Last updated: 1 September 2026
This Privacy Policy explains how The Stable Studio at Lodge Farm collects, uses, stores and shares personal information. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
The Stable Studio at Lodge Farm is operated by Lodge Farm Contracting Limited, which is the data controller responsible for your personal information.
Company number: 11205883
Registered office: Lodge Farm, Park Lane, Old Knebworth, Stevenage, Hertfordshire, SG3 6PP
Email: hello@stablestudiolodgefarm.co.uk
Website: stablestudiolodgefarm.co.uk
In this policy, “The Studio”, “we”, “our” and “us” refer to Lodge Farm Contracting Limited trading as The Stable Studio at Lodge Farm.
2. Who this policy applies to
This policy applies to prospective, current and former customers; participants in classes, Independent Training, appointments and events; people who contact us or join our waiting list; website visitors; and parents, guardians and emergency contacts whose details are provided to us.
3. Information we collect
Depending on how you interact with us, we may collect:
Identity and contact information
- name, email address, telephone number and postal address;
- date of birth;
- account login and customer identifiers;
- parent or guardian details where relevant; and
- emergency contact name, telephone number and relationship to you.
Membership, booking and attendance information
- memberships, purchases, bookings, cancellations, waiting-list activity and attendance;
- communications relating to your account, bookings or membership;
- induction status, agreed training programme, equipment you have been shown how to use and relevant participation restrictions;
- signed waivers, policy acceptances and other declarations; and
- records of incidents, accidents, complaints or disciplinary action where applicable.
Health and exercise-readiness information
We collect information you provide through our Health & Exercise Readiness Form and related discussions. This may include information about medical conditions, blood pressure, chest pain, dizziness or fainting, medication, pregnancy, injuries, physical limitations and other matters that may affect safe participation.
Health information is special category personal data and receives additional protection.
Payment and transaction information
We collect transaction records such as the amount, date, payment status, refunds and the membership or service purchased. Full card and bank-account credentials are processed by our payment providers and are not stored by us.
Communications and marketing information
- emails, messages, enquiries and feedback;
- your marketing preferences and consent history; and
- responses to surveys or promotions.
Photographs and video
We may collect identifiable photographs or video for promotional use only where you have given separate consent. We will provide notice where general photography or filming is taking place.
CCTV
From the Studio’s opening to customers, CCTV will operate in appropriate areas of the premises for safety, security, crime prevention and incident investigation. CCTV will not be installed in toilets or changing areas and will not be used for routine audio recording. Signs will identify areas covered by CCTV.
Website and technical information
When you use our website, The Stable Studio app or other online services, we may collect your IP address, device and browser information, pages viewed, referring website, cookie choices and similar technical information. Please see our Cookie Policy for further details.
4. How we collect information
We collect information:
- directly from you when you enquire, join a waiting list, create an account, purchase a membership, make a booking, complete a form or waiver, attend the Studio or contact us;
- from a parent, guardian or person managing an account on your behalf;
- through The Stable Studio app, which is powered by TeamUp, and through our website;
- from payment providers when they confirm transactions;
- from CCTV at the Studio; and
- from cookies and similar technologies, subject to your choices.
5. How and why we use your information
Providing memberships and services
We use identity, contact, booking, attendance and transaction information to create and administer accounts, provide memberships, process bookings, manage waiting lists, deliver classes and Independent Training, communicate service information and handle cancellations and refunds.
Lawful basis: taking steps at your request before entering into a contract and performing our contract with you.
Payments, accounting and legal compliance
We use payment and transaction information to take and reconcile payments, issue receipts, maintain accounting records, prevent fraud and meet our tax and legal obligations.
Lawful basis: performance of our contract, compliance with legal obligations and our legitimate interests in protecting our business.
Health, safety and exercise readiness
We use relevant health information to understand whether activities may need adapting, record limitations or reasonable adjustments, support safer participation and respond appropriately if you become unwell or injured.
For this processing, our Article 6 lawful basis is that it is necessary to provide the exercise service you have requested and perform our contract with you. Our Article 9 condition for processing health information is your explicit consent.
You may withdraw that consent at any time by contacting us. We will stop using your health information for ongoing participation, except where we must retain limited records for legal claims or another lawful reason. Withdrawal may mean that we cannot safely provide activities for which the information is objectively necessary.
In a genuine medical emergency where you are unable to give consent, we may use or share relevant information to protect your vital interests or those of another person.
Inductions, waivers and safety records
We use induction status, equipment competency records, signed acknowledgements, waivers and incident records to manage access, apply safety rules, investigate incidents and establish, exercise or defend legal claims.
Lawful basis: performance of our contract and our legitimate interests in operating safely, protecting participants and managing legal risk.
Customer service and business administration
We use communications and account information to answer enquiries, resolve complaints, maintain service records, plan capacity, improve our services and administer the business.
Lawful basis: performance of our contract and our legitimate interests in running and improving the Studio.
Service messages
We may send operational messages about bookings, memberships, payments, forms, waivers, safety, timetable changes and important service updates. These are not marketing messages.
Lawful basis: performance of our contract and our legitimate interests in keeping customers informed.
Marketing
Where required, we send promotional email or text messages only with your consent. You can unsubscribe at any time using the link in a message or by contacting us.
Lawful basis: consent. Withdrawing marketing consent does not affect your membership or access to services.
