Privacy Notice

Last updated: 22 August 2026

Embody Wellness Limited respects your privacy and is committed to protecting your personal information. This notice explains what information we collect, why we use it, who we share it with and the rights you have over your information.

Who we are

Embody Wellness Limited is the organisation responsible for personal information used to operate Embody Wellness.

Embody Wellness Limited
11 St George Wharf
London SW8 2LE

Company registration number: 07430633
VAT registration number: 102379441

Email: info@embodywellness.co.uk
Telephone: 020 7099 0048

For most information connected with your Embody account, bookings and purchases, Embody Wellness is
the data controller.

We use specialist service providers, including Mindbody, to help us operate our booking, client-management and payment systems. Mindbody generally processes information on our behalf for services we use, although it may also be separately responsible for some information used for its own services.

Information we collect

Depending on how you use Embody, we may collect and use:

• Your name and contact details.
• Your Mindbody or Embody client account information.
• Class, appointment and attendance history.
• Purchases, passes, memberships, gift vouchers and payment records.
• Communications with us.
• Marketing and communication preferences.
• Information you submit through our website or forms.
• Information necessary to manage bookings, cancellations and client accounts.
• Health, injury, treatment or consultation information where relevant to providing a treatment, therapy or other service safely.
• Limited technical and statistical information about use of our website.
• Information you provide when applying for a vacancy or sending a speculative teaching enquiry, including your CV, qualifications, experience and availability.

Health information is treated with additional care because it is regarded as special category personal data under UK data protection law.

Why we use your information

We use personal information where necessary to:

• Create and administer your client account.
• Manage classes, treatments, appointments, memberships and purchases.
• Process payments and maintain transaction records.
• Communicate with you about bookings and services.
• Provide treatments and services safely and appropriately.
• Respond to enquiries, complaints and requests.
• Maintain appropriate business, accounting, insurance and legal records.
• Protect our systems, clients and business.
• Understand and improve our website and services.
• Send marketing communications where you have agreed to receive them or where the law otherwise permits us to do so.
• Assess and manage applications and speculative teaching enquiries.

Depending on the activity, we rely on one or more lawful bases, including performance of our contract with you, compliance with a legal obligation, our legitimate business interests and your consent.

Where we process health or other special category information, we also identify an appropriate additional condition under data protection law. Depending on the service, this may include your explicit consent or processing necessary for the provision of health or care services by an appropriately qualified professional.

How long we keep your information

At Embody Wellness, we only retain personal information for as long as reasonably necessary for the purposes for which it was collected, including providing our services, managing client relationships, meeting legal obligations and resolving disputes.

We determine retention periods according to the nature of the information, its purpose, applicable legal requirements and any legitimate business need to retain it.

Client account and booking records

We use Mindbody to manage client profiles, class and appointment bookings, purchases and attendance records.

We retain this information while it is needed to provide our services and manage our relationship with you. We periodically review inactive accounts and assess whether information should be retained, deleted or anonymised.

Financial and transaction records

We retain invoices, payment records and relevant transaction information for the periods required by applicable UK tax, accounting and financial legislation, generally six years. Where we are legally required to retain financial records, these may be kept even after a client account has been deleted. We limit retained information to what is necessary for those purposes.

Health information and treatment records

Where you provide health information relevant to a treatment, consultation or physical activity, we use this information to help deliver services safely and appropriately. Health questionnaires, consultation notes and treatment records may be retained for longer periods where necessary to meet professional, legal or insurance requirements.

Retention periods may differ depending on the type of treatment, the professional providing it and the applicable requirements.

Marketing information

Where you have consented to receive marketing communications, we retain your contact details and preferences while your consent remains valid and the information is needed for that purpose. You may withdraw your consent or unsubscribe at any time.

We may retain a minimal record of your marketing preferences or withdrawal of consent to ensure that your wishes continue to be respected.

Requests for deletion of personal information

You have the right to request deletion of your personal information under Article 17 of the UK GDPR, subject to applicable legal exceptions.

Embody Wellness uses Mindbody as its client management and booking platform. Under Mindbody’s established procedures, requests to delete personal information held within its platform must be initiated by clients through their Mindbody accounts. Once Mindbody receives a deletion request, it contacts Embody Wellness for review and approval. We assess whether any information must be retained to comply with legal, financial, professional or other applicable obligations before authorising deletion.

