Privacy Policy

Last updated: 9 September 2026

This Privacy Policy explains how VIVA Gym Buckingham (“we”, “us”, “our”) collect,

use, store, and protect your personal information when you interact with us in person,

online, or by phone.

This policy applies to all people using our website, making enquiries, visiting our facilities,

or making purchases of our products.

1. Who We Are

Name: VIVA Gym Buckingham

Address: VIVA Gym, Royal Latin School, Chandos Road, Buckingham, MK18 1AX

Contact: rwicks@royallatin.org

We are responsible for how your personal information is collected, used, disclosed, and

protected under applicable privacy laws.

2. Information We Collect

We may collect, use and process the following types of personal information when you visit

our website:

• IP address

• Browser type

• Device information

• Pages visited

If you make an enquiry, create an account, purchase a product, book or attend a class or

event, or otherwise interact with us, we may collect:

• Name

• Email address

• Phone number

• Date of birth

• Gender

• Postal address

• Emergency contact details

• Details of any injuries, disabilities or medical conditions

• Your agreement to our legal documents

• A communication history of messages and calls between us

• A booking and attendance record

• A purchase history

• A payment history

• Other information you provide when completing our forms, or as part of the services we

provide

We only collect information about your health, injuries or medical conditions where you

choose to provide it to us, or where it is necessary to help us provide services safely.

Payments are processed by our payment service providers. We do not receive or store

complete payment card or bank account credentials, although we may receive limited

information about your payment method, such as its type or expiry date, together with

information about payments and transactions.

3. How We Use Your Information

We use your information:

• to improve the design and information presented on our website

• to respond to enquiries

• to provide our services

• to ensure you can exercise in a safe manner

• to send relevant communications

In addition, we may use your information to send marketing communications about:

• Promotions

• Events

• New services

• Updates and news

We may send marketing communications where permitted by law or where you have given

consent. You can opt out of marketing communications at any time.

4. Legal Bases for Processing

We rely on the following legal bases for processing your personal information:

• To improve the design and information presented on our website: legitimate interest

• Responding to an enquiry: legitimate interest

• To provide our services: fulfilment of a contract

• To ensure you can exercise in a safe manner: fulfilment of a contract & legitimate

interest

• Send relevant communications: fulfilment of a contract & legitimate interest

• Send marketing communications: consent or legitimate interest (depending on location)

• To keep financial records: legal obligation

We may collect information about your health, injuries or medical conditions where

necessary to provide our services safely and appropriately. Our lawful basis for processing

this information is the fulfilment of our contract with you. Where applicable law requires

additional consent to process health information, we will ask you to expressly consent to us

using this information for this purpose.

5. Sharing Your Information with Third Parties

We may share your information with trusted third parties, including:

• Payment processors

• Analytics providers

• Software providers

• IT and hosting providers

• Advertising and marketing partners

We may use third-party advertising and analytics tools that collect information about your

interactions with our website and services.

We do not sell personal information for monetary payment. However, some privacy laws

define ‘sale’ or ‘sharing’ more broadly and may treat certain advertising or analytics

activities as a sale or sharing of personal information. Where applicable, we provide the

rights and choices required by those laws.

We may disclose information where required or permitted by law, including to regulators,

law enforcement agencies or other authorities.

6. International Transfers

Where personal information is transferred internationally, we take reasonable steps to

ensure appropriate safeguards are in place in accordance with applicable privacy laws.

These safeguards may include contractual protections, adequacy decisions, or other legally

recognised transfer mechanisms.

7. Data Retention

We keep personal information only for as long as necessary to:

• Provide services

• Meet legal and accounting obligations

• Resolve disputes

• Enforce agreements

The period for which we retain information depends on the nature of the information, the

purpose for which we use it, our relationship with you, and any legal, accounting or

regulatory requirements that apply. For example, transaction and financial records may be

retained for longer where required for tax, accounting or legal purposes.

8. Your Rights

Depending on where you live and the privacy laws that apply, you may have certain rights

in relation to your personal information, including:

• Information about the personal information we collect and use

• Access to your personal information

• Correction of inaccurate information

• Erasure of your information

• Restriction of processing

• Objection to processing

• Data portability

• Opt out of certain targeted advertising or profiling

• Opt out of sharing your personal information, where applicable

• Withdrawal of consent

To exercise any of these rights, contact us on the details shown in section 1. We may need to

verify your identity before responding to such requests.

If you have a concern about how we have handled your personal information, please contact

us. We will investigate your concern and respond within a reasonable period. If you are not

satisfied with our response, you may have the right to complain to the relevant privacy or

data protection authority in your jurisdiction.

9. Cookies & Tracking

Our website may use cookies and similar technologies to:

• Improve website functionality

• Analyse traffic and usage

• Remember preferences

• Support marketing activities

Depending on your location and applicable laws, we may request your consent before using

certain cookies or tracking technologies.

You can manage cookies through your browser settings and, where available, through our

cookie preferences tools.

10. Security

We take appropriate technical and organisational measures to protect your personal

information against:

• Unauthorised access

• Loss

• Misuse

• Alteration

• Disclosure

11. Children and Young People

Some of our services may be available to children or young people. Where required by

applicable law, we obtain consent or authorisation from a parent or legal guardian before

collecting or using their personal information.

If we become aware that we have collected personal information from a child without

appropriate consent, we will delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

Any updates will be posted on our website with a revised “Last updated” date.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your information, you can