Privacy policy
Version 1, last updated 26 September 2026
This explains what information Reservd holds about you, why, who sees it, how long we keep it, and your rights. We've tried to keep it plain.
Who we are
Reservd is run by Wenhunt Group LTD, company number 17124923, registered at 421 ditchling Road Brighton BN1 6XB. You can reach us at hello@reservd.co.uk.
Reservd is a booking system that independent fitness studios use to run their classes. You can use it on the website at reservd.co.uk or in the Reservd app for iPhone and Android. That means two different organisations can be responsible for your information:
- The studio is responsible for your membership with them: your bookings, passes, payments, waiver, health answers and anything the studio notes about you. The studio is the “controller” of that information and Reservd handles it on their behalf, under a written agreement.
- Reservd is responsible for your Reservd sign-in, the public directory on reservd.co.uk, the weekly deals email, and keeping the service secure. For these, we are the controller.
In more detail, Reservd is the controller for: your Reservd account and sign-in, the public directory and search, favourites and follows, alerts we send (spare places, favourite studios and instructors, new near you), the notifications inbox, where customers come from (attribution), the launch waitlist and the Monday email, Run Club and its Strava link, review reports, support chats with businesses, and visit counting. Each studio is the controller of its own members' information (bookings, passes, payments, waiver, joining and health answers, notes, progress, messages it sends), and Reservd is its processor.
If you have a question about your membership with a studio, ask the studio first. We'll help either of you.
This policy is being reviewed by our solicitor. If anything here is unclear, email us.
What we hold and why
| Information | Why | Lawful basis |
|---|---|---|
| Your email address and sign-in details | To let you sign in with your email and password, and to send you links to confirm your email or reset your password. Your password is stored scrambled (hashed), so no one at Reservd or your studio can read it | Contract |
| Name, phone, date of birth (optional), emergency contact | So the studio knows who is booked and who to call in an emergency | Contract; vital interests for emergency contact |
| Bookings, attendance, passes, memberships | To run your bookings, waitlists, reminders and check-in | Contract |
| Payments and a saved card (if you add one) | To take payments and, where the studio sets them, late cancellation and no-show fees you've agreed to | Contract |
| Health questionnaire answers | So your instructor can keep you safe in class. We keep a record of when you agreed, the words you agreed to and where (website, widget or app) | Your explicit consent, given when you answer |
| Waiver and signature | A record that you accepted the studio's waiver | Contract; legal claims |
| Progress you log (lifts, times, body weight) and progress photos | So you can track your progress. Photos are private to you unless you choose to share them with the studio, in which case its owners, managers and the coaches assigned to you can see them, and every look is recorded | Contract; consent for body measurements |
| Answers to a studio's booking questions for 1:1 sessions (some may be marked sensitive) | So the coach can prepare. Sensitive answers are treated like health answers and only opened by the people who look after them, with each look recorded | Contract; explicit consent for sensitive answers |
| Booking with just your name and email (a “quick” account) | To make the booking and send you a link to confirm the email and choose a password. Until you confirm it, the account is limited and never linked to other records with that email | Contract |
| Spare-place, favourite studio and instructor alerts, and “new near you” | To tell you about classes you asked to hear about. For spare-place alerts near a place, we keep the point you chose (rounded) until you change it, or clear it 6 months after you switch alerts off | Consent, given when you switch them on (we record when and where) |
| Your phone's push token or your browser's push subscription, and the notifications we send | To send booking updates and the alerts you chose, and to show them in the app's notifications inbox | Contract; consent for alerts |
| How you first found a studio (for example Reservd's explore page or the studio's own link) | So studios can see what Reservd brought them. It's a single word like “explore”, nothing about you | Legitimate interests |
