Soma Studios
Privacy Policy
This Privacy Policy explains how Soma Wellness Collective Limited, trading as Soma Studios ("Soma", "we", "us" or "our"), collects and uses your personal information when you visit our website, use the Soma app, book with us or visit our studio. It also explains your rights and how to contact us.
Version 1.0 · Effective from 26 October 2026 · Next review October 2027
1. Who we are
1.1Soma Wellness Collective Limited is a company registered in England and Wales under company number 16565995, with its registered office at 276 Abbeydale Road South, Sheffield, S17 3LN.
1.2We are the data controller of the personal information described in this policy. This means we decide how and why it is used, and we are responsible for looking after it.
1.3If you have any questions about this policy or your personal information, please email hello@so-mastudios.com or write to us at our registered office.
2. The information we collect
We collect the following information about you:
| Type | What it includes |
|---|---|
| Identity and contact details | Your name, email address and phone number, confirmation that you are 18 or over and, if you give them to us, your date of birth, address and an emergency contact |
| Account and booking details | Your login details, Memberships, Session Passes, Gift Vouchers, bookings, attendance, cancellations and waiting list activity |
| Payment details | Records of what you have bought and paid. Card payments are processed securely by our booking system's payment provider. We do not see or store your full card details |
| Health information | Your answers to our health questions, any medical condition, injury, pregnancy or other health information you tell us or your Instructor, and records of any accident or injury at the studio |
| Communications | Emails, messages and other correspondence with us, including any complaint, feedback or survey responses |
| Marketing preferences | Whether you have opted out of marketing emails or agreed to receive marketing texts |
| Images | CCTV recordings at the studio, and photographs or video taken at our classes and events |
| Technical information | Information your device sends when you use our website or the Soma app, such as your IP address, login details, device and browser type, and the pages you visit, collected through cookies (see clause 9) |
2.1Most of this information comes from you, when you register, book, complete our health questions, contact us or visit the studio.
2.2If someone buys you a Gift Voucher, they may give us your name and email address so that we can send it to you.
2.3Health information is special category data under UK data protection law. We take extra care with it, and only Soma's directors and Instructors who need it to keep you safe can see it.
2.4Apart from health information, we do not collect any other special category data about you, such as information about your ethnicity, religion, sexual orientation or political views, and we do not collect information about criminal convictions.
2.5We may create anonymised, combined figures from the information we hold, such as class attendance and how busy the studio is. These do not identify you, so they are not personal information.
3. How we use your information and why
We may only use your personal information where the law allows it. The table below sets out what we use your information for and the legal basis for each use.
| What we use it for | Legal basis |
|---|---|
| Setting up and managing your account, Memberships, Session Passes and Gift Vouchers | Performing our contract with you |
| Taking bookings and payments, and managing waiting lists and cancellations | Performing our contract with you |
| Sending you messages about your bookings, account, payments and changes to our services or terms | Performing our contract with you, and our legal obligations |
| Keeping you safe during classes, including adapting exercises to any health condition, injury or pregnancy | Your explicit consent, given when you complete our health questions |
| Responding to a medical emergency | Protecting your vital interests |
| Recording and dealing with accidents and injuries | Our legal obligations, and our legitimate interest in defending legal claims |
| Keeping financial and tax records | Our legal obligations |
| Operating CCTV for the safety and security of clients, staff and the studio | Our legitimate interests |
| Sending you marketing emails about our similar classes, services, events and offers | Our legitimate interests, as permitted by the Privacy and Electronic Communications Regulations, with the chance to opt out at any time |
| Sending you marketing texts | Your consent |
| Using analytics and marketing cookies on our website, and sharing limited information with Meta or Google to measure our advertising | Your consent |
| Using photographs and video of classes and the studio in our marketing | Our legitimate interests, or your consent where you are the clear focus of an image (see clause 6) |
| Handling complaints and feedback, and improving our classes and services | Our legitimate interests |
| Enforcing our terms, and establishing or defending legal claims | Our legitimate interests |
3.1Where we rely on our legitimate interests, we have balanced them against your rights and interests. You can ask us for more information about this balance, and you have the right to object (see clause 11).
3.2Where we rely on your consent, you can withdraw it at any time by emailing hello@so-mastudios.com. If you withdraw consent to us using your health information, we may not be able to let you take part in classes safely.
3.3If you do not give us information we need to perform our contract with you, such as your contact details or answers to our health questions, we may not be able to accept your booking.
3.4We do not make decisions about you based solely on automated processing.
4. Marketing
4.1If you buy a Membership, Session Pass, Gift Voucher or other service from us, we may send you marketing emails about our similar classes, services, events and offers, including those of the Soma Wellness Collective.
4.2You will be given the chance to opt out of marketing emails when you register, and every marketing email will include an unsubscribe link. You can also opt out at any time by emailing hello@so-mastudios.com.
4.3We will only send you marketing texts if you have agreed to receive them.
4.4Opting out of marketing will not stop messages about your bookings, account or payments.
4.5We will never sell your information or share it with other organisations for their own marketing.
5. CCTV
5.1We operate CCTV at the studio to keep clients, staff and the premises safe and secure, and to help prevent and investigate crime and accidents. Signs at the entrance tell you that CCTV is in use.
5.2CCTV does not operate in any changing or toilet areas.
5.3Recordings are kept for 30 days and are then automatically deleted, unless we need to keep a recording for longer to investigate an incident, deal with a claim or comply with a request from the police or another authority.
5.4Only Soma's directors can view recordings. We will only share them with the police, insurers, legal advisers or other authorities where needed for the purposes above.
