Last updated: 23/09/2026

Saunassa is a Nordic spa: wood-fired sauna, hot tubs and cold-water plunges. To run it we need to know a little about you, and we would rather you knew exactly what that is. This policy explains what personal information we collect, why, what we do with it, how long we keep it, who may have access to it, and the choices you have.

It covers our website at saunassa.co.uk, our booking platform at app.saunassa.co.uk, the Saunassa mobile app, and what happens when you visit a Saunassa location.

1. Who we are

The Saunassa network, website, booking platform and app are operated by Saunassa Franchise Limited ("Saunassa", "we", "us"), a company registered in England and Wales, company number 16776712, registered office The Feel Good Building, 13 Pargolla Road, Newquay, Cornwall, TR7 1RP.

Saunassa operates a network of locations. Individual Saunassa locations may be operated by different companies within the Saunassa network.

For example, our Newquay location is operated by Saunassa Limited and our Perranporth location is operated by Saunassa Perranporth Ltd. This is why payments taken at different Saunassa locations may appear on your statement under different company names.

Saunassa Franchise Limited operates the central Saunassa booking platform and customer account system. When you choose to book a location operated by another Saunassa company, relevant information from your Saunassa account is made available to that operator so that it can manage your booking and safely provide your visit.

We and our location operators are required to handle personal information in accordance with applicable data protection law and the arrangements governing the Saunassa network.

Saunassa Franchise Limited is registered with the Information Commissioner's Office (ICO)

Questions, requests and complaints about your data: email hello@saunassa.co.uk, call 01637 226642, or write to Saunassa Franchise Limited at the address above.

2. The information we collect, and where it comes from

When you browse our website or use the app. Technical information such as your IP address, browser or device type, and the pages or parts of the service you use. Which cookies and similar tools we use, and how to control them, is set out in our separate Cookie Policy.

When you join our mailing list or a waiting list. Your name and email address, whether you asked to receive news and offers, the page you signed up from, and records relating to your marketing preferences. Where we use double opt-in, we also record when you confirmed your email address.

When you create an account. Your name and preferred name, email address, phone number and password, which we never see in plain text. If you sign in with Apple or Google, we receive the name and email address, or private relay address, that you choose to share with us. You may also be able to add information such as a postal address, date of birth, gender or profile photo.

When you book or buy. The sessions you book, attend, cancel or miss; your place on a waiting list; memberships, credit packs, passes, gift vouchers and private hires you buy; and your payment history.

Card details are entered directly with our payment provider, Stripe, through the browser, app or card reader. Full card numbers do not pass through Saunassa's own systems. We may hold a secure payment reference together with limited details such as the card type, last four digits and expiry date so that you can recognise your saved payment method.

Because different Saunassa locations may be operated by different companies, a payment method saved with one operating company is not automatically available to another operating company.

When you sign our health and safety waiver. Before using Saunassa facilities for the first time, we ask you to read and sign our health and safety waiver. Your waiver is linked to your Saunassa account so that, where appropriate, you do not need to complete the same waiver again each time you visit another participating Saunassa location.

We may ask you to sign the waiver again if the waiver changes or if updated information is required.

We keep information associated with the waiver including your signature, name, date and time of signing, the version of the waiver you signed, the IP address or device it was signed from, and where or how it was signed.

The waiver also asks you to tell us about medical conditions or other health information that may be relevant to the safe use of sauna, heat, hot tubs or cold-water immersion. See section 4, Health Information.

When you come as somebody's guest, or walk in. We may collect your name, email address and other information necessary to register your visit, complete the waiver and, where relevant, send you a receipt. If you visit without creating a full account we may create a minimal record of your visit.

When you buy or receive a gift voucher. The purchaser's and recipient's names and email addresses, the voucher value or experience, any message, and the redemption history.

When you contact us. Whatever information you include in your message and our notes of how we dealt with it.

When you use the mobile app. If you allow notifications, we hold a device token so that notifications can be delivered to your device.

When you enquire about a Saunassa franchise. Your name, contact details, location of interest and anything you tell us about yourself and your plans. If you go on to apply, additional information may be collected as part of the franchise application process.

Information about you that we did not get directly from you. If you were a member or customer before September 2026, we may have received your record from our previous booking provider, Glofox (ABC Fitness), including contact details, memberships, credits and booking history.

Where an existing saved card was transferred during the migration, this was transferred securely between payment-provider accounts without Saunassa receiving the full card number.

Gift vouchers bought through our previous provider, Gift Up, and marketing preference records held through Mailchimp may also have been transferred as part of the move to our new systems.

Studio staff may also add appropriate notes or information to your record, for example where you ask them to make or amend a booking on your behalf.

3. What we use your information for, and our lawful basis

UK data protection law requires us to have a lawful basis for each thing we do with your personal information.

Where we rely on legitimate interests, we consider those interests against your rights and interests. You can contact us if you would like more information.

4. Health information

Sauna, heat exposure, hot tubs and cold-water immersion can place demands on the body. Our waiver asks you whether you have any condition that may affect the safe use of our facilities and gives you the opportunity to provide information you think staff should know.

Health information is "special category" personal data and we handle it with particular care. We rely on your explicit consent to process health information you choose to provide through your waiver, profile or directly to us.

Access to health information is restricted according to what staff need to safely provide your visit.

When you book a Saunassa location operated by a different company, that location may be shown an appropriate health and safety indicator confirming that relevant health information exists, without automatically being given access to detailed health information held by another Saunassa operating company.

Where health information is specifically provided for or recorded by a particular location, authorised staff at that location may access the information they reasonably need to safely provide your visit.

Authorised members of the Saunassa Franchise Limited head-office team may also have access where reasonably necessary to operate and support the Saunassa platform, administer your account, deal with safety matters, provide customer support, investigate an issue or respond to your request.

We do not use your health information for marketing.

We will only disclose health information outside the Saunassa network where there is a lawful reason to do so, for example where emergency services need information to protect someone's life or safety.

You can choose not to provide health information, although this may mean that we cannot safely allow you to use some facilities. You can ask us to update or remove information you have provided and can withdraw consent to processing based on consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

If you give us an emergency contact, we hold their name, phone number and relationship to you so that we can contact them if something happens to you while using our facilities.

5. Marketing

We send marketing where we have a lawful basis to do so, including where you have asked to receive it by ticking a box on our website, in the app, on your profile or at a Saunassa location.

Every marketing email includes an unsubscribe option. Where account controls are available, you may also be able to change your marketing preferences through your account. You can also email hello@saunassa.co.uk.

Withdrawing your marketing consent does not affect your bookings or membership. We will still send you service messages that are necessary to run your account, such as booking confirmations, receipts, important safety information and changes that materially affect our terms or services.

If your marketing preference was transferred to us from a previous Saunassa system, we will continue to use it where our records show that an appropriate marketing permission was previously given. You can unsubscribe at any time.

6. Who we share your information with

We do not sell your personal information and we do not share it with anyone for their own unrelated marketing.

Saunassa locations. You have one Saunassa account which can be used to book participating Saunassa locations. This means you do not need to create a completely new account each time you visit another Saunassa location.

Some Saunassa locations are operated by different companies. When you choose to make a booking with a location operated by another Saunassa company, we make the information that operator reasonably needs to manage your booking and safely provide your visit available to them.

This may include your name, contact details, emergency contact, booking information, previous visits to that operator, waiver status and an appropriate health and safety indicator.

The operator does not automatically receive access to information held by another Saunassa operating company, such as that company's saved payment methods, memberships, purchases, internal notes or detailed health information.

Your Saunassa account and waiver status can therefore be recognised across participating locations while access to other information remains restricted according to the location and company that holds it.

Before you make your first booking with a location operated by a different company, we may show you additional information explaining who operates that location and what information they will be able to access.

Service providers who work for us. We use companies that provide services such as hosting, payments, transactional email, notifications, software monitoring, technical support and development. Depending on what they do, these companies may process personal information on our behalf or provide services directly to us under their own applicable terms. Further details are set out in the annex at the end of this policy.

Our Saunassa platform is built and maintained for us by Imagination Deployed Limited, which may access our systems where necessary to provide development, maintenance, migration, fault investigation and technical support services.

Professional advisers and authorities. We may provide information to accountants, insurers, lawyers and other professional advisers where they reasonably need it. We may also disclose information to the police, regulators, courts, emergency services or other authorities where the law requires or permits it or where someone's safety is at risk.

7. Where your information is kept

Our core booking database, authentication and file-storage services are hosted using cloud infrastructure configured for UK and/or European Economic Area processing where available.

Some of the technology providers we use may process limited personal information outside the UK or European Economic Area, including in the United States.

Where UK data protection law requires safeguards for an international transfer, we use or require appropriate recognised safeguards such as an adequacy regulation, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, as applicable to the provider and service.

We keep our technology providers and international data flows under review as the Saunassa platform develops.

8. How long we keep it

We keep personal information only for as long as we reasonably need it for the purposes described in this policy, including providing our services, meeting safety and legal obligations, handling complaints, accounting, and establishing or defending legal claims.

Our main retention periods are:

We may keep information for longer where there is an ongoing complaint, dispute, legal claim, regulatory requirement, safeguarding issue or another lawful reason to do so.

If you close your account, we will remove or anonymise information that we no longer need while retaining information that we are required or reasonably entitled to keep for legal, financial, safety or evidential purposes.

9. Your rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information.

You can ask us to:

• give you a copy of personal information we hold about you and explain how we use it;
• correct information that is wrong or incomplete;
• delete personal information where we no longer have a lawful reason to keep it;
• send you certain information in a machine-readable format or, where applicable, send it to another provider;
• restrict how we use your information in certain circumstances;
• object to certain processing based on legitimate interests;
• withdraw consent at any time where we rely on consent, including for marketing or health information.

You may be able to update or delete certain information directly through your Saunassa account. You can also exercise your rights by emailing hello@saunassa.co.uk.

We may need to check your identity before responding to a request. We normally respond within one month, although the law allows additional time for particularly complex requests.

We do not make decisions about you solely by automated means that have a legal or similarly significant effect.

If you are unhappy with how we have handled your personal information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would welcome the opportunity to try to resolve your concern first.

10. Children

You must be 16 or over to hold a Saunassa account or membership in your own name.

Where a person under 18 is permitted to use a Saunassa service, additional consent or agreement from a parent or guardian may be required under our applicable booking, membership and health and safety rules.

We do not knowingly create independent customer accounts for anyone below the minimum age permitted by our terms. If we discover that an account has been created contrary to those requirements, we may close it and delete information we do not need to retain.

11. Keeping it safe

We use technical and organisational measures designed to protect personal information against accidental loss, misuse, unauthorised access, alteration and disclosure.

Information is encrypted in transit. Access to administrative systems is restricted to authorised people who need it for their role. Our platform uses individual user accounts and access controls to restrict what staff at different Saunassa locations can see.

Payment-card details are handled by Stripe rather than being stored as full card numbers within the Saunassa platform.

Our technology systems are monitored for faults and security issues, and our technology providers are expected to apply appropriate security measures to the services they provide.

No online service can be guaranteed to be completely secure. Please keep your password confidential and contact us promptly if you believe somebody else has accessed your account.

12. Changes to this policy

We will update this policy when our services, technology, locations or use of personal information changes.

The current version will be available at saunassa.co.uk/privacy-policy and may also be made available through the booking platform and app.

If we make a change that materially affects how we use your personal information, we may also tell you directly, for example by email, through the app, or when you next sign in.

Annex: companies and technology providers used by Saunassa

The providers we use may change as our platform develops. The main providers currently involved in running the Saunassa website, booking platform and app include: