Privacy Policy

Privacy Policy

SQ Active - Body and Mind SQ Active (including Not Late to the Party)  respects your privacy and is committed to protecting your personal information. This policy explains how we collect, use, and store your data across all services — including pain relief treatments, personal training, movement coaching, and lifestyle or confidence coaching for women.

Here you’ll find information on how we treat data that relates to our website at https://www.sqactive.com and other services provided by us and in or on which a link to this Privacy Policy is displayed, and all other communications with individuals by written or oral means, such as email or phone, collectively, together with the Site, (our “Service”).

The information we collect

In order to use our service, we request that you provide us with basic information that will help us identify you and allow us to help you get the best service from us.

We may ask for personal information such as your:

email address

name

home address

telephone number

postcode

age

gender

any medical issues that might affect the service you receive

We ask for this information in order to contact you, provide you with useful information or otherwise provide a service to you.

How we store your personal information

Your information is securely stored on the following platforms and systems:

Acuity Scheduling – When you book an appointment or service, Acuity Scheduling will ask for your name and email address so we can confirm your booking, send you receipts, and provide appointment reminders. For treatment clients, session notes and relevant health information may also be recorded securely within Acuity.

JotForm – We use JotForm for consultation forms and feedback. When you complete a consultation form, basic information (such as contact details and relevant health information) is collected and stored securely within JotForm’s encrypted system.

Zoom – Group coaching calls (including workshops and masterclasses) are recorded on Zoom. Your video will not be recorded, only your voice. The recording will not be shared outside of the group you’re part of.

Stripe – Payments for our services are processed through Stripe. We do not have access to or store your financial information.

MailerLite and Funnel Sketchers – These services may collect your name and email address so we can send you relevant updates, newsletters, and marketing materials. You can unsubscribe at any time.

Google Drive – We use Google Drive to store files, documents, and coaching notes. Google employs encryption and other security measures to protect your data and may store data on servers located outside the UK/EEA, with appropriate safeguards in place under GDPR. Coaching notes are stored securely in Google Docs within Google Drive.

Mobile device – Your phone number may be stored on our mobile device to send appointment reminders or check-ins via text or WhatsApp.

We recommend reviewing the Privacy Policies of Acuity Scheduling, Zoom, JotForm, Stripe, MailerLite, Funnel Sketchers, and Google to ensure you are comfortable with how these third-party providers handle data. We do not assume responsibility for the use or misuse of your information by these third parties.

We keep your personal information for seven (7) years after you have finished using our services. After this period, all information will be securely deleted from the systems listed above.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the  right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

“Automatically Collected" Information

When a User or Visitor uses the Service, we may automatically record certain information from the User’s or Visitor’s device by using various types of technology, including cookies, “clear gifs" or “web beacons.” This “automatically collected" information may include IP address or other device address or ID, web browser and/or device type, the web pages or sites visited just before or just after using the Service, the pages or other content the User or Visitor views or interacts with on the Service, and the dates and times of the visit, access, or use of the Service. We also may use these technologies to collect information regarding a Visitor or User’s interaction with email messages, such as whether the Visitor or User opens, clicks on, or forwards a message. This information is gathered from all Users and Visitors.

Information from Other Sources

We may obtain information, including Personal Data, from third parties and sources other than the Service, such as advertisers. If we combine or associate information from other sources with Personal Data that we collect through the Service, we will treat the combined information as Personal Data in accordance with this Policy.

How We use the information we collect

We collect personal information so we can provide you with a safe, effective, and personalised service. The type of information we collect depends on the service you use.

For pain relief and movement/fitness clients

When you book or attend a treatment or movement/PT session, we may collect:

Your name and contact details (for booking and communication purposes)

Relevant health information, medical history, or lifestyle details (to assess suitability for treatment and ensure your safety)

Session notes or treatment records (to track progress and provide continuity of care)

This information is collected through Acuity Scheduling, JotForm, and during in-person sessions.

For coaching clients

When you sign up for coaching, we may collect:

Your name and contact details (for scheduling and communication)

Information you share about your goals, challenges, or areas you wish to work on

Session notes (recorded securely in Google Docs, within Google Drive)

This information helps us tailor sessions and track your progress throughout our work together.

For general enquiries and marketing

If you contact us via email, social media, or sign up to a newsletter or free resource, we may collect your name and email address to respond or send updates. You can unsubscribe at any time.

We only collect information that is relevant and necessary for providing our services.

Cookies and Tracking Technologies

“Cookies” are text-only pieces of information that a website transfers to an individual’s hard drive or other website-browsing equipment for record-keeping purposes. Cookies allow the Site to remember important information that will make your use of the Site more convenient.

We use cookies to help you personalise your online experience. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.

Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.

To Whom We Disclose Information

Except as described in this Policy, we will not intentionally disclose the Personal Data or Client Data that we collect or store to third parties without the consent of the applicable visitor or Client. We may disclose information to third parties if you consent to us doing so, as well as in the following circumstances:

Unrestricted Information

Any information that you voluntarily choose to include in a Public Area.

Non Personally Identifiable Information

We may make certain automatically-collected, aggregated, or otherwise non-personally-identifiable information available to third parties for various purposes, including (i) compliance with various reporting obligations; (ii) for business or marketing purposes; or (iii) to assist such parties in understanding our Clients’ and Visitors’ interests, habits, and usage patterns for certain programs, content, services, and/or functionality available through the Service.

Law Enforcement, Legal Process and Compliance

We may disclose Personal Data or other information if required to do so by law or in the good-faith belief that such action is necessary to comply with applicable laws, in response to a court order, judicial or other government subpoena or warrant, or to otherwise cooperate with law enforcement or other governmental agencies.

We also reserve the right to disclose Personal Data or other information that we believe, in good faith, is appropriate or necessary to (i) take precautions against liability, (ii) protect ourselves or others from fraudulent, abusive, or unlawful uses or activity, (iii) investigate and defend ourselves against any third-party claims or allegations, (iv) protect the security or integrity of the Service and any facilities or equipment used to make the Service available, or (v) protect our property or other legal rights, enforce our contracts, or protect the rights, property, or safety of others.

Privacy Settings

Although we may allow you to adjust your privacy settings to limit access to certain Personal Data, please be aware that no security measures are perfect or impenetrable. We are not responsible for circumvention of any privacy settings or security measures on the Service. Additionally, we cannot control the actions of other users with whom you may choose to share your information. Further, even after information posted on the Service is removed, caching and archiving services may have saved that information, and other users or third parties may have copied or stored the information available on the Service. We cannot and do not guarantee that information you post on or transmit to the Service will not be viewed by unauthorised persons.

Changes and Updates to this Policy

Please revisit this page periodically to stay aware of any changes to this Policy, which we may update from time to time. If we modify the Policy, we will make it available through the Service, and indicate the date of the latest revision, and will comply with applicable law. Your continued use of the Service after the revised Policy has become effective indicates that you have read, understood and agreed to the current version of the Policy.

How to Contact Us

Please contact us with any questions or comments about this Policy, your Personal Data, our use and disclosure practices, or your consent choices by email at [email protected]

Changes to this privacy policy

This privacy policy was last updated on 28/10/25.