| Run Club: your booking, check-ins, pace group, and runs you record in the app (route, distance, times) | To run the club, stamp your passport and show you your run. Club totals only use check-ins and distances, never names | Contract |
| Strava, if you connect it | To name or upload your Run Club runs on Strava. We keep Strava's ids and the tokens Strava gives us (sealed), never your Strava data. You can disconnect at any time | Consent |
| The launch waitlist (email, first name, postcode area, what you're into) | To tell you when the directory opens. Deleted 60 days after that email, or when you leave the list | Consent |
| Reporting a review | To look at reviews people say are wrong. If you're signed out we only keep a scrambled (hashed) version of your internet address, to stop misuse | Legitimate interests |
| Chats between a business and Reservd support (for people who run a business) | To help businesses using Reservd. Includes the page and device you wrote from | Legitimate interests |
| Messages you send the studio and enquiries | So the studio can reply | Legitimate interests |
| Marketing preferences | To send offers and news only if you've said yes | Consent |
| Door openings (if the studio uses a smart lock) | To let you in and keep a record of who opened the door | Contract; legitimate interests (security) |
| Pages you view on the website, where you came from, rough location and device type | To see how people use Reservd so we can improve it. See “Counting visits” below | Legitimate interests; you can opt out |
| Technical logs (address, browser, errors) | To keep the service secure and fix problems | Legitimate interests |
Health information
Health answers are special category information, so we treat them with extra care. They're only asked for if the studio uses the questionnaire; you answer them yourself, and you can see why they're asked before you do. Only that studio's owners and managers, and staff the studio assigns to you (such as your coach), can see them. Other staff only see that there's a health note, not what it says. Every time staff open your answers it's recorded, and you can ask to see that record. They are never used for marketing, never shared with other studios, and never used to build a profile of you. You can withdraw consent at any time by asking the studio or us to delete them.
When Reservd support looks at a studio's account
To help a studio with a problem, a member of the Reservd team can open that studio's dashboard, which can show your membership with them. The studio chooses whether we can: new studios are asked each time (they can also allow it or switch it off). Every visit is time-limited, starts in view-only mode, needs a reason before anything can be changed, and is logged. Health answers stay behind the same extra protection as for the studio's own staff.
Counting visits
When you use the Reservd website, and only after you press OK on the notice, we count the pages you view so we can see how people use it and improve it. Until you press OK nothing is stored on your device and nothing is sent. For each page we note the page, the site you came from (on the first page of a visit), your rough location worked out from your IP address (town and country, never your address), and your device type (such as “iPhone Safari”). If you're signed in we only note that you are, and whether you run or work at a studio.
To link the pages of one visit together, your browser keeps a random id on your device (reservd-visitor and reservd-visit). It isn't linked to your name or account. We keep page views for 30 days, then delete them.
The WenHunt team sees a live feed of page views through Telegram, a messaging service. That feed only says the page, the kind of device and the site a visit came from. It doesn't include your location, the id, how many times you've visited, who you are or which business you work for.
We also use Vercel Web Analytics, run by our hosting provider, to see overall numbers such as how many people visit each page and which sites they come from. It doesn't use cookies or store anything on your device, and it doesn't identify you. It follows the same choice.
We don't count visits to pages inside studios' own websites (the booking widget), from browsers that ask not to be tracked (Global Privacy Control or Do Not Track), or from anyone who says no thanks.
Checking this browser's setting…
Your location in the app
The Reservd app for iPhone and Android only uses your device's location while the app is open, and only when you tap “Near you”. It's used to show classes near you and isn't stored. If you choose “near a place” for spare-place alerts, the point you pick is saved (see above). If you record a Run Club run, the app uses your location while the run is being recorded, including with the screen locked, and only then.
Who else sees your information
Your studio and its staff see your membership information. We don't sell your information, and we don't share it with advertisers. These companies help us run Reservd:
Always used
- Supabase: database, file storage and sign-in (London, UK)
- Vercel: website hosting (London, UK, with a worldwide network), and overall visit numbers with Vercel Web Analytics (no cookies)
- Stripe: card, Apple Pay, Google Pay and Direct Debit payments on the studio's own Stripe account (UK and US; card numbers go straight to Stripe)
- Resend: sending and receiving emails (US)
- Expo: sending push notifications to the app (US)
- Google Firebase Cloud Messaging and Apple Push Notification service: delivering push notifications to Android and iPhone (US)
- Telegram: internal notifications to the WenHunt team about page views and business sign-ups, with no names, emails or locations (UK, EU and elsewhere)
- postcodes.io: turning a postcode into a map point; only the postcode is sent (UK)
- OpenFreeMap: map tiles on the website; your browser asks for the map, nothing about you is sent (EU)
- Apple Maps and Google Maps: maps in the app, from your phone (US)
Only if you or your studio use them
- Apple Wallet and Google Wallet: only if you add a pass (US)
- Sign in with Apple or Google: only if you choose it (US)
- Strava: only if you connect it for Run Club (US)
- Kisi or Nuki: only if your studio uses one of their smart locks (US, EU)
- Mailchimp: only if your studio connects it, and only for members who said yes to news (US)
- Xero or QuickBooks: only if your studio connects them; they get daily totals, not names (UK, US)
- Zapier: only if your studio connects it (US)
- Google Calendar or Microsoft Outlook: only if a coach connects their calendar; their sessions go in it with your first name and the class, never your email or phone (US)
- Momence, Acuity Scheduling, Bookwhen, SimplyBook.me, Arketa, Wix Bookings, Bookeo, TeamUp or Mindbody: only if your studio keeps its timetable there. Your name, email and phone are sent so your place shows on their list (US, EU, UK)
Some of these companies are based in, or use services in, the United States. Where information leaves the UK, it's protected by the UK's adequacy regulations, the UK International Data Transfer Addendum, or equivalent safeguards.
How long we keep it
- Your membership information: while you're a member of the studio and for as long as the studio needs it for its records. You can ask the studio or us to delete it
- Health answers: deleted automatically 2 years after your last booking, pass or membership, or sooner if you ask
- Payment records: 6 years, because UK tax law requires it
- Emails and notifications we've sent you: 12 months
- Enquiries to a studio: 2 years after the last contact, unless you join
- Support chats between a business and Reservd: 2 years after the chat is closed
- Review reports: 12 months after we've dealt with them
- A saved point for spare-place alerts: until you change it, or 6 months after you switch the alerts off
- Door opening records: 12 months
- Page views on the website: 30 days
- The launch waitlist: 60 days after the launch email, or until you leave
- Records of who opened health answers, and of what Reservd's team did in the admin console: 6 years, as an audit trail for legal claims
- Weekly deals email: until you unsubscribe
- Technical logs: a few days to a few weeks
Your rights
You can ask for a copy of your information, ask us to correct it, delete it, restrict or object to how it's used, or move it to another service. Where we rely on your consent, you can withdraw it at any time. Email hello@reservd.co.uk and we'll reply within a month. If it's about your membership with a studio, we'll work with them to answer.
You can delete your Reservd account yourself from Account in the app or on the website. That removes your details, health and booking answers, notes, photos, saved cards, alerts and recorded runs, and asks any studio's Mailchimp to archive you. Records the studio must keep (payments, and that a past class was attended) stay, without your name. To get a copy of your information, email us.
If you're unhappy with how your information has been handled, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put it right first.
Children
You must be 18 or over to have a Reservd account. Under-18s can only be added by a parent or guardian from the parent's own account. The parent answers health questions and signs the waiver for them.
Cookies
We only use cookies and on-device storage that are needed to make the site work, such as keeping you signed in, plus the random id we use to count visits once you've said OK (see “Counting visits” above). The cookie notice lists every one.
When you first open a studio's page we keep a cookie for 30 days saying only how you got there (for example from Reservd's explore page or the studio's own link), with nothing about you in it, and a second one for two hours saying how you last got there (for example one of our alerts), so the studio can see whether Reservd brought them your booking.
Changes
If we change this policy in a way that matters, we'll tell you by email or on the site before it takes effect.