Fitting Appointment Privacy Notice

Last updated: June 2026  |  This notice applies to bookings made via our Calendly booking page

When you book a appointment with us, we collect some information in advance to help us prepare and give you the best possible fitting experience. This notice explains what we collect, why, and your rights.

⚠  This form may be completed by or on behalf of a young person under 18. If the person being fitted is under 13, this form must be completed by a parent or guardian on their behalf.

1. Who We Are

Soul2sole Dancewear, 5/6 Swinfens Yard, High Street, Stony Stratford, MK11 1SY

Email: vanessa@soul2soledancewear.co.uk

We are the data controller for the information you provide through this booking form.

2. What We Collect and Why

Mandatory information

We ask for the following to confirm and manage your appointment:

• First name and last name — to identify you and personalise your appointment
• Email address — to send your booking confirmation and any follow-up
• Telephone number — in case we need to contact you about your appointment

Legal basis: Contract — this information is needed to book and manage your appointment.

Optional fitting information

We also ask for the following to help us prepare for your fitting. You do not have to answer these, but the more detail you can share, the better we can prepare:

• Age range (11-14 / 15-18 / 18+) — to help us select appropriate shoe styles and widths
• Dance school attended — to help us understand your training environment
• Whether a dance teacher has advised going on pointe — to understand readiness
• How long you have been dancing — to understand experience level
• Hours of ballet per week — to help assess foot strength and suitability
• Dance grade — to help us recommend the right shoe
• Looking to replace current demi-point shoes, currently using or already on pointe – to understand readiness
• Are you a vocational student – to understand experience level
• Are you already on pointe and for how long – to understand experience level

• Have you bought from us – to asses previous sales

Legal basis: Consent — by completing these optional fields, you are giving us permission to use this information to assist with your fitting. You can leave any optional field blank.

3. Where Your Information Is Stored

Your booking information is collected and stored by Calendly, the appointment booking platform we use. Calendly is a US-based company. To protect your data, Calendly has a Data Processing Agreement in place that includes the UK Addendum to Standard Contractual Clauses, which means your data is protected to UK standards even though it is stored in the US.

In addition to your Calendly booking information, we also keep a written physical fitting record for each appointment. This record includes your name, last name, age, dance school, foot description / observations, shoe details, and notes about the fitting including any assessment of suitability for pointe. This record is kept securely in a locked storeroom and is only accessible to Vanessa and one or two authorised members of staff. It is not shared with any third party. We keep physical fitting records for up to 3 years after your last appointment, after which they are securely shredded. You have the right to request a copy of your physical fitting record, ask us to correct it, or ask us to delete it at any time by contacting vanessa@soul2soledancewear.co.uk.

4. Who Can See Your Information

Your fitting information is only seen by the Soul2sole Dancewear team involved in your appointment. We do not share it with any other businesses or third parties, except Calendly as described above.

5. How Long We Keep It

We keep two types of fitting records and retain them as follows: your digital Calendly booking information is kept for up to 2 years after your last appointment; your physical written fitting record (including measurements and fitting notes) is kept for up to 3 years after your last appointment. After these periods, digital records are deleted and physical records are securely shredded. If you would like either record deleted sooner, contact us and we will action this promptly.

If you would like your information deleted sooner, you can contact us at any time and we will remove it promptly.

6. A Note on Children’s Data

⚠  If the person being fitted is under 13, a parent or guardian must complete this booking form on their behalf. We take particular care with information relating to children and young people, and will only use it for the purpose of the fitting appointment.

For young people aged 13-17, we recommend that a parent or guardian is aware that a booking is being made and that fitting information is being shared with us.

7. Your Rights

You (or the parent/guardian acting on behalf of a child) have the right to:

• See the information we hold about you — contact us and we will respond within one month
• Correct any information that is wrong
• Ask us to delete your information
• Withdraw consent for optional information at any time
• Complain to the ICO at ico.org.uk or on 0303 123 1113 if you are unhappy with how we have handled your data

8. Contact Us

For any questions about how we handle your fitting information:

• Email: vanessa@soul2soledancewear.co.uk
• Post: Soul2sole Dancewear, 5/6 Swinfens Yard, High Street, Stony Stratford, MK11 1SY

This notice should be read alongside our full Privacy Policy at http