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Participation Terms

The Glow Chapter — Participation Terms
 

Effective from 26 October 2026
 

Welcome to The Glow Chapter! We want everyone to feel safe, comfortable and supported during our sessions.
 

By booking and participating in our fitness classes or personal training sessions, you agree to the following:
 

  1. Health and suitability: Please tell your instructor before participating about any injury, health condition, pregnancy or other relevant circumstance that may affect your ability to exercise safely. You may be asked to complete a pre-exercise health questionnaire before your first session.

  2. Participation: Please exercise within your own abilities, follow instructor guidance and let us know immediately if you experience pain, dizziness or discomfort. You are welcome to take breaks or request alternative exercises.

  3. Respectful environment: We aim to provide a friendly, inclusive and supportive space. All participants are expected to treat instructors and fellow attendees with respect.

  4. Punctuality: Please arrive approximately 5–10 minutes before your session to allow time to settle in.

  5. Personal belongings: Please look after your personal belongings during sessions.

  6. Changes to sessions: Occasionally, sessions may need to be rescheduled or cancelled due to instructor illness, venue availability or circumstances beyond our control. Where possible, we will offer a suitable alternative or refund the affected session.
     

These terms do not affect your statutory consumer rights or exclude liability that cannot legally be excluded.
 

For questions, please contact lotte@theglowchapter.co.uk.

Cancellation Policy

The Glow Chapter — Booking & Cancellation Policy
 

Effective from 26 October 2026
 

1. Four-Week Courses:
 

  • Courses are booked and paid for as a complete four-week programme.

  • Each booking reserves one participant's place across all four scheduled sessions.

  • Cancellations made at least 48 hours before the first session are eligible for a full refund.

  • For cancellations made less than 48 hours before the course begins, please contact us. Refund requests will be considered fairly, taking into account the circumstances, whether the place can be filled and your statutory rights.

  • Once a course has started, missed sessions are not normally refundable or transferable to another course.

  • If illness, injury or unexpected circumstances prevent you from attending, please contact us so we can discuss the available options.
     

2. Pay-As-You-Go (PAYG) Sessions:

(PAYG bookings are for individual classes or training sessions rather than a full course.)
 

  • More than 24 hours' notice: You may cancel your booking for a full refund or request to transfer to another available session.

  • Less than 24 hours' notice: Bookings are normally non-refundable, as your place has been reserved and may be difficult to fill at short notice.

  • No-shows: If you do not attend your booked session without notifying us, the session fee will not normally be refunded.

  • Transfers: Where availability allows, we may offer a transfer to another session at our discretion.

  • Illness or emergencies: Please contact us as soon as possible. We understand that unexpected circumstances arise and will consider requests fairly.
     

Any refund or cancellation rights provided by law will continue to apply.
 

3. Cancellations by The Glow Chapter
 

If we need to cancel a class or training session due to instructor illness, venue issues or unforeseen circumstances:
 

  • We will notify you as soon as reasonably possible.

  • You will be offered a suitable replacement session or a refund for the affected session.

  • If a replacement session is unsuitable, you may choose a refund instead.

(For four-week courses, refunds for individual cancelled sessions will normally be calculated proportionately.)
 

4. How to Cancel or Request a Refund
 

Please email lotte@theglowchapter.co.uk with:

  • Your name

  • The class or course you booked

  • The date of your booking

  • Whether you're requesting a cancellation, refund or transfer
     

We aim to respond as quickly as possible.
 

5. Your Consumer Rights
 

Nothing in this policy affects your statutory consumer rights. Any applicable legal cancellation or refund rights take precedence over the notice periods stated above.
 

The Glow Chapter
Move · Connect · Restore · Grow
www.theglowchapter.co.uk
lotte@theglowchapter.co.uk

Privacy Policy

The Glow Chapter — Privacy Policy
 

Last updated: 26 October 2026
 

At The Glow Chapter, we care about your privacy and are committed to keeping your personal information safe. This policy explains what information we collect, why we collect it, how we use it and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
 

1. Who We Are

The Glow Chapter is a fitness and wellbeing business operating in Swallowfield, Berkshire, UK.

The business is operated by a self-employed sole trader trading as The Glow Chapter.

For questions about your personal information, please contact:

Email: lotte@theglowchapter.co.uk
Website: www.theglowchapter.co.uk

The business owner is responsible for deciding how personal information is used and protected.
 

2. Information We Collect

Depending on how you interact with us, we may collect:

  • Contact information: Your name, email address, telephone number and relevant contact details.

  • Booking information: Classes or courses booked, attendance records, cancellations and booking preferences.

  • Payment information: Payment status, transaction details and refund records. Online payments are processed through our payment providers; we do not directly store your full payment card details.

  • Health and fitness information: Relevant information you voluntarily provide about injuries, health conditions, pregnancy, physical limitations or other circumstances that may affect safe participation.