6. Photography and filming
6.1We sometimes photograph or film classes, events and the studio for our website and social media.
6.2If you appear incidentally, for example as part of a class or in the background, we may use those images based on our legitimate interest in promoting our business.
6.3We will only feature you as the clear focus of an image or recording, or use your name alongside it, with your separate consent.
6.4You can object at any time by emailing hello@so-mastudios.com or telling your Instructor before a class. We will then avoid photographing you and remove existing images of you from our own channels where reasonably possible.
7. Who we share your information with
We only share your personal information where we need to. We may share it with:
7.1bsport, which provides our booking system, website booking pages and the Soma app, and its payment provider, which processes card payments;
7.2the providers of our website, email and business software, such as our website host, Microsoft 365 and our accounting software;
7.3our social media manager, who helps prepare and publish content for our marketing;
7.4our accountants, insurers, insurance broker and legal advisers;
7.5the emergency services, if you need urgent medical attention;
7.6the police, HMRC, the ICO or other authorities, where the law requires it or to prevent or investigate crime;
7.7Meta or Google, to measure our advertising, but only if you agree to marketing cookies (see clause 9.3); and
7.8a buyer or successor of our business, if Soma is sold or restructured, who would then be bound by this policy.
The organisations in 7.1 to 7.3 act on our instructions as data processors. We have contracts with them that require them to keep your information secure and only use it to provide their services to us.
8. International transfers
8.1bsport is based in the European Union, which the UK recognises as providing adequate protection for personal information.
8.2Some of our other service providers may store or access personal information outside the UK. Where they do, we make sure it is protected by appropriate safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement.
9. Cookies
Cookies are small files placed on your device when you visit a website or use an app. We use the following types:
| Type | What it does | Your choice |
|---|---|---|
| Essential cookies | Make our website and booking system work, keep you logged in, and process bookings and payments securely | Always on, as the website cannot work without them |
| Analytics cookies | Tell us how visitors use our website, such as which pages are visited, so that we can improve it | Only set if you agree |
| Marketing cookies | Help us measure our advertising and show relevant adverts on social media, for example through tools provided by Meta or Google | Only set if you agree |
9.1We will only set analytics or marketing cookies if you agree to them through the cookie banner on our website. You can change your choice at any time through the cookie settings on our website.
9.2Where analytics or marketing cookies are provided by a third party, such as Google or Meta, that company may also use the information in line with its own privacy policy.
9.3If you agree to marketing cookies, we may share limited information with Meta or Google, such as a hashed (scrambled) version of your email address, your IP address and information about your device, so that we can measure how well our advertising works. You can withdraw your consent at any time through the cookie settings on our website.
9.4You can also block or delete cookies through your browser settings, but parts of our website and booking system may not work properly if you do.
10. How long we keep your information
We keep your personal information only for as long as we need it:
| Information | How long we keep it |
|---|---|
| Account, booking and contact details | For as long as your account is active, and for 2 years after your last booking or purchase |
| Health questions and Liability Waiver | For as long as your account is active, and for 3 years after your last visit |
| Accident and injury records | For 3 years after the incident, or longer if a claim is made |
| Payment, purchase and Gift Voucher records | For 6 years after the end of the financial year they relate to, as required for tax and accounting |
| Complaints and correspondence | For 3 years after the matter is closed |
| CCTV recordings | For 30 days, unless needed for longer under clause 5.3 |
| Photographs and video | For as long as we use them in our marketing, or until you object |
| Marketing opt-outs | For as long as needed to make sure we do not contact you again |
10.1If a legal claim is made or expected, we may keep relevant information until it has been resolved.
10.2When information is no longer needed, we delete it securely or anonymise it.
11. Your rights
Under UK data protection law, you have the right to:
11.1access the personal information we hold about you and receive a copy of it;
11.2ask us to correct information that is wrong or incomplete;
11.3ask us to delete your information, where there is no good reason for us to keep it;
11.4ask us to restrict how we use your information, for example while we check whether it is accurate;
11.5object to us using your information based on our legitimate interests, including for direct marketing. If you object to direct marketing, we will always stop;
11.6ask us to transfer information you have given us to you or another organisation, in a commonly used electronic format; and
11.7withdraw your consent at any time, where we rely on your consent.
To use any of these rights, email hello@so-mastudios.com. We may ask you to confirm your identity before we respond. We will respond within one month, and there is normally no charge. Some rights do not apply in every situation, and if we cannot meet your request, we will explain why.
You can also update your contact details at any time in your account in the Soma app or on our website.
12. Keeping your information secure
12.1We use appropriate technical and organisational measures to protect your personal information from loss, misuse and unauthorised access. Information sent between your device and our website and booking system is encrypted, and access is limited to those who need it.
12.2No method of sending information over the internet is completely secure, so we cannot guarantee the security of information you send to us online.
12.3Please help keep your account secure by using a strong, unique password and keeping your login details private. If you think someone else has accessed your account, please tell us straight away.
12.4If a data breach is likely to put your rights at high risk, we will tell you and the ICO as the law requires.
13. Age
Our services are only for people aged 18 or over. We do not knowingly collect personal information from anyone under 18.
14. Links to other websites
Our website, the Soma app and our social media may link to other websites, including bsport's. We are not responsible for how those websites use your information, so please read their privacy policies.
15. Changes to this policy
We may update this policy from time to time. The current version will always be on our website and in the booking system. If we make a significant change, we will tell you by email before it takes effect.
16. Complaints
16.1If you have a concern about how we use your personal information, please contact us first at hello@so-mastudios.com, and we will do our best to put it right.
16.2You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection, at ico.org.uk/make-a-complaint or on 0303 123 1113.