Balance Rooms Policies
To ensure that you have the best experience on our website and at The Balance Rooms studio and wellness centre, please read the following Terms and Conditions of Attendance, Waiver & Terms of Participation, Privacy Policy and Cookie Policy.
TERMS & CONDITIONS OF ATTENDANCE
These Terms & Conditions apply to all clients attending classes, workshops, events, treatments, or entering the premises of The Balance Rooms Yoga Studio & Wellness Centre.
1. Studio Etiquette
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Please arrive at least 5 minutes before class.
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Late entry may not be permitted for safety reasons.
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Phones must be silenced and stored away during class.
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Respect the quiet environment and other users of the space.
2. Booking & Attendance
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All classes must be booked through the app, website, or reception.
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Walk‑ins cannot be guaranteed a place due to limited capacity.
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You must check in upon arrival.
3. Health & Safety
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You are responsible for ensuring you are medically fit to participate.
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Instructors must be notified of injuries, medical issues, or pregnancy.
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You must follow all safety instructions from instructors and staff.
4. Behaviour & Conduct
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We operate a zero‑tolerance policy for harassment, aggression, or discriminatory behaviour.
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Respect for staff, instructors, therapists, and fellow clients is required at all times.
5. Clothing & Personal Property
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Wear comfortable, appropriate clothing.
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The studio is not responsible for lost, stolen, or damaged belongings.
6. Children & Young People
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Under‑16s must be accompanied by a parent/guardian unless attending a registered youth class.
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Parental consent is required for anyone under 18.
7. Use of Facilities
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Props must be returned neatly after use.
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Therapy rooms may only be used by authorised, approved therapists.
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Please maintain cleanliness and hygiene at all times.
8. Breach of Rules
The Balance Rooms reserves the right to refuse entry or terminate membership or attendance where these rules are breached.
THE BALANCE ROOMS – PARTICIPANT WAIVER & TERMS OF PARTICIPATION
The Balance Rooms Pickering Ltd
(“The Balance Rooms”, “we”, “us”, “our”)
By attending any class, workshop, holistic treatment, private session or event delivered by The Balance Rooms, you (“the Participant”, “you”) confirm that you have read, understood, and agreed to the following Terms & Conditions and Liability Waiver.
1. Voluntary Participation & Assumption of Risk
I understand that yoga, Pilates, holistic treatments, workshops, exercise programmes and related activities involve physical movement and may involve strenuous physical exertion. Such activities carry inherent risks of injury, discomfort, illness, aggravation of existing conditions, or in rare cases more serious harm.
By participating, I voluntarily and knowingly assume all risks associated with attending classes or treatments at The Balance Rooms and accept full responsibility for my own physical and mental well‑being.
2. Health & Medical Responsibility
I confirm that:
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I am fit, healthy, and able to participate safely.
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I have consulted a medical professional where appropriate, or I acknowledge that doing so is my responsibility prior to participating.
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I do not have any medical condition that would prevent me from safely taking part in classes, treatments or events at The Balance Rooms.
I agree to disclose to my instructor or practitioner any injuries, medical concerns, limitations, or changes to my health that may affect my participation.
3. Pregnancy
If I am pregnant, or become pregnant, I acknowledge that:
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I participate entirely at my own risk and at the risk of my unborn child/children.
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I am responsible for obtaining medical clearance before continuing participation.
I understand that some activities may not be suitable during pregnancy and it is my responsibility to adjust or decline movements as needed.
4. Waiver of Liability
To the fullest extent permitted by law, I release and discharge The Balance Rooms, its directors, teachers, instructors, practitioners, staff and substitute instructors from all liability for:
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Injury or harm (physical, emotional, or mental)
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Illness or aggravation of pre‑existing conditions
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Accidents arising from participation
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Any other losses arising from my attendance or involvement in activities
This waiver applies regardless of whether the risk is known or unknown at the time of participation.
5. Physical Adjustments & Consent
I understand that instructors may offer hands‑on adjustments to assist with posture or alignment.
I acknowledge that:
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I may decline physical adjustments at any time.
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It is my responsibility to clearly inform the instructor if I do not wish to receive adjustments before each class.
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If I consent to adjustments, it is my responsibility to communicate immediately if I wish the adjustment to stop.
6. Personal Property
I accept full responsibility for the security of my personal belongings while attending The Balance Rooms.
The Balance Rooms is not liable for loss, theft, or damage to personal items on the premises.
