Privacy Notice
This notice explains how Vibe Dance Fitness, operated by HERE/NOW/TODAY LTD, collects and uses personal information across vibedancefitness.co.uk, join.vibedancefitness.co.uk, bookings, memberships, classes and related services.
Last updated 16 September 2026
Who is responsible for your information?
HERE/NOW/TODAY LTD (company number 16990868) is the data controller for Vibe Dance Fitness. Our registered office is Arthur Robinson House 13-14 The Green, Billingham, United Kingdom, TS23 1EU. You can contact us about privacy at matt@vibedancefitness.co.uk.
What we collect
Depending on how you use Vibe, we may collect your name, email address, phone number, postcode area, account information, booking and membership history, payment-related order references, preferences, course or class activity, communications, referral information, emergency contact details, accessibility information, PAR-Q or physical-activity readiness information, media permissions and information you choose to provide through forms.
Why we use it
We use personal information to create and manage accounts, provide classes and digital content, process bookings and memberships, deliver customer support, administer referral or credit schemes, keep appropriate business and accounting records, protect the service from misuse, improve the customer experience and meet legal obligations.
Our lawful bases
We normally rely on performance of a contract where information is needed to provide something you requested, legal obligation where records must be kept, and legitimate interests for proportionate service administration, security and improvement. Where consent is the appropriate basis, such as optional direct marketing, you can choose whether to give it and can withdraw it later.
Health and other special category information
Health-related or physical-activity readiness information can be special category data. Where Vibe relies on explicit consent to process this information, the request will be specific and separate from unrelated permissions. We collect only information that is reasonably needed to support safe participation or an accessibility request.
Join-site analytics
The Vibe join site uses first-party funnel analytics to understand whether anonymous visitors reach key stages such as starting or completing the Vibe Finder. It uses a random browser session identifier plus campaign or referral information where present. The finder does not send your individual answers, email address or free-text health information into these funnel analytics.
Cookie and analytics choices
Essential browser storage may be used where it is needed for core site, account, security or interface features. Optional website analytics through Metricool are disabled by default and are loaded only if you choose to allow analytics in the Cookie preferences controls in the site footer. You can return to those controls and change your choice at any time. Turning analytics off takes effect on the next page load.
Payments
Payments are processed by approved payment providers such as Stripe or PayPal where those methods are offered. Vibe does not store your full card number or card security code. We retain the order, payment status and provider references needed to administer purchases, refunds, subscriptions and accounting.
Who we share information with
We do not sell personal information. We may share the minimum necessary information with hosting, email, payment, analytics or other service providers acting for us, professional advisers, insurers, regulators, law-enforcement bodies where required, or another party where disclosure is necessary to protect legal rights or safety.
Funded and partner-supported programmes
Some Vibe activities are funded or delivered with community partners. Where a programme involves optional sharing of identifiable information with a named partner, we will explain what would be shared and why and ask for the appropriate permission before sharing it. Choosing not to allow optional identifiable sharing does not prevent anonymous or aggregated programme reporting where you cannot be identified.
International processing
Some technology providers may process information outside the United Kingdom. Where this happens, we use the provider and transfer safeguards appropriate to the service and applicable data-protection law.
How long we keep information
We keep information only for as long as it is reasonably needed for the purpose it was collected. Current Vibe review rules include reviewing member safety, emergency-contact and PAR-Q detail after 12 months without class activity; retaining the minimum accounting and transaction record for six years from the end of the relevant company financial year where required; reviewing identifiable campaign send history after 24 months; and keeping only a minimal suppression record after a marketing opt-out so we do not accidentally contact the person again. Closed data-rights case metadata is normally reviewed after three years. These periods can be shortened where data is no longer needed or extended where a legal hold, tax enquiry, unresolved customer entitlement, complaint or other documented requirement applies.
What happens when information is no longer needed
We delete it or anonymise it. An approved erasure does not mean deleting an accounting row and leaving the same person’s name, delivery address or emergency-contact detail hidden inside notes. Vibe’s erasure workflow removes operational profile data and strips unnecessary identifiers from any minimum transaction or accountability record that must remain.
Your rights
Depending on the circumstances and lawful basis, you may have rights to access, correct, erase, restrict or object to the use of your information, request portability, or withdraw consent. Some rights are not absolute. If we need to keep information despite a request, we will explain why.
Automated recommendations
Vibe may use preferences you provide to suggest classes, pathways or content. These recommendations are designed to reduce choice overload. They are not medical decisions and are not intended to produce legal or similarly significant effects.
Marketing choices
Marketing permission is optional and is not a condition of having a Vibe account or receiving a service you have bought. Service messages such as booking confirmations, safety notices and essential account communications may still be sent when necessary to provide the service.
Security
We use proportionate technical and organisational measures to protect information and restrict access to private records. No internet service can guarantee absolute security, so we also minimise the information collected and limit access according to need.
Complaints and requests
You can make a privacy or data-rights request by contacting matt@vibedancefitness.co.uk or using the secure data-rights form. If you remain unhappy with how your information is handled, you have the right to complain to the Information Commissioner’s Office.
Vibe Dance Fitness
HERE/NOW/TODAY LTD · Company no. 16990868
Arthur Robinson House 13-14 The Green, Billingham, United Kingdom, TS23 1EU
Contact: matt@vibedancefitness.co.uk