If you are unable to access your Mindbody account or reset your password, you may contact Mindbody’s privacy team at privacy@mindbodyonline.com for assistance.

You may also contact Embody Wellness directly to exercise your data protection rights. We will assist with your request and coordinate with Mindbody as appropriate.

We aim to respond to requests within one calendar month, in accordance with UK GDPR requirements.

Mindbody and other service providers

We use Mindbody to manage much of our client administration, including accounts, bookings, attendance, appointments, purchases and communications.

Your information may therefore be processed through Mindbody when you use Embody services.

We may also use other service providers for functions such as:

• Payment processing.
• Website hosting and maintenance.
• Email and SMS communications.
• Forms and enquiries.
• Professional or treatment services.
• Accounting, insurance and professional advice.

We only provide organisations with information reasonably required for the relevant service and expect appropriate safeguards to be applied.

Some providers may process information outside the UK. Where this happens, appropriate safeguards for international transfers are used where required by law.

Practitioners and therapists

Where necessary to provide your service, relevant information may be available to the teacher, therapist or healthcare practitioner delivering your appointment.

Some specialist services may be provided by independent practitioners. Where an independent practitioner is separately responsible for your information, they may also provide their own
privacy information.

Job applicants and speculative teaching enquiries

If you apply for an advertised role or send us a speculative teaching enquiry, we may collect your name, contact details, CV, qualifications, employment history, availability and other information you choose to provide.

We use this information to acknowledge and respond to your enquiry, assess your suitability for current or future teaching opportunities and contact you if a relevant opportunity arises. We generally rely on our legitimate interests in managing recruitment and maintaining an appropriately qualified teaching team.

Please provide only information relevant to your enquiry and do not include referee contact details unless we request them.

Speculative teaching enquiries are retained for up to six months from receipt. Information relating to an unsuccessful application for an advertised vacancy is retained for up to six months after the recruitment process ends. It is then securely deleted unless we have another lawful reason to retain it.

If you join Embody, relevant information will become part of your employment or contractor record and will be retained in line with applicable legal and business requirements.

Payments

Payment information may be processed by Mindbody and/or the relevant payment provider.

We do not need to retain your complete payment-card details simply to administer your Embody
client record.

Health and treatment information

If you receive a treatment or therapy, we may need information about your health, injuries,
medical history or other circumstances relevant to providing the service safely.

Please only provide information that is relevant to your treatment or service.

Treatment and consultation records are retained for the period required by our professional,
insurance and legal obligations.

Marketing communications

You can choose to receive information about Embody news, classes, workshops, events and offers.

We may send marketing email or SMS where you have consented or where electronic marketing rules otherwise permit us to contact existing clients about relevant services.

Marketing communications provide a straightforward way to unsubscribe or opt out. Service messages relating to an existing booking, account or purchase are not marketing messages and may still be sent where necessary.

Website analytics, cookies and similar technologies

We aim to keep website tracking to a minimum. We may use limited statistical measurement to understand how people find and use the Embody website and to improve its performance and content.

Where consent is legally required before a technology is used, we will request it. Where the law permits statistical measurement without prior consent, we will provide appropriate information and a straightforward way to object.

Our website may also load third-party functionality where necessary to provide a service, for example online booking or timetable functionality.

Your rights

Depending on the circumstances, you may have the right to:

• Obtain a copy of personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of information.
• Restrict how information is used.
• Object to certain uses of your information.
• Receive certain information in a portable format.
• Withdraw consent where we rely on consent.

These rights are not absolute, and some information may need to be retained where we have a lawful
reason to do so.

Complaints

If you have a concern about how we use your information, please contact us first so that we can
try to resolve it.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Links to other websites

Our website contains links to services and websites operated by other organisations. Their own privacy notices apply when you use those services.

Changes to this notice

We may update this Privacy Notice when our services, systems or legal obligations change.

The latest version will always be published on this website.

Contact us

If you have a question about this Privacy Notice or how we use your personal information,
please contact us:

Embody Wellness Limited
11 St George Wharf
London SW8 2LE

Email: info@embodywellness.co.uk
Telephone: 020 7099 0048