7. Photography & Media Consent
The Balance Rooms may occasionally take photographs or short videos during classes, workshops, or events for marketing, website or social media purposes.
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If I prefer not to be photographed or included in any images, I will inform The Balance Rooms in advance or at the start of the class, or by contacting info@thebalancerooms.co.uk.
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By continuing to attend without opting out, I consent to The Balance Rooms using such images for lawful marketing and promotional purposes.
No images will be used in a way that is disrespectful or misrepresentative.
8. Online, App & Remote Participation
This waiver also applies to:
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Online classes
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Pre‑recorded content
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Sessions booked via the website, app, phone, email or reception
I am responsible for ensuring a safe environment when participating remotely.
9. Ongoing Agreement
This waiver is ongoing and applies to every class, treatment, appointment, course, workshop or event I attend, and each time I access or use The Balance Rooms’ website or booking app.
I confirm that:
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I am over 18 and legally capable of agreeing to this waiver
OR -
I am the parent/guardian providing consent on behalf of a minor participant.
10. Acceptance
By signing this waiver, booking a class, or attending any session at The Balance Rooms, I confirm that I understand and agree to all terms outlined above.
I acknowledge that I have had the opportunity to ask questions and seek clarification before participating.
BOOKING, CANCELLATIONS AND REFUNDS
General Cancellations
All class, workshop, treatment, and appointment cancellations must be made through the booking app, website, or by contacting The Balance Rooms directly.
Cancellations are only effective once confirmed by the system or a member of staff.
In all cases that a cancellation fee becomes due it is entirely at managements discretion to consider the circumstances and waive the cancellation fee.
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Class Cancellations (Yoga, Pilates, Fitness & Group Sessions)
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Cancellations made more than 24 hours before the class start time:
No charge will be applied, and your credit will be automatically returned to your account.
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Cancellations made within 24 hours of the class start time (“Late Cancellation”):
The class credit will be forfeited and no refund will be issued. -
Non‑attendance (“No Show”):
The class credit will be forfeited in full.
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Workshops, Courses & Events
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Cancellations more than 7 days before the event:
A full refund or account credit may be issued. -
Cancellations 7 days or less before the event:
No refund is provided, as workshop places are limited and commitments (instructor time, materials, room hire) have already been allocated. -
You may transfer your ticket to another participant at no cost. Please notify us so we can update attendance records.
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Holistic Treatments, Private Sessions & 1:1 Appointments
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Cancellations more than 48 hours before the appointment:
No charge will be applied. -
Cancellations within 48 hours (“Late Cancellation”) or No Show:
The full appointment fee may be charged, or prepaid sessions will be forfeited.
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Memberships & Class Packs
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Membership and class-pack holders are subject to the same cancellation windows as above.
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Late cancellations and no-shows may result in:
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Loss of credit (class packs)
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Recorded absences (memberships)
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Possible restriction of advance booking rights if repeated
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Studio‑Initiated Cancellations
On rare occasions, The Balance Rooms may need to cancel a class or session due to illness, emergencies, or operational reasons.-
You will receive a replacement credit or full refund.
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We are not responsible for any additional losses (e.g., travel costs).
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Arriving Late
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If you arrive more than 5 minutes after the class has started, the instructor may refuse entry for safety reasons.
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This is treated as a No Show and the class credit will be forfeited.
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Booking Responsibility
When booking on behalf of another person (including children), you accept responsibility for ensuring compliance with the cancellation policy. -
Ongoing Acceptance
By continuing to book classes online, through the app, or in person, you acknowledge and accept this Cancellation Policy. The policy may be updated occasionally, and the latest version will appear on our website and booking system. -
Purchases from the shop
We do not offer refunds on shop items unless the goods are faulty, in accordance with your statutory consumer rights.
PRIVACY POLICY
The Balance Rooms Yoga Studio & Wellness Centre
Last Updated: 1 April 2026
1. Introduction
The Balance Rooms Yoga Studio and Wellness Centre (“we”, “us”, “our”) is committed to protecting your privacy and personal data. We only collect, use, and store personal data where it is necessary for delivering our services, managing bookings, ensuring safety, and operating our business.
This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you use our website www.thebalancerooms.co.uk, our booking app, or when you interact with us in person (“Our Services”).
Please read this policy carefully. By using Our Services, you acknowledge that you have read and understood this Privacy Policy.
