Privacy Policy
Last Updated: November 2025
SF Studios Ltd. (“SF Studios”, “we”, “us”, “our”) knows that you care how information about you is used and shared, and we appreciate your trust in us to do that carefully and responsibly. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and how we keep it safe. It covers data processed when you visit our website (www.sfstudioslondon.com), use our services, interact with our staff, use our digital platforms, or receive treatment or care.
By using the Platform or attending SF Studios, you accept the practices described in this Privacy Policy.
1. Data Controller
Any personal information provided to or gathered by SF Studios is controlled by:
SF Studios Ltd. 5 Ella Mews London NW3 2NH United Kingdom
Email: info@sfstudioslondon.com Telephone: 0207 284 1168
2. Personal Data We Collect
We collect data to deliver safe clinical services, operate our business, and improve user experience. This includes the following categories:
2.1 Identification and Contact Data
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Preferred communication methods
- Membership or client account details
2.2 Sensitive / Special Category Data (Health Information)
We collect health and medical details when necessary for:
- Physiotherapy and rehabilitation services
- Fitness screening
- Risk assessment
- Care planning
- Ongoing support and progress tracking
This may include:
- Medical history
- Injury information
- Assessment notes
- Treatment plans
- Therapy reports
- Device-linked health data (e.g., wearables)
You give explicit consent for the processing of your health information. You may withdraw consent at any time, although this may limit our ability to provide services.
2.3 Visual Data
- CCTV footage within our premises for health, safety, and crime prevention
- Membership photographs for identity verification and security
- Clinical photographs or videos used for assessment and treatment (always with your explicit consent)
2.4 Data from Children
We do not knowingly collect personal information from individuals under 16 without guardian consent. If a parent or guardian believes their child has used our Platform without consent, they should contact us.
2.5 Website and Technical Data
When you interact with our website, we may collect:
- IP address
- Browser type
- Operating system
- Device identifiers
- Web traffic data
- Communication logs
- Web form submissions
- Survey responses (optional)
Correspondence (email, phone, SMS, web forms) may be stored for record-keeping.
3. Platforms and Third Parties Who Process Your Data
3.1 Mindbody (Primary Processor)
We use Mindbody Inc. as our main Data Processor for:
- Client booking
- Scheduling
- Payments
- Account management
- Administrative support
Mindbody processes your data under a GDPR-compliant Data Processing Agreement. Privacy Policy: www.mindbodyonline.com/privacy-policy
3.2 Authentik Wellness Ltd.
We use the Authentik Wellness platform (owned by the same owner as SF Studios) to:
- Communicate with clients
- Store treatment reports
- Record clinical assessments
- Create and update care/treatment plans
- Coordinate care between SF Studios and Authentik Wellness therapists
By using our services, you consent to the secure sharing of your clinical information between SF Studios and Authentik Wellness therapists when required for your care.
3.3 Additional Data Processors
- Constant Contact – newsletters and marketing
- Perkville – loyalty and rewards programmes
- Stripe / PayPal – payment processing
- Zendesk (if applicable) – customer support
- Website hosting provider
- Cloud data storage partners
Each processor is bound by GDPR-compliant agreements.
4. Why We Use Your Personal Data (Purposes of Processing)
We process your data for the following purposes:
4.1 Service Provision
- Managing your membership or client account
- Processing bookings and appointments
- Delivering physiotherapy, rehabilitation, massage, and fitness services
- Creating and managing treatment and care plans
- Monitoring progress
- Maintaining accurate clinical records
- Providing reports upon request
4.2 Administration and Operations
- Processing payments
- Maintaining accounts and records
- Preventing fraud
- Ensuring facility security
- Internal business management
- Responding to enquiries
4.3 Marketing
We may contact you about:
- SF Studios services
- Workshops or classes
- Partner products
- Promotions or updates
Marketing will only be sent if:
- You have opted in (new clients), or
- You are an existing customer as defined under UK law
You may unsubscribe at any time.
4.4 Legal Purposes
We may process data to comply with:
- Health and safety law
- Tax and accounting obligations
- Safeguarding requirements
- Legal claims and exercise of rights
4.5 Legal Bases for Processing
We rely on:
- Contract necessity – to deliver services
- Explicit consent – for health data, marketing, clinical photos
- Legitimate interests – for administration, studio security
- Legal obligation – for compliance
- Vital interests – in emergencies
5. Partner Product Recommendations (Including Zinzino)
From time to time, SF Studios may recommend or make available third-party wellness products, such as nutritional supplements or tests supplied
by Zinzino, LifeWave, Symprove and/or HIFA de TERRA. These products are independent of our physiotherapy and rehabilitation services.
If you choose to follow a referral link or purchase a product we recommend, your personal data will be collected and processed directly by the third-party supplier under their own privacy policy.
For Zinzino purchases, their policy is available at: https://zinzinowebstorage.blob.core.windows.net/filelibrary/Integritypolicy_GB.pdf
For HIFA de TERRA purchase, their policy: https://hifasdaterra.com/en/policies/privacy-policy
For LifeWave, their policy is available at: Policies & Procedures https://cdn.sanity.io/files/abq8rp7f/production/6c456d215f75e6dc1c164b2859a68659c11aa733.pdf
For Symprove, their policies can be found at the bottom of their website: https://www.symprove.com/
We do not receive your payment details or any personal information submitted on the supplier’s website. We may receive a limited notification of a referral reward, but this contains no identifiable data.
If you provide us with health or wellness information to help guide product suitability, we will process this only with your explicit consent. Product recommendations do not replace physiotherapy treatment or clinical advice.
Marketing communications about partner products will only be sent to you where you have opted in, and you may unsubscribe at any time.
For more information, refer to each partner’s Privacy Policy on their website.
6. Sharing Your Information
We only share data when necessary and permitted under UK GDPR:
6.1 Internal Sharing
- SF Studios staff
- Authentik Wellness therapists involved in your care
6.2 External Sharing
- Mindbody (for bookings and payments)
- Payment processors (Stripe, PayPal)
- Marketing providers (Constant Contact)
- Technical support and hosting providers
- Legal advisers and insurers
- Fraud prevention and credit risk agencies
- Government authorities (when required by law)
- Consulting with Partners regarding product recommendations (Zinzino, HIFA di TERRA, LifeWawes and Symprove.
We do not sell your personal information.
7. International Transfers
Some of our processors store data outside the UK, including:
- United States
- South Africa
We use the following safeguards:
- Standard Contractual Clauses (SCCs)
- UK Addendum (IDTA)
- Processor due diligence
- Secure encrypted systems
You may request details by contacting us.
8. Data Retention
We keep your personal data only for as long as needed:
- Client account data: retained for the duration of your relationship with us
- Clinical records: kept in accordance with regulatory and insurance requirements
- Financial records: retained as required by law
- Marketing preferences: until you opt out
Data no longer required is securely deleted or anonymised.
9. Cookies
Our website uses cookies to:
- Improve functionality
- Speed up searches
- Recognise returning visitors
- Analyse usage
- Personalise content and advertising
You may disable cookies in your browser settings, though some features may not work correctly.
10. Your Rights Under UK GDPR
You have the right to:
- Access your personal data
- Correct inaccurate data
- Request erasure (where applicable)
- Restrict processing
- Object to processing
- Withdraw consent at any time
- Data portability
- Make a complaint to the Information Commissioner’s Office (ICO)
Contact: info@sfstudioslondon.com
11. Confidentiality and Medical Information Sharing
Information (including photographs and videos) will be kept confidential and released only:
- With your explicit consent
- To support your treatment
- To share with your treating medical or allied health professionals
- To third-party funders (if applicable)
- When required by law
- To prevent or reduce a serious risk to life or health
You consent to SF Studios storing your data in Mindbody and Authentik Wellness systems and sharing it with authorised therapists working for SF Studios Ltd. and Authentic Wellness Ltd., as well as consulting with partners regarding product recommendations (Zinzino, HIFA di TERRA, LifeWawe, and Symprove).
12. Links to Third-Party Websites
Our website may include links to external websites. We are not responsible for their privacy practices. You should review their Privacy Policies before providing any data.
13. Children’s Use of SF Studios
Individuals under 18 may only use the facility or provide data with the involvement of a parent or legal guardian.
14. Your Choices
You may:
- Decline to provide certain information (though this may limit services)
- Unsubscribe from marketing communications at any time
- Update your preferences via Mindbody or by contacting us
15. Changes to This Privacy Policy
Our services evolve, so this Privacy Policy may change. We will never reduce your privacy rights without your consent. Updates will be posted on our website.
16. Contact Us
Questions, requests, or concerns should be addressed to:
Administration Department
SF Studios Ltd.
5 Ella Mews
London
NW3 2NH
Email: info@sfstudioslondon.com