC.
• Health notes — until you ask us to delete them, or when your membership ends.
• Email records — up to 12 months.

Your rights

Under UK GDPR, you have the right to:

• Access — request a copy of the data we hold about you.
• Rectification — ask us to correct inaccurate data.
• Erasure — ask us to delete your data (subject to legal retention obligations).
• Restriction — ask us to limit how we use your data.
• Portability — request your data in a portable format.
• Objection — object to processing based on legitimate interests.
• Withdraw consent — for health notes and any consent-based processing, at any time.

To exercise any of these rights, email us at hello@moveilkley.co.uk. We will respond within 30 days. If you are unhappy with our response, you can complain to the Information Commissioner's Office (ICO).

Cookies

This portal uses only essential technical cookies and browser storage (localStorage) to keep you signed in during your session. We do not use tracking or advertising cookies. No cookie consent banner is required for essential-only cookies.

About these terms

These terms form the contract between you (the member) and Move Ilkley (we / us) for your Move Ilkley membership. By creating an account and booking classes, you agree to these terms. If you have any questions, please ask before signing up.

Membership

• Memberships are monthly rolling contracts, billed on the same date each month.
• Your membership plan determines how many classes you can book per week. Any unused credits do not roll over to the next month.
• Memberships are personal and non-transferable.
• We reserve the right to introduce new plans or adjust pricing with at least 30 days' written notice to existing members.

Booking classes

• Classes can be booked through this portal up to 7 days in advance (subject to availability).
• Once booked, a space is held for you. If you can no longer attend, please cancel as early as possible so your spot can go to someone else.
• Bookings can be cancelled free of charge up to the notice period shown when you book (currently 8 hours before class). Cancelling later than that incurs a £5 late-cancellation fee.
• A no-show (not attending a class you booked and didn't cancel) counts as a used class — for pay-as-you-go and pass holders, the class credit is not returned, as the space could have gone to someone else.
• No-shows are recorded on your account. The studio reserves the right to apply a charge or withdraw membership for persistent no-shows.
• If a class is full, you can join the waitlist. If a space opens up we'll book in the next person automatically and email them — please leave the waitlist if you can no longer attend.
• We reserve the right to cancel or reschedule classes. You will be notified by email as soon as possible, and your booking credit will be returned.

Studio conduct

• Please arrive 5 minutes before class. Doors may close once a class has started for safety reasons.
• Treat coaches, other members and the studio equipment with care and respect.
• We operate a zero-tolerance policy for behaviour that makes others feel unsafe or unwelcome.
• Appropriate footwear must be worn during all classes.

Payments

• Membership fees are collected monthly via Stripe, our secure payment processor.
• If a payment fails, we will notify you and give you a reasonable opportunity to update your payment details before access is suspended.
• Outstanding payments do not disappear — we will still ask for them once resolved.

Changes to these terms

We may update these terms from time to time. We will notify you of any material changes by email at least 14 days in advance. Continued use of the portal after that date means you accept the updated terms.

Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Our details

Move Ilkley  ·  4 Back Nelson Road, Ilkley, LS29 8HW  ·  hello@moveilkley.co.uk

Your right to cancel (new memberships)

Under the UK Consumer Contracts Regulations 2013, you have a 14-day cooling-off period from the date you sign up. During this period you may cancel your membership for any reason and receive a full refund of any membership fees paid, less the value of any classes you have already attended.

To exercise this right, email us at hello@moveilkley.co.uk within 14 days of sign-up.

Cancelling after the cooling-off period

After the initial 14 days, you can cancel your membership at any time by giving 30 days' notice via email. Your membership will remain active until the end of the notice period, and you can continue to book and attend classes during that time.

We do not offer refunds for unused class credits within a billing period once the 14-day cooling-off period has passed.

Pausing your membership

Need a break? You can pause your membership for up to 3 months per calendar year. Pauses are available in whole-month blocks. Contact us at least 7 days before your next billing date to arrange a pause.

Exceptional circumstances

We understand that life happens. If you need to cancel due to long-term illness, injury or other serious circumstances, please get in touch and we will do our best to find a fair solution — including waiving the notice period where appropriate.

Refunds for cancelled classes

If we cancel a class with less than 24 hours' notice, we will credit your account with an equivalent booking credit for use within the current membership period.

How to cancel or pause

Email us at hello@moveilkley.co.uk with your full name and the action you'd like to take. We'll confirm within 2 working days.

Your responsibility

• By booking a class, you confirm that you are in a suitable state of health to participate.
• You agree to inform your coach of any injuries, health conditions or other factors that may affect your ability to exercise safely.
• You agree to follow all coaching instructions and studio safety guidelines.
• You take part in classes at your own risk. Move Ilkley accepts no liability for personal injury arising from your participation, except where caused by our negligence.

Liability

Our liability to you is limited to the total amount paid by you in the 3 months preceding any claim. Nothing in these terms limits our liability for death or personal injury caused by our negligence, fraud or any other liability that cannot be excluded by law.

Health notes

You may add health notes to your profile to help your coaches support you safely. This information is treated as special category data under UK GDPR and processed only with your explicit consent. Only your coaches and studio administrators can view your health notes. You may ask us to remove them at any time.