Privacy Policy

Studio Velin (“Studio Velin”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data in accordance with the EU General Data Protection Regulation (“GDPR”) and applicable Austrian data protection laws.

This Privacy Policy explains which personal data we collect, how we use them, and your rights regarding that information.

The data controller responsible for processing your personal data is:
Studio Velin GmbH
Vienna, Austria

Email: hello@studiovelin.com

Website: studiovelin.com

We only collect personal data which are necessary to operate our business and communicate with customers and members.

Depending on your interaction with us, we may collect:

a) Contact Information

• Name
• Email address
• Telephone number

b) Membership and Booking Information

• Membership type
• Appointment and class bookings
• Attendance history
• Customer preferences relevant to service delivery

c) Payment Information

Payments may be processed through third-party payment providers.  We do not store full payment card details on our systems.

d) Communications

• Emails
• Contact form submissions
• Customer support messages

e) Health and Wellness Information

Where necessary for training, wellness, or safety purposes, we may collect limited health-related information voluntarily provided by you, such as injuries, physical limitations, or medical conditions relevant to participation in classes or treatments.

Such information is treated with additional care and confidentiality.

We use your personal data to:

• Manage memberships and bookings
• Provide wellness, fitness, and related services
• Communicate with you regarding appointments or memberships
• Respond to enquiries
• Process payments and invoices
• Maintain business records
• Comply with legal obligations
• Protect the safety and security of our staff, members, and facilities

We only process personal data where we have a lawful basis to do so under Article 6 GDPR.

Our website does not use:

• Advertising cookies
• Analytics cookies
• Tracking pixels
• Behavioural profiling tools
• Third-party marketing trackers

We do not track users across websites or collect analytics data for advertising purposes.

If this changes in the future, this Privacy Policy will be updated accordingly.

We may send occasional emails relating to:

• Membership information
• Service updates
• Events
• Studio announcements

You may unsubscribe from marketing communications at any time by contacting us or using the unsubscribe link where available.  We do not sell or rent your personal data to third parties.

We may share personal data with trusted service providers where necessary to operate the business, including:

• Payment processors
• Booking or membership software providers
• Accountants or professional advisers
• IT and hosting providers

All service providers are required to handle personal data securely and in compliance with applicable data protection laws.

We may also disclose personal data where required by law or regulatory authorities.

We retain personal data only for as long as reasonably necessary for:
- Membership administration
- Legal, accounting, or tax obligations
- Dispute resolution
- Health and safety compliance

When data are no longer required, they are securely deleted or anonymised.

We implement reasonable technical and organisational measures to protect personal data against:

• Unauthorised access
• Loss
• Misuse
• Alteration
• Disclosure

However, no method of electronic storage or transmission is completely secure.

• Under applicable data protection laws, you may have the right to:
• - Access your personal data
• - Correct inaccurate information
• - Request deletion of your data
• - Restrict or object to processing
• - Withdraw consent where processing is based on consent
• - Request data portability
• - Lodge a complaint with a supervisory authority

In Austria, the supervisory authority is the Austrian Data Protection Authority (Datenschutzbehörde).

Our website or communications may contain links to third-party websites or services.  We are not responsible for the privacy practices of third parties.

We may update this Privacy Policy from time to time.  Any updates will be published on our website with a revised effective date.

Information processed

Studio Velin may process:

• identification and contact details;
• enquiry, membership, booking, attendance, contract and communication records;
• payment and SEPA information;
• marketing preferences and referral information;
• photographs and recordings; and
• health and safety information, including medical conditions, contraindications, pregnancy, injuries, medication, medical advice, height, weight and treatment records.

Health data are special-category personal data and are not used for advertising.

Purposes and legal bases

Studio Velin processes personal data to:

• respond to enquiries and arrange test sessions;
• conclude and administer memberships;
• provide and manage training, treatments and other services;
• manage bookings, attendance and communications;
• collect payments and maintain accounting records;
• identify contraindications and provide services safely;
• handle incidents and complaints;
• establish, exercise or defend legal claims; and
• comply with legal obligations.

