top of page

Data Policy 

1. Introduction

Welcome to Robin Kari Wellbeing. I provide personal training, Pilates, yoga, mindfulness, massage, and event massage services. This Privacy Policy explains how we collect, use, store and disclose your personal information when you visit our website www.robinkariwellbeing.com , use our booking system, subscribe to our blog or newsletter, or otherwise interact with us. Our practice is based in Ireland and we comply with the EU General Data Protection Regulation (GDPR) and Irish data-protection law. Homepage | Data Protection Commission

Controller:
Robin Kari Wellbeing — robinkari.wellbeing@gmail.com — 0879921200

If you are unsure about anything, you may contact the Irish Data Protection Commission: https://www.dataprotection.ie. Homepage | Data Protection Commission

2. What personal data we collect

We collect the personal data you provide and data automatically collected by the website:

Collected directly from you (examples):

  • Contact and ID data: name, email address, phone number.

  • Booking information: appointment date/time, session type, notes.

  • Health and wellbeing information: medical conditions, injuries, medications, physiotherapy or medical advice history, consent forms and screening information (see special category data below).

  • Payment records: we do not collect payment details on the website if you do not take payments on-site — if you do later use a third-party payment provider, that provider’s privacy terms will apply.

  • Communications: messages, emails, feedback and testimonials you send us.

  • Profile preferences (e.g. preferred class times, training goals).

Automatically-collected data:

  • Technical data (IP address, device/browser type, pages visited, referral source, performance & diagnostics) via server logs and analytics.

  • Cookies and similar technologies (see Cookies section below). Homepage | Data Protection Commission

3. Special category data (health data)

Health information (e.g., medical history, injuries) is considered special category data under GDPR and is afforded extra protections. We will only collect and process health data when you expressly provide it (e.g., in a screening form) and only where we have a lawful basis — typically your explicit consent or where necessary to perform a contract (to provide the booked service). We store this data only for as long as needed for the purpose and to meet any legal / insurance obligations. Homepage | Data Protection Commission+1

4. Legal basis for processing

Depending on the processing activity, our legal bases include:

  • Performance of a contract / pre-contract measures (Art. 6(1)(b) GDPR): processing necessary to arrange, provide and manage your bookings and sessions. Homepage | Data Protection Commission

  • Consent (Art. 6(1)(a) GDPR and for special category data Art. 9): for processing marketing communications, blog/newsletter subscriptions, non-essential cookies, and explicit processing of health data where required. You can withdraw consent at any time. Homepage | Data Protection Commission+1

  • Legitimate interests: limited use for fraud prevention, website security, and improving our services where those interests are not overridden by your rights. We will document legitimate-interest assessments where used.

5. How we use personal data (purposes)

We use personal data to:

  • Provide and manage bookings and sessions, send confirmations and reminder communications. (Contract)

  • Manage client relationships, client records and safety screening. (Contract / Consent for health data)

  • Communicate news, blog posts, promotions — only where you have opted in. (Consent)

  • Maintain website functionality and security, detect fraud, and analyze usage to improve our services. (Legitimate interests / Contract)

  • Comply with legal obligations (insurance records, tax / accounting). (Legal obligation)

6. Cookies & tracking

We use cookies for essential site functioning and (with your consent) for analytics and marketing. Under Irish and EU rules, cookies that are not strictly necessary require your prior consent (clear, affirmative opt-in). Provide an easy-to-use cookie banner / consent mechanism and publish a cookie list explaining purpose and retention. Homepage | Data Protection Commission+1

Typical cookie categories you may use:

  • Strictly necessary (no consent required) — booking functionality, session cookies.

  • Analytics (consent required) — website analytics tools.

  • Marketing / social media (consent required).

7. Third parties and processors

We share data with third parties only when necessary, for example:

  • Booking software providers (e.g., Calendly or similar) — these are processors; you should have a Data Processing Agreement (DPA) in place with them. Calendly and similar services offer DPAs and privacy notices describing their processing. Calendly.com+1

  • Email and newsletter providers.

  • Website host and analytics providers.

  • Professional advisors, insurers or legal authorities when required by law.

We will not sell personal data.

8. International transfers

If any processor stores or accesses personal data outside the EEA, we’ll ensure appropriate safeguards are in place (standard contractual clauses, etc.) or use providers who meet adequacy requirements.