Photography and video
We use identifiable photographs or video for our website, social media and other promotional materials only where you have given separate consent. You may withdraw that consent for future use at any time. We will remove material from channels we control where reasonably practicable, although previously printed materials may remain in circulation.
Lawful basis: consent.
CCTV
We use CCTV to help protect customers, staff, visitors, equipment and premises; deter and investigate crime; and investigate safety incidents.
Lawful basis: our legitimate interests in maintaining a safe and secure environment. Where footage is needed for a legal claim or must be disclosed by law, we may also rely on legal obligations or the establishment, exercise or defence of legal claims.
Website and app operation
We use essential technical information to operate, secure and troubleshoot our website and app. We use non-essential analytics or marketing cookies only in accordance with the choices made through our website cookie banner where applicable.
Lawful basis: our legitimate interests in operating secure digital services for essential processing, and consent for non-essential cookies and associated processing where required.
6. Information you need to provide
Some information is required to create an account, enter into a membership, process a payment or provide activities safely. If you do not provide required account, contact, health, waiver or safety information, we may be unable to provide the relevant service. Marketing information, promotional photography consent and other fields marked optional are voluntary.
7. App platform, payments and other recipients
We do not sell your personal information.
We share information only where necessary with:
- TeamUp Sports, Inc. (a DaySmart company), which provides the technology behind The Stable Studio app and processes customer accounts, memberships, bookings, waiting lists, attendance, communications, forms and waivers on our behalf;
- Stripe and GoCardless, where enabled, to process card, wallet or Direct Debit payments;
- website, email, cloud-storage and IT-support providers;
- coaches and authorised staff who need the information to perform their role;
- our accountants, insurers, legal advisers and other professional advisers;
- emergency services, healthcare professionals or your emergency contact where reasonably necessary;
- police, courts, regulators, government bodies or other authorities where required or permitted by law; and
- a purchaser or adviser involved in a genuine sale, restructuring or transfer of the business, subject to appropriate confidentiality safeguards.
Service providers acting on our behalf may use personal information only as instructed and must protect it appropriately. Some providers, including payment providers, may also act as independent data controllers for parts of their processing under their own privacy notices.
Privacy information covering TeamUp and DaySmart is available at goteamup.com/company/privacy. Privacy information for payment customers is available from Stripe and GoCardless.
8. International transfers
Some of our service providers, including TeamUp and DaySmart, Stripe and GoCardless, may process personal information or permit it to be accessed outside the UK.
Where personal information is transferred outside the UK, we require an appropriate lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved Standard Contractual Clauses, or another safeguard permitted by data-protection law. We also use contractual and security measures appropriate to the information involved.
You may contact us for more information about the safeguards applying to a particular transfer.
9. How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes described above. Our normal retention periods are:
- Customer accounts, memberships, bookings and attendance: while your relationship with us is active and normally for six years after the last relevant transaction or participation.
- Financial and transaction records: normally for six years after the end of the relevant financial year, or longer where required by law.
- Health forms, waivers, inductions and safety records: reviewed when updated and normally retained for six years after your last participation where needed for safety, insurance or legal claims. If the participant is under 18, relevant records may be retained until their 21st birthday where necessary.
- Emergency contact details: while your participation is active, unless they form part of an incident or legal record that must be retained longer.
- General enquiries: normally for up to two years after the enquiry is resolved.
- Marketing records: until you withdraw consent or unsubscribe. We may retain a minimal suppression record so that we respect your preference.
- Promotional photographs and video: until consent is withdrawn or the material is no longer required, subject to the practical limits described above.
- CCTV: normally overwritten after 30 days, unless footage is required to investigate an incident, respond to a request or establish, exercise or defend a legal claim.
- Website cookies and related data: for the periods stated in our Cookie Policy and cookie settings.
We may retain information longer where a dispute, investigation, legal hold or statutory requirement applies. When information is no longer required, we delete or anonymise it securely.
10. Security and access
We use appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. Access to health information, CCTV and other sensitive records is restricted to authorised people who need it for their role.
No internet-based service is completely secure. If we become aware of a personal-data breach, we will investigate it and notify affected individuals and the Information Commissioner’s Office where legally required.
11. Children’s information
Where a parent or guardian creates or manages an account for a child, they must provide the information on the child’s behalf and ensure it is accurate. The underlying TeamUp service used by The Stable Studio app is not intended to be used directly by children under 13. We take additional care when collecting and using children’s information and will obtain parental or guardian involvement where appropriate.
12. Automated decision-making
We do not use personal information to make solely automated decisions that produce legal or similarly significant effects.
13. Your data-protection rights
Depending on the circumstances and lawful basis, you may have the right to:
- request access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information;
- ask us to restrict how information is used;
- receive certain information in a portable format;
- withdraw consent at any time where processing relies on consent; and
- object to processing based on legitimate interests.
You have an absolute right to object to your personal information being used for direct marketing.
These rights are not absolute and exemptions may apply. To exercise a right, email hello@stablestudiolodgefarm.co.uk. We may need to verify your identity and will normally respond within one month.
14. Complaints
If you have concerns about how we use your information, please contact us first so we can investigate.
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint
15. Third-party websites and services
Our website and app may link to services operated by other organisations. Their own privacy notices explain how they use information when you interact with them.
16. Changes to this policy
We review this policy regularly and will update it when our services, suppliers or use of personal information changes. We will bring material changes to the attention of affected customers where appropriate. The latest version will always be published on this page.