Processing is based, as applicable, on steps requested before entering into a contract, performance of the Membership Agreement, legal obligations, explicit consent for health data and Studio Velin’s legitimate interests.

Those legitimate interests include operating the studio safely and efficiently, administering and improving its services, communicating with Members, protecting people and property, managing complaints and protecting Studio Velin’s legal rights. In an emergency, data may also be processed to protect a person’s vital interests.

Marketing and referrals

Where all requirements of § 174(4) TKG 2021 are met, Studio Velin may use contact details obtained from a Member in connection with the membership to advertise its own similar services and events.

Members are given a clear opportunity to object when their contact details are collected and in every marketing message. They may object at any time, free of charge and without affecting their membership. A minimal suppression record may be retained to ensure that the objection continues to be respected.

Optional referral information may be processed to record and administer referrals and evaluate referral activities. A referrer’s name should be provided only with that person’s knowledge. Referrers will not be contacted for marketing merely because they were named.

Photography and recordings

Where justified by Studio Velin’s legitimate interests, Studio Velin may make general photographs or recordings in communal studio areas or at events for documentation and communication purposes. Members will receive prior notice and a reasonable opportunity not to appear or to object.

Whether a recording may be published will be assessed separately, taking account of its context, purpose and the reasonable expectations and rights of the people shown.

Separate consent will be obtained for posed photographs, testimonials, identifiable close-ups and photographs or recordings focused on a particular Member. Consent may be withdrawn at any time without affecting prior lawful use.

No photographs or recordings will be made in changing rooms, showers, treatment rooms or other private areas.

Recipients and international transfers

Where necessary, personal data may be shared with:

• authorised employees and trainers;
• Odoo and other booking, membership and IT service providers;
• banks and payment providers;
• website, marketing, photography, social-media, printing and communication providers;
• accountants, professional advisers, insurers and debt-collection providers;
• emergency services; and
• courts, authorities and other recipients where required by law.

Health data are accessible only to persons who require them for safe service delivery, administration, incident management or legal claims. Published photographs and recordings may be publicly accessible.

Where personal data are processed outside the European Economic Area, Studio Velin uses an approved GDPR transfer mechanism, such as an adequacy decision or Standard Contractual Clauses, together with additional safeguards where required. Information about the applicable safeguards and, where available, a copy may be requested at hello@studiovelin.com.

Retention

Membership and health records are generally retained for the duration of the membership and for three years afterwards. Accounting records are generally retained for seven years.

Enquiry records are retained only for as long as reasonably necessary to respond to the enquiry and follow it up. Incident, complaint and legal records may be retained until the matter has been resolved and the applicable limitation periods have expired.

Marketing, referral and media data are retained only for as long as required for their respective purposes. Data are then deleted or anonymised unless continued retention is legally required or justified for legal claims.

Required and voluntary information

Identification, contact, contractual and payment information is required to conclude and administer a membership.

Health information and consent to its processing are voluntary. However, Studio Velin may be unable to provide a particular training, treatment or wellness service safely without the necessary health information.

Marketing and referral information is voluntary and is not required for membership.

Your rights

Subject to the applicable legal requirements, you may request access to, correction or deletion of your personal data, restriction of processing and data portability.

You may object at any time to direct marketing. You may also object, for reasons arising from your particular situation, to processing based on legitimate interests.

Where processing is based on consent, you may withdraw that consent at any time without affecting processing already carried out lawfully.

To exercise your rights, contact hello@studiovelin.com.

Studio Velin does not use personal data to make solely automated decisions that produce legal or similarly significant effects.

If you have any questions regarding this Privacy Policy or the handling of your personal data, please contact:

Studio Velin GmbH

Vienna, Austria

Email: hello@studiovelin.com