9. Data retention

We keep personal data only as long as necessary for the purpose it was collected, and to comply with legal obligations (e.g., accounting records). GDPR requires adherence to the storage-limitation principle — retain only what is necessary and document retention periods for categories of data. Suggested examples (replace with your business practice):

  • Booking & session records, health screens: 6 years (common for business / liability / insurance records) — confirm with your insurer / accountant. kpmglaw.ie+1

  • Marketing consents: until withdrawn.

  • Analytics data (aggregated): as needed / anonymised.

10. Your rights

Under GDPR you have the right to:

  • Access your personal data.

  • Request correction of inaccurate data.

  • Request erasure (in certain circumstances).

  • Restrict processing.

  • Object to processing (including direct marketing).

  • Data portability (where applicable).

  • Withdraw consent at any time (where processing is based on consent).

  • Lodge a complaint with the Data Protection Commission in Ireland. Homepage | Data Protection Commission

To exercise any rights, contact: robinkari.wellbeing@gmail.com . We will respond within legal timeframes.

11. Security

We use appropriate technical and organisational measures to protect your data (secure hosting, HTTPS, access controls, backups). If a personal data breach occurs that risks the rights and freedoms of individuals, we will follow GDPR breach notification rules and notify the DPC and affected individuals when required. Homepage | Data Protection Commission

12. Children

Our services are for adults. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected such data, contact us to request removal.

13. Changes to this policy

We will publish updates on this page and note the “Last updated” date. Where changes are significant, we will notify subscribers or clients as appropriate.

Last updated: 16/12/2025

Contact: robinkari.wellbeing@gmail.com — Robin Kari Wellbeing, Ireland

Terms & Conditions

1. Agreement

These Terms & Conditions (“Terms”) govern your use of the website www.robinkariwellbeing.com and any services booked via the site. By booking or attending a session you agree to these Terms.

Provider: Robin Kari Wellbeing , Ireland.

2. Bookings & confirmations

  • Bookings are confirmed only after you receive a booking confirmation email.

  • You must provide truthful and complete information when booking, including medical/health information required for safe delivery of services. You agree to update us of any change in your health prior to attending a session. (Failure to disclose may affect safety and liability.)

3. Payments & refunds

  • No payments are processed on the website (if this changes, state the payment methods and the payment terms).

  • If payment is taken offline or by a third party, their payment and refund terms apply. Refunds are provided at the discretion of Robin Kari Wellbeing in accordance with the agreed terms for the service.

4. Cancellation & no-shows

  • Cancellation policy: [e.g., "Please cancel at least 24 hours before your appointment to avoid a cancellation fee of €X."] Customize to your practice.

  • No-shows or late cancellations may be charged. We recommend you clearly display your chosen policy at booking and in confirmation emails.

5. Health & safety

  • You must inform us of any medical conditions, injuries, medications, pregnancy or other circumstances that may affect your ability to participate.

  • Our instructors may decline to provide services where they reasonably consider it unsafe. You accept that physical activity carries risk and agree to follow the instructor’s guidance.

6. Liability

  • To the maximum extent permitted by law, Robin Kari Wellbeing and its instructors are not liable for indirect or consequential loss. Liability for direct loss or personal injury resulting from negligence will be limited to the amount of fees paid for the relevant service or as required by law. This clause does not exclude liability for death or personal injury caused by our negligence where the law does not permit exclusion.

  • You are responsible for your personal possessions while attending sessions.

7. Intellectual property

All content on the site (text, images, logos) is owned or licensed by Robin Kari Wellbeing . You may not reproduce or use content for commercial purposes without permission.

8. Blog / User content

  • Comments you submit may be published on the blog. By submitting, you grant us a licence to display and use your content. Do not post personal data of others without consent. We reserve the right to remove comments that breach these Terms.

9. Privacy

Our Privacy Policy explains how we handle your personal data. By using our services you consent to our processing as set out in that policy. 

10. Changes & Termination

We may modify these Terms from time to time; changes will be published on this page with an updated date. We may suspend or terminate services for users who breach these Terms.

11. Governing law & disputes

These Terms are governed by the laws of Ireland. Any disputes will be subject to the non-exclusive jurisdiction of the Irish courts.

Last updated: 16/12/2025

Contact: robinkari.wellbeing@gmail.com — Robin Kari Wellbeing

bottom of page