Privacy Policy

Last updated: 1 January 2026

This Privacy Policy describes how vortexmeadow B.V. ("we", "our", or "us") collects, uses, and protects your personal information when you visit our website or use our services. We are committed to protecting your privacy and ensuring the security of your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws.

Data Controller Information

vortexmeadow B.V. is the data controller responsible for your personal data. You can contact us using the contact information provided at the end of this policy.

Data Collection

We collect personal data that you provide directly to us and information that is automatically collected when you use our website and services. The data we collect includes:

• Contact Information: Name, email address, phone number, and postal address when you enquire about our services or become a member
• Membership Information: Details about your membership, fitness goals, health information relevant to your training, and emergency contact details
• Payment Information: Billing details and payment history (payment card information is processed securely by our payment processors)
• Website Usage Data: IP address, browser type, device information, pages visited, and interaction data collected through cookies and similar technologies
• Communication Records: Records of correspondence with us, including emails, phone calls, and support requests

How We Use Your Information

We use the personal data we collect for the following purposes, based on legitimate legal grounds under GDPR:

• Service Provision: To provide our fitness and wellness services, manage your membership, and facilitate your use of our facilities
• Communication: To respond to your enquiries, provide customer support, and send important updates about our services
• Safety and Security: To ensure the safety of our facilities and members, including emergency contact procedures
• Legal Compliance: To comply with applicable laws, regulations, and legal obligations
• Business Operations: To manage our business operations, improve our services, and conduct internal analysis
• Marketing: With your consent, to send you promotional materials and information about our services that may interest you

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner. For detailed information about our use of cookies, please refer to our Cookie Policy.

Data Sharing and Disclosure

We do not sell your personal data. We may share your information in the following circumstances:

• Service Providers: With trusted third-party service providers who assist us in operating our business, such as payment processors, IT service providers, and marketing platforms
• Legal Requirements: When required by law, regulation, or legal process, or to protect our rights, property, or safety
• Emergency Situations: To emergency contacts or medical professionals in case of health emergencies at our facilities
• Business Transfers: In connection with any merger, acquisition, or sale of assets, subject to appropriate data protection safeguards

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Membership data is typically retained for the duration of your membership and for a reasonable period thereafter for legal and business purposes. Website usage data and cookies are retained according to the timeframes specified in our Cookie Policy.

Your Rights

Under GDPR and applicable data protection laws, you have the following rights regarding your personal data:

• Right of Access: Request copies of your personal data and information about how we process it
• Right to Rectification: Request correction of inaccurate or incomplete personal data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restrict Processing: Request limitation of processing of your personal data
• Right to Data Portability: Request transfer of your data to another organisation in certain circumstances
• Right to Object: Object to processing of your personal data for direct marketing or other purposes
• Right to Withdraw Consent: Withdraw consent for processing based on consent at any time

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption, access controls, regular security assessments, and staff training on data protection principles.

International Data Transfers

If we transfer your personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, or other legally recognised transfer mechanisms.

Children's Privacy

Our services are not directed to children under 16 years of age. We do not knowingly collect personal data from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete such information promptly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date.

Contact Information

If you have any questions about this Privacy Policy, wish to exercise your rights, or have concerns about our data processing practices, please contact us:

You also have the right to lodge a complaint with the relevant data protection authority if you believe we have not handled your personal data in accordance with applicable data protection laws.