2. Who We Are
The Balance Rooms Pickering Ltd
11 Smiddy Hill, Pickering, YO18 7AN
Email: info@thebalancerooms.co.uk
ICO Registration Number: ZC106841
Company Number: 17086485
We use Wellness Living as our booking and customer management system. Wellness Living acts as a Data Processor on our behalf.
3. What This Policy Covers
This policy applies to all personal data collected by:
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Our website
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Our booking and scheduling system
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Our mobile booking app
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Email, phone and in‑person interactions
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CCTV on‑site (if applicable)
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Payment and membership administration
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It does not apply to third‑party websites we link to. We recommend reviewing their privacy policies separately.
4. What Is Personal Data?
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, personal data means any information that identifies, or can be used to identify, a living individual.
Examples include names, contact details, health information, photographs, IP addresses, and booking history.
5. Your Rights
Under UK GDPR, you have the right to:
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Access your personal data
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Correct inaccurate or incomplete data
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Delete your data (“right to be forgotten”)
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Withdraw consent at any time
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Restrict how your data is used
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Object to processing, including direct marketing
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Data portability
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Not be subject to automated decision‑making
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Complain to the Information Commissioner’s Office (ICO)
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We encourage you to contact us first so we can resolve concerns quickly.
6. Personal Data We Collect
We may collect the following types of data:
Identity & Contact Information
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Name, email address, phone number, postal address
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Emergency contact details
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Account details within our booking system
Booking & Attendance Information
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Class bookings, cancellations, attendance records
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Membership details
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Communications and preferences
Health & Safety Information
(Provided voluntarily or when required for safe instruction)
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Injury information, mobility issues
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Health notes relevant to participation
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Medical information for workshops or classes (optional)
Children’s Data
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Parental/guardian contact details
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Consent for under‑18 participation
Payment Information
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Payment status and transaction records
(We do not store card numbers; payment processors handle this securely.)
Technical/Browsing Data
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Cookies
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IP address
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Device information
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Analytics (where consented)
CCTV (if in operation)
Used for safety, security, and incident prevention.
7. How We Collect Data
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Through our website and booking system (Wellness Living)
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Through app usage
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By email, phone or in-person conversations
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Through consent or medical forms
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Via cookies and analytics tools
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Through CCTV on site
8. Why We Use Personal Data (Lawful Bases)
We only process personal data when we have a lawful basis for doing so.
8.1 Contract
To deliver the classes, services, events, and membership features you request.
8.2 Legitimate Interests
To operate Our Services effectively, including:
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Studio administration
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Service improvements
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Safety and safeguarding
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Class reminders and operational messages
We balance these interests against your rights.
8.3 Legal Obligation
To meet requirements under UK law, including:
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Accounting and tax
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Health and safety
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Incident reporting
8.4 Consent
For:
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Marketing emails and newsletters
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Optional health information
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Children’s participation
You may withdraw consent at any time.
8.5 Vital Interests
To protect you in an emergency situation during sessions.
9. How We Use Your Personal Data
We may use your data to:
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Manage bookings, memberships and class schedules
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Communicate updates, confirmations, or changes to classes
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Send marketing communications (with consent)
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Monitor studio usage and improve services
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Ensure your safety and tailor instruction appropriately
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Process payments and manage accounts
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Respond to enquiries
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Protect the premises (CCTV if applicable)
10. Data Retention
We retain data only as long as necessary:
Type of Data
Retention Period
Client account data
6 years after last activity
Financial/payment records
6 years (legal obligation)
Health and wellbeing notes
Duration of participation + 1 year
Children’s data
Until child reaches 21 (legal requirement for incidents)
Marketing data
Until consent withdrawn
CCTV footage
~30 days unless required for investigation
Email enquiries
12 months
11. How We Store and Protect Data
All data is stored securely within the UK or, where processors operate internationally, with appropriate safeguards (e.g., UK International Data Transfer Agreement or UK Addendum to SCCs).
We use physical, technical and organisational measures to protect your personal data.
12. Sharing Your Data
We do not sell or share your data with third‑party marketers.
We may share data with trusted Data Processors, including:
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Wellness Living (booking system)
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Payment processors (Lloyds Bank, Barclays Bank)
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IT hosting providers
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Email service providers
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Professional advisers (accountants, legal)
We may also share data if required by law, regulatory authorities, or for safeguarding purposes.
13. Cookies
Our website uses cookies to:
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Enable website functionality
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Support booking features
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Improve performance
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Analyse usage (where consented)
Please refer to our Cookie Policy for detailed information and options to manage your cookie preferences.
14. Your Choices & Controlling Your Data
You can:
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Update your details via your online account
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Unsubscribe from marketing at any time
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Request deletion of your account
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Disable cookies/change preferences
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Contact us to exercise your rights
15. Accessing Your Personal Data
To request access to your personal data (“Subject Access Request”), please contact us:
Email: info@thebalancerooms.co.uk
Subject line: “My Personal Data – [Your Name]”
Legal response timeline: within one calendar month.
16. Contact Us
For all data protection queries:
The Balance Rooms
11 Smiddy Hill
Pickering
YO18 7AN
Email: info@thebalancerooms.co.uk
17. Changes to This Policy
We may update this Privacy Policy to reflect changes in law or studio operations. Updates will be posted on our website, and continued use of Our Services after changes constitutes acceptance of the revised policy.
COOKIE POLICY
This Cookie Policy applies to citizens and legal permanent residents of the United Kingdom.
1. Introduction
Our website, https://www.thebalancerooms.co.uk/ (“the Website”), uses cookies and similar technologies to improve your browsing experience. For simplicity, all such technologies are referred to as “cookies” throughout this policy. Cookies may also be set by third‑party providers we use, including (but not limited to) Wix and WellnessLiving.
This policy explains how we use cookies, what types we use, and how you can manage your preferences.
2. What are cookies?
A cookie is a small file sent with pages of a website and stored by your browser on your device. The information stored in these files may be returned to our servers—or to the servers of relevant third parties—on future visits.
3. What are scripts?
A script is a piece of code that helps our website function smoothly and interactively. Scripts may run on our server or your device.
4. What is a web beacon?
A web beacon (also known as a pixel tag) is a small, invisible image or piece of text used to monitor website traffic. When used, certain data about you may be collected to help us understand how visitors use the Website.
5. Cookies
5.1 Functional (technical) cookies
These cookies ensure the Website works correctly and that your preferences remain saved. For example, they allow items to remain in your shopping cart or remember your login details.
Functional cookies may be placed without your consent because they are essential.
5.2 Statistics cookies
We use statistics cookies to understand how visitors use our Website so we can improve functionality and user experience.
We will ask for your permission before placing these cookies.
5.3 Marketing / Tracking cookies
These cookies create user profiles, allow personalised advertising, and track your behaviour across this and other websites.
We request your consent before using these cookies.
5.4 Social media cookies
We embed content from platforms such as Instagram. Their embedded code may place cookies that could collect information for personalised advertising or analytics.
The processing of such data is subject to Instagram’s own privacy and cookie policies.
6. Consent
When you first visit our Website, you will see a cookie banner explaining our use of cookies. By clicking “Accept”, you consent to the use of the cookies described in this Cookie Policy.
You can disable cookies at any time through your browser settings, though this may affect Website performance.
6.1 Manage your consent settings
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Functional – Always active
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Statistics – Optional
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Marketing – Optional
7. Enabling, disabling, and deleting cookies
Your internet browser allows you to delete cookies automatically or manually, block specific cookies, or notify you whenever a cookie is placed. Please check your browser’s help section for instructions.
Please note:
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The Website may not function properly if certain cookies are disabled.
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Deleted cookies will be placed again if you return and give consent.
8. Your rights regarding personal data
You have the following rights concerning your personal data:
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Right to information – Know why your data is collected and how long it is retained.
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Right of access – View any personal data we hold about you.
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Right to rectification – Request corrections, deletions, or updates to your data.
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Right to withdraw consent – You may withdraw consent at any time, and we will delete your data.
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Right to data portability – Request your data for transfer to another controller.
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Right to object – Object to the processing of your data unless we have legitimate grounds to continue.
To exercise these rights, please contact us using the details below.
You also have the right to file a complaint with the Information Commissioner’s Office (ICO).
9. Contact Details
The Balance Rooms
11 Smiddy Hill
YO18 7AN
United Kingdom
Website: https://www.thebalancerooms.co.uk/
Email: info@thebalancerooms.co.uk
Phone: 07490 535001
This Cookie Policy was last synchronised with cookiedatabase.org on 1 April 2026.
COMPANY REGISTRATION
The Balance Rooms Pickering Ltd (trading as 'The Balance Rooms') is registered with Companies House, registered company number 17086485.
ACCEPTED PAYMENT METHODS
Balance Rooms Yorkshire Ltd accepts the following payment methods.