  • Emergency contact information: Details of someone we may contact in an emergency.

  • Communications: Messages, enquiries and feedback you send us.

  • Marketing preferences: Whether you have agreed to receive promotional emails or updates.

  • Website information: Information collected through website cookies and similar technologies, where applicable.

We aim to collect only information reasonably necessary to provide our services.
 

3. How We Use Your Information

We use personal information to:

  • Manage bookings, payments, cancellations and refunds.

  • Communicate important information about your classes and courses.

  • Provide safe, appropriate fitness instruction and make reasonable adjustments where needed.

  • Contact your nominated emergency contact when reasonably necessary.

  • Respond to enquiries and provide customer support.

  • Maintain financial and business records.

  • Improve our services and customer experience.

  • Send newsletters, offers and promotional communications where you have provided the necessary consent or another lawful basis applies.

  • Comply with our legal obligations.
     

4. Our Legal Bases for Processing Information

Under UK GDPR, we rely on appropriate lawful bases depending on the purpose:

  • Contract: To administer bookings, deliver purchased services and communicate about your sessions.

  • Legal obligation: To maintain records and meet applicable legal requirements.

  • Legitimate interests: To manage our business, respond to enquiries, maintain appropriate records and improve our services, where these interests do not override your rights.

  • Consent: For optional marketing communications where consent is required.

Health information is treated as special category personal data and requires additional protection. Where we collect health information for pre-exercise screening or adapting sessions, we will explain the purpose and seek explicit consent where that is the appropriate legal condition.

You may withdraw consent at any time, although this may affect our ability to assess whether certain activities are suitable for you.
 

5. Health Information and Confidentiality

Your health and fitness information will be treated confidentially.

We use relevant information to help us plan appropriate sessions, identify possible exercise limitations and support your safety.

We will not share your health information with other class participants or use it for advertising.

Access will be limited to those who genuinely need the information to deliver or manage your sessions.

In an emergency, relevant information may be shared with emergency services where necessary and legally permitted.
 

6. How We Store and Protect Your Information

We use Wix and other appropriate business systems to manage bookings, customer communications and records.

We take reasonable organisational and technical measures to protect personal information, including restricting access to customer records and using appropriate account security.

No online system can guarantee absolute security, but we aim to minimise risks and respond appropriately to any data security incidents.
 

7. Sharing Your Information

We may share relevant information with trusted service providers where necessary to operate our business, including:

  • Wix: Website hosting, booking management and related services.

  • Payment providers: Secure processing of payments and refunds.

  • Google Workspace: Business email and communications.

  • Email marketing providers: Distribution of newsletters and promotional communications where permitted.

  • Professional advisers or authorities: Where required for legal, financial or regulatory purposes.

These providers may process information on our behalf or act as independent data controllers, depending on the service.

We do not sell your personal information.
 

8. International Data Transfers

Some of our technology providers may process or store personal information outside the United Kingdom.

Where international transfers take place, we will rely on appropriate safeguards required by UK data protection law, such as applicable adequacy regulations or approved contractual protections.
 

9. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected.

  • Booking and customer records: Retained while needed to manage services, handle enquiries or resolve disputes.

  • Financial records: Generally retained for the period required by applicable UK tax and accounting rules.

  • Health questionnaires: Reviewed and retained only for as long as necessary for safe instruction and appropriate recordkeeping.

  • Marketing information: Retained until you unsubscribe, withdraw consent or it is no longer needed, subject to any minimal suppression records required to respect your preferences.

We periodically review information and securely delete or anonymise records when they are no longer needed.
 

10. Marketing Communications

We may occasionally send updates about classes, courses, events and offers.

Where required, we will only send marketing communications with your consent.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting lotte@theglowchapter.co.uk.

Unsubscribing from marketing will not prevent us from sending essential communications about your existing bookings.
 

11. Cookies and Website Analytics

Our website may use essential cookies to support its operation, bookings and payments.

It may also use analytics or marketing cookies where enabled.

Where legally required, we will request your consent before placing non-essential cookies. You can manage your preferences through the website's cookie settings, where available.
 

12. Your Data Protection Rights

Under UK data protection law, you may have the right to:

  • Request access to personal information we hold about you.

  • Ask us to correct inaccurate information.

  • Request deletion of your information in certain circumstances.

  • Request restriction of certain processing.

  • Object to certain uses of your information.

  • Request transfer of eligible information to another provider.

  • Withdraw consent where processing relies on consent.

To exercise your rights, please contact lotte@theglowchapter.co.uk.

We will respond within the timeframes required by law, normally within one month.

If you are unhappy with how your information is handled, you may also complain to the Information Commissioner's Office (ICO) at www.ico.org.uk.
 

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology or legal requirements.

The latest version will be available on our website.

The Glow Chapter
Move · Connect · Restore · Grow
www.theglowchapter.co.uk
lotte@theglowchapter.co.uk

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