How we protect and use personal information.

Who we are and what this policy covers

This Privacy Policy explains how The Ladies Only Club (“we”, “us” or “the Club”) collects, uses, stores and shares personal information through our website, live online fitness services, forms, WhatsApp, email and related member support.

Our services are intended for adult women aged 18 or above. The Club is the controller of the personal information described in this policy unless another party is clearly identified.

Information we collect

Depending on the service you use, we may collect:

• Identity and contact details, including name, email, WhatsApp number, country and timezone.
• Trial and membership details, including preferred session, membership plan, start date and general fitness direction.
• Payment-confirmation details, including amount, date, method, transaction reference and receipt image or PDF. We do not ask for payment-card passwords, PINs or full card credentials.
• Monthly progress information, including attendance, confidence, strength, routine reflections and optional measurements.
• Diet-plan information, including age, height, current and target weight, routine, food preferences and general lifestyle goals. This is collected for non-clinical food planning.
• Messages, enquiries, referral information and feedback.
• Technical information such as page URL, browser timezone, device/browser data, cookies and campaign parameters where enabled.

How we collect information

We collect information directly from you when you submit a form, contact us, register, make a payment, attend a class, complete a check-in or participate in the referral programme. We may also receive limited technical information automatically through the website or hosting platform.

Why we use your information

We use personal information to:

• Respond to enquiries and arrange free trials.
• Create and manage member records, sessions and memberships.
• Verify payments, calculate renewal dates and maintain accounting records.
• Deliver live classes, member support, progress check-ins and non-clinical diet-plan services.
• Operate the referral and ambassador programme.
• Send service confirmations, reminders and important operational messages.
• Improve the website, forms, class experience and customer support.
• Prevent fraud, abuse, duplicate submissions and security incidents.
• Meet legal, regulatory, tax, accounting or dispute-resolution obligations.

Our basis for processing

Where applicable, we process information because it is necessary to provide a requested service or perform our agreement with you, because you have given consent, because we have a legitimate operational or security interest, or because we must comply with law. You may withdraw consent for consent-based processing, although this does not affect processing already completed.

Who may receive information

We do not sell personal information to advertisers. We may share information only as reasonably necessary with:

• Website hosting, WordPress and security service providers.
• Google services used for forms, Sheets, Drive, Apps Script and email notifications.
• Email, communication, analytics or technical-support providers that we choose to enable.
• Coaches and authorised team members who need the information to provide the service.
• Professional advisers, payment providers, auditors or authorities where required.

Service providers are expected to use information only for the agreed purpose and to apply appropriate safeguards.

International storage and transfers

Because the Club serves members in different countries and uses international technology providers, information may be stored or processed outside your country of residence. Where transfer rules apply, we will use reasonable contractual, organisational or technical safeguards and limit transfers to what is necessary for the stated purpose.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose collected, to maintain active membership and support records, and to meet legal, accounting, tax, fraud-prevention or dispute requirements. Retention may differ by record type. Payment and transaction records may be kept longer than general enquiries. Information that is no longer needed is deleted, anonymised or securely restricted.

Security

We use access controls, restricted Google Drive folders, server-side validation, rate limits and other reasonable technical and organisational measures. No internet or storage system can be guaranteed completely secure. Please do not submit passwords, payment PINs or unnecessary sensitive information through our forms or messages.

Your privacy choices and rights

Subject to applicable law, you may ask to access, correct, update or delete personal information, object to or restrict certain processing, withdraw consent, or request a copy of information you provided. Some records may need to be retained for legal or accounting reasons.

Send requests to wecare@theladiesonlyclub.com. We may need to verify your identity before acting on a request.

Cookies and analytics

The website may use essential cookies needed for security and functionality. If analytics, advertising or preference cookies are enabled, we will provide an appropriate consent or settings mechanism where required. You can also control cookies through your browser, although disabling essential cookies may affect website functions.

Adult-only services

Our memberships and forms are intended for women aged 18 or above. We do not knowingly offer membership to children. If you believe a minor has submitted personal information, contact us so we can review and remove it where appropriate.

Changes to this policy

We may update this policy when our services, systems or legal obligations change. The current version and update date will be posted on this page. Material changes may also be communicated through the website, email or WhatsApp.