What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Our contact forms will collect your data for only for the intent for us to follow up with you if you show interest in joining our business as a paying client. We will not share your information to any 3rd parties and it will never be sold.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

TO OUR INDIVIDUAL CLIENTS

Your privacy is important to us, and maintaining your trust and confidence is one of our highest priorities. We respect your right to keep your personal information confidential and understand your desire to avoid unwanted solicitations. Providing personal information is an act of trust and it is taken seriously. Unless given consent to do otherwise, The Transformation Rooms will only collect and use personal information as set out below. We are disclosing this policy to you so that you will have a better understanding of what we do with the information you provide us and how we keep it private and secure. Except as otherwise described in this notice, we restrict access to nonpublic personal information about you to employees of our gym who must use that information to provide services to you. Thank you for allowing us to serve all your fitness needs. We value your business and are committed to protecting you privacy. Please call us if you have any questions or if we can be of further service.

A. TYPES OF INFORMATION WE COLLECT

We collect certain personal and billing information about you, only when that information is provided by you or is obtained by us with your authorization. We use that information solely for the purposes of setting up your account in our business management software which collects scheduled payments and for merchandising. This information is mandatory to setup an account with our facility and will be used only to create your The Transformation Rooms membership. As a general rule, we do not disclose personal information about our clients or former clients to anyone for any reason without your consent or authorization.

B. USING AND DISCLOSING YOUR PERSONAL INFORMATION

Personal Information will be used for the following primary purpose:

• To fulfill obligations under your membership agreement and/or any other contract between you and The Transformation Rooms.

• To render services under your membership agreement.

• To provide information about products, service and/or special offers.

• To obtain opinions or comments about products and/or services.

• To record statistical data for marketing analysis.

The Transformation Rooms may employ other companies or individuals to assist us in providing our services, or to provide certain services such as providing marketing assistance or consulting services. These third parties may have access to information needed to perform their function but cannot use that information for other purposes.

SERVICE PROVIDERS

We use third party business management software to bill you for services and an email service provider to send out emails on our behalf. We use discussion board and forum software to give you an opportunity to communicate with other members while using our site. You will always be asked to sign-up for any of our third party software and we do not give your information to them for any reason.

ACCESS TO PERSONAL INFORMATION

If your collected information changes, or if you no longer desire our service, you may correct, update, and delete/deactivate it by emailing our customer support. We will respond to your request promptly.

STORAGE AND SECURITY OF PERSONAL INFORMATION

The Transformation Rooms will take all reasonable steps to keep secure any personal information recorded, and to keep this information accurate and up to date. The information is stored on secure servers if in digital format, or in locked areas if in hardcopy format. The Transformation Rooms employees are obliged to respect the confidentiality of any personal information. However, security of communications over the Internet cannot be guaranteed, and therefore absolute assurance that information will be secure at all times cannot be given. The Transformation Rooms will not be held responsible for events arising from unauthorized access to personal information.

The Transformation Rooms AND LINKS TO OTHER WEBSITES

The Transformation Rooms may provide links to web sites outside of the The Transformation Rooms site. These linked sites are not under the control of The Transformation Rooms, and The Transformation Rooms is not responsible for the conduct of companies linked to the The Transformation Rooms web site, nor for the performance or otherwise of any content and/or software contained in such external websites.

The Transformation Rooms Ltd

Terms of Membership

These Terms of Membership apply to all members of The Transformation Rooms Ltd (“TTR”, “we”, “us”, “our”). By joining and attending sessions, you agree to the terms outlined below.

1. Membership & Sessions

1.1 Memberships are structured around a set number of sessions per week, depending on the membership purchased.

1.2 Weekly sessions must be used within the week they are allocated and do not automatically roll over.

1.3 Sessions are non-transferable and may only be used by the named member.

2. Booking Sessions

2.1 Sessions must be booked in advance via our booking system.

2.2 Members may book sessions up to 12 hours before the session start time, subject to availability.

2.3 Session availability is limited, and booking early is recommended to secure preferred times.

3. Cancellations & Missed Sessions

3.1 To cancel a booked session without losing the session, cancellation must be made at least 24 hours before the session start time.

3.2 If a session is:

Cancelled within 24 hours

Missed due to forgetting

Missed due to work commitments

Missed due to running late or no-show

The session will be forfeited and cannot be reclaimed.

3.3 This policy applies regardless of reason, except where covered under Section 4 (Illness & Holiday Catch-Up).

4. Illness, Holidays & Membership Freeze

Catch-Up Punch Card

4.1 We understand that genuine illness or pre-planned holidays may occasionally prevent attendance.

4.2 In these cases, sessions may be carried over onto a Catch-Up Punch Card, at our discretion.

4.3 Catch-up sessions must be:

Communicated in advance where possible

Used within a reasonable timeframe agreed by TTR

Booked subject to availability

4.4 Sessions will not be added to the punch card if:

The member forgets the session

The session is cancelled late (within 24 hours)

The member is unable to attend due to work or personal scheduling issues

Membership Freeze

4.5 Memberships may be paused (frozen) in exceptional circumstances such as long-term illness, injury, surgery, or other significant life events.

4.6 Freeze requests must be made in writing and are subject to approval by TTR. Members may cancel at any time with 30 days’ notice.
If a membership is on pause (Freeze), the 30-day notice period begins when the membership resumes.

4.7 Membership freezes are not available for holidays, work commitments, or general scheduling issues unless agreed in advance.

5. Membership Payments

5.1 Memberships are billed monthly by recurring payment.

5.2 Membership fees are payable regardless of attendance, provided sessions have been made available.

6. Cancellation of Membership

6.1 Memberships require 30 days’ written notice to cancel.

6.2 Notice must be given before the next billing date to prevent the following month’s charge.

6.3 Any sessions remaining after the final billing period must be used before the membership end date. Unused sessions are forfeited.

7. Refund Policy

7.1 Membership fees and session payments are non-refundable.

7.2 No refunds will be given for:

Unused sessions

Missed or late-cancelled sessions

Change of mind

Scheduling conflicts

7.3 This does not affect your statutory consumer rights.

8. Health, Safety & Liability

8.1 Members are responsible for ensuring they are medically fit to participate in exercise.

8.2 Any injuries, medical conditions, or changes in health must be disclosed to the coach before training.

8.3 Members must follow all coaching instructions. TTR is not responsible for injury or loss resulting from failure to follow guidance or disclose relevant health information.

8.4 Training is undertaken at the member’s own risk. To the fullest extent permitted by law, TTR accepts no liability for injury, loss, or damage arising from participation in training activities, except where caused by negligence.

9. Photography & Video Consent

9.1 From time to time, photographs or videos may be taken during sessions for coaching, educational, or marketing purposes.

9.2 By attending sessions, members consent to the use of such images by TTR for promotional purposes, including social media, website, and printed materials.

9.3 If a member does not wish to appear in photos or videos, they must inform TTR in writing.

10. Conduct

10.1 Members are expected to behave respectfully towards staff and other members.

10.2 TTR reserves the right to suspend or terminate membership for inappropriate, unsafe, or disruptive behaviour.

11. Acceptance of Terms

11.1 By purchasing a membership, booking sessions, or attending training at The Transformation Rooms Ltd, you confirm that you have read, understood, and agreed to these Terms of Membership.