About us

Pole Ninjas ("we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, and your rights in relation to your personal information.

1. Who we are

If you have any questions about how we use your personal information, please contact us:

Pole Ninjas

poleninjas@gmail.com

poleninjas.co.uk

2. What information we collect

We only collect information that is reasonably necessary for the purposes described in this Privacy Policy. Depending on how you interact with us, we may collect:

• your name;

• telephone number;

• email address;

• billing and payment information;

• booking and appointment information;

• information you provide when making an enquiry;

• information relevant to your booking or participation in activities at the Studio;

• communications between you and us; and

• information you provide through our website or booking systems.

3. How we use your information

We may use your personal information to:

• respond to enquiries;

• manage and administer bookings;

• provide our services;

• communicate with you about your booking;

• process payments;

• provide customer service;

• organise and coordinate private parties, events and other bookings;

• maintain appropriate business and financial records;

• deal with queries, complaints or disputes;

• comply with our legal and regulatory obligations;

• protect the security of our Studio, website and customers; and

• send marketing communications where we are permitted to do so.

4. How we use your information

Under UK data protection law, we must have a lawful basis for using your personal information.

Depending on the circumstances, we may rely on the following lawful basis:

Contract: We may use your information where it is necessary to take steps at your request before entering into a contract, or where it is necessary to provide services to you under a contract.

For example, this may include using your contact details to respond to an enquiry, arrange your booking and provide the services you have booked.

Legal obligation: We may use your information where necessary for us to comply with a legal or regulatory obligation.

Legitimate interests: We may use your information where it is necessary for our legitimate business interests, provided that those interests are not overridden by your rights and interests.

This may include managing and improving our services, administering our business, maintaining appropriate records and dealing with enquiries or disputes.

Consent: Where consent is required by law, we will ask for your consent before using your information for that purpose. Where we rely on consent, you can withdraw it at any time.

We will not rely on consent where another lawful basis is more appropriate.

5. Event Management

For private parties, events and other bookings, we may use an independent event manager to organise and coordinate your booking on behalf of the Studio. Where necessary to arrange and deliver your booking, we may share relevant personal information, such as your name and contact details, with our appointed event manager.

The event manager acts on behalf of the Studio in relation to your booking and will use your information only as necessary to manage your enquiry, arrange your booking and coordinate the event.

6. Who we share your information with

We may share relevant personal information where necessary with:

• our appointed event manager;

• booking and payment service providers;

• website and IT service providers;

• professional advisers, such as accountants or legal advisers;

• insurers where necessary;

• relevant authorities or organisations where we are legally required to do so; and

• other service providers where necessary to provide our services to you.

We only share information where it is necessary and appropriate for the relevant purpose.

7. Payment

Payments may be processed through third-party payment providers.

Where you make a payment, relevant information may be provided to the payment provider so that the payment can be processed securely.

We do not normally have access to your full payment card details.

8. Protecting your information

We take reasonable steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information is limited to those who need it for legitimate business purposes.

9. How long we retain information

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

Some information may need to be retained for longer where necessary to comply with legal, accounting, insurance or other regulatory requirements.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

10. Your data protection rights

you may have rights under UK data protection law, including the right to:

• ask for a copy of the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to delete your information in certain circumstances;

• ask us to restrict how we use your information in certain circumstances;

• object to certain uses of your information;

• withdraw consent where we are relying on consent; and

• receive certain information in a portable format.

These rights are subject to certain legal conditions and exemptions.

If you would like to exercise one of your rights, please contact us using the details in section 1.

11. Marketing

If we send you marketing communications, we will do so in accordance with applicable data protection and electronic marketing laws.

You can ask us to stop sending marketing communications at any time.

Every marketing email we send will include an appropriate way to unsubscribe.

12. Cookies

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to function, while others may be used for purposes such as analytics, preferences or marketing.

Where required, we will ask for your consent before using non-essential cookies.

Further information about the cookies we use and how to manage them can be found in our cookie policy below.

13. Third party websites and services

Our website may contain links to or use services provided by third parties, including Bookwhen, which we use to manage bookings and class/event registrations.

When you use Bookwhen to make a booking, your personal information may be collected and processed by Bookwhen in accordance with their own privacy policy and terms.

We are not responsible for the privacy practices, security or content of third-party websites and services. We recommend that you review their privacy information before providing personal information to them.

14. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

15. Changes to this policy

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

The latest version will always be made available on our website and will show the date it was last updated.

Our website is hosted on Squarespace and uses cookies and similar technologies to ensure the website functions correctly and, where enabled, to understand how visitors use our website.

Some cookies are essential for the website to operate and cannot be disabled. We may also use non-essential analytics or performance cookies where you have given the appropriate consent.

Squarespace may place cookies on your device as part of providing and operating our website. Further information about the cookies used by Squarespace is available on the Squarespace website.

If we use any third-party services, such as analytics, booking systems, embedded content or payment services, those services may also use cookies or similar technologies. We will provide information about these where applicable.

You can manage your cookie preferences through our cookie banner and can also control cookies through your browser settings.

1. Booking & Payment

Your place in a class is confirmed when payment is received. You can book your ticket through BookWhen.

Failure to pay the balance of your ticket prior to the class can result in your place being cancelled.

2. Cancellation Policy

If you cancel:

• More than 24 hours before a class, you can transfer your class ticket to another date

• With less than 24 hours notice, your ticket is non refundable. You will not receive any refund.

• When you book, you are accepting the full cancellation policy. 

3. Changes by us

We reserve the right to make minor or unavoidable changes to the schedule or class where necessary.

If the class must be cancelled by us due to unforeseen circumstances, you will receive a full refund of any payments made. We are not responsible for any travel or personal expenses incurred.

We reserve the right to cancel a class if a minimum threshold of students is not met. If the minimum amount is not met and the class does not proceed, all payments will be refunded. 

4. Health & Participation

By booking, you confirm that:

• You are physically able to participate in pole and movement-based activities.

• You will inform us of any injuries or medical conditions in advance by filling out the appropriate PAR-Q.

• You understand that participation is at your own risk.

We recommend arranging appropriate travel insurance to cover cancellation, illness, or injury.

5. Liability

We accept no responsibility for loss, theft, or damage to personal belongings during the class.

As standard, all Pole Ninjas class bookings come under our strict 24-hour cancellation policy. All bookings are strictly non-transferable.

You can manage your cancellations via BookWhen or by speaking to us directly for support if you’re struggling. Unfortunately, we cannot give you a catch-up class if you miss your session or do not untick your place 24 hours before class starts. This is because our classes are often full, so if you untick your attendance, this gives another person the opportunity to take your place. However, if you only untick your attendance hours before the class, it’s unlikely we’ll be able to fill that place which is why we’ve capped it at 24 hours.

We need to be fair to everyone, so please don’t ask us to break this rule no matter what the reason is.

If you cancel a class with more than 24 hours notice from the lesson start time, your credit is refunded into your class pack allowance. If you booked by PAYG then contact one of the team to rearrange this for you.

Some of our events, such as showcases and photoshoots are non-refundable but transferable.

We offer a discount to students! Just pop us an email poleninjas@gmail.co.uk with your student ID and we’ll share a code with you.