Our privacy policy
CADENCE STUDIO PRIVACY POLICY: YOUR JOURNEY, YOUR DATA
Last updated: April 2025
INTRODUCTION
At Cadence Studio Limited, we understand that your privacy matters as much as your rhythm cycling experience. This policy outlines how we collect, use, protect, and share information when you engage with our services, whether in-studio, online, or through our communications.
As used throughout this policy, "Cadence Studio" refers to Cadence Studio Limited (we, our, and us).
We may update this policy occasionally to reflect changes in our practices or legal requirements. Any updates will be published on our website, and for significant changes, we'll notify you directly. We encourage you to review this policy periodically to stay informed about how we're protecting your information.
By visiting Cadence Studio, using our services, or submitting personal information (whether in our studio, via our website, or through other channels), you're accepting and consenting to the practices described in this Privacy Policy.
We encourage you to read this policy carefully. If you have any questions please contact us.
THE INFORMATION WE COLLECT
Personal Information
The information we gather helps us enhance your experience with Cadence Studio. This may include:
Your name and contact information
Date of birth
Payment details
Your fitness goals and preferences
Membership details and usage history
Communication preferences
We also create information that becomes part of your personal profile, such as your booking history, class attendance, and products purchased.
Additional Information We May Collect
Health Information
While we don't generally collect sensitive information unless volunteered, we do specifically collect basic health data to ensure you're ready for physical activity and to help our instructors provide appropriate guidance.
Digital Interaction Data
When you use our website or contact us electronically, we collect information such as your device details, IP address, browser type, and how you navigate our site.
Photos
We may collect photos you share with us through social media or when participating in studio events. These help us build our community and may be used for promotional purposes with your consent.
Feedback and Surveys
We value your input and may ask you to complete surveys that help us improve our services, though participation is always optional.
Social Media Interactions
We may collect information you provide when interacting with us via social media, participating in promotions, or sharing your Cadence Studio experiences.
WHY WE COLLECT AND HOW WE USE YOUR INFORMATION
Your information enables us to provide a tailored, seamless riding experience:
Service Delivery
We use your information to manage your membership, process bookings, facilitate payments, and communicate important information about your classes and account.
Experience Enhancement
By understanding your preferences and history, we can recommend classes, instructors, and events that align with your interests and fitness journey.
Community Building
We foster our rhythm cycling community by facilitating connections, celebrating achievements, and sharing inspiration among riders.
Business Improvement
Your feedback and usage patterns help us make informed decisions about class schedules, instructor training, music selection, and studio enhancements.
Marketing and Communications
With your consent, we'll keep you informed about special promotions, new class formats, studio news, and community events that we believe will interest you.
Legal Compliance
We maintain records and process information as required by New Zealand regulations.
DATA RETENTION
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with applicable laws. Specifically:
Account information: While your account is active plus 2 years after your last interaction with us
Booking and attendance records: 7 years (to comply with tax and accounting requirements)
Health information: For the duration of your active membership plus 3 months
Payment information: As required by financial regulations (typically 7 years)
Marketing preferences: Until you opt-out or request deletion
Website usage data: 13 months
After these periods expire, we will securely delete or anonymise your information. You may request earlier deletion of certain information, subject to our legal obligations.
SHARING YOUR INFORMATION
Your trust is fundamental to our relationship. We share your information only in these limited circumstances:
Service Providers
We work with specialised partners who help deliver our services:
MINDBODY: Manages class bookings and memberships
STRIPE: Processes payments securely
Mailchimp: Delivers email communications
Each partner receives only the information necessary for their specific function and must process it in accordance with privacy laws.
Our Personnel
Our team members access personal information only to the extent necessary for their roles in supporting your membership and experience.
Legal Requirements
We may disclose information when required by law, to enforce our agreements, or to protect the rights and safety of Cadence Studio, our riders, or others.
Business Transfers
If Cadence Studio is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to continued privacy protections.
OVERSEAS DISCLOSURE
Some of your personal information may be transferred to, stored, and processed in countries outside New Zealand where our service providers are located. Specifically:
MINDBODY: Data is stored in the United States
Stripe: Data is processed in the United States and European Union
MailChimp: Data is stored in the United States
Before transferring your information internationally, we take steps to ensure that these service providers maintain privacy protections comparable to those required under New Zealand law. These steps include:
Reviewing their privacy policies and security practices
Entering into data processing agreements that include appropriate safeguards
Confirming their compliance with relevant international privacy frameworks
Where applicable, ensuring they are certified under frameworks such as the EU-US Data Privacy Framework
COOKIES AND DIGITAL TRACKING
Cookies are small files transferred to your device that allow our systems to recognise your browser and collect information automatically. We use cookies to:
Remember your preferences
Understand how you use our website
Improve navigation and user experience
Measure the effectiveness of our digital communications
You can manage cookie preferences through your browser settings, though disabling cookies may limit some features of our website.
PROTECTING YOUR INFORMATION
Security is a priority in everything we do:
Technical Safeguards
We employ industry-standard security measures including secure servers, encryption for sensitive information, and regular security assessments.
Payment Security
Payment details are processed through Stripe's secure platform and are never stored directly on our servers.
Physical Protection
We maintain appropriate physical safeguards for our facilities where personal information is stored.
Staff Training
Our team members receive regular training on privacy protection practices and their responsibilities.
International Standards
Your information may be stored in New Zealand or in countries where our service providers operate, always maintaining comparable privacy and security standards.
PRIVACY BREACH PROCEDURES
In the event of a privacy breach that causes or may cause serious harm, we will:
Contain the breach immediately upon discovery
Assess the potential harm to affected individuals
Notify affected individuals promptly if there is a risk of serious harm, including:
A description of the breach
The type of information involved
Steps we've taken to respond
Recommendations for what you should do
Our contact information
Notify the Privacy Commissioner as required under the Privacy Act 2020
Investigate the cause and implement measures to prevent similar breaches
We aim to notify affected individuals within 72 hours of discovering a serious breach, unless there are legitimate reasons for delay such as law enforcement investigation or the need to secure our systems.
YOUR RIGHTS AND CHOICES
You maintain control over your personal information:
Access and Correction
You can request access to your information or ask us to correct inaccuracies by contacting privacy@cadencestudio.co.nz. We will respond to these requests within 20 working days.
Marketing Preferences
Every promotional email includes an unsubscribe option. Additionally, you can contact us anytime to update your communication preferences.
Account Closure
If you choose to end your relationship with Cadence Studio, we'll retain only the information required by law or for legitimate business purposes.
LINKS TO OTHER WEBSITES
Our website may include links to third-party sites. These sites have their own privacy policies, and we're not responsible for their content or practices. We encourage you to review their policies when visiting these sites.
MAKING A COMPLAINT
If you believe we've mishandled your personal information, please contact our Privacy Officer with details of your complaint:
Initial response: We will acknowledge receipt of your complaint within 5 working days
Investigation: We will investigate your concerns thoroughly and fairly
Resolution timeframe: We aim to resolve all privacy complaints within 20 working days
Outcome notification: We will inform you of the outcome and any actions taken
If we can't resolve your complaint to your satisfaction within this timeframe, we will provide an update on the status and expected resolution time.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner:
Office of the Privacy Commissioner
PO Box 10094
Wellington 6143
Phone: 0800 803 909
Email: enquiries@privacy.org.nz
Website: www.privacy.org.nz
CONTACT US
For queries about this policy, to request access to your information, or to make a complaint, please contact:
Privacy Officer
Cadence Studio Limited
5 Basque Terrace
Eden Terrace 1021
New Zealand
Email: privacy@cadencestudio.co.nz
Phone: 09 302 0025
COLLECTION NOTICE
We collect personal information about you, including your name and contact details, so that we may:
Assist you with inquiries
Schedule your classes
Administer your membership
Consider your membership application
Interact with you on social media
Keep you informed about our studio, classes, and special events
The information you provide may be shared with third parties that help us deliver our services (including technology providers, payment processors, and communication services) or as required by law. If you don't provide certain information, we may be unable to process your bookings, manage your membership, or keep you updated about our services.
By providing your personal information, you consent to its collection, use, storage, and disclosure as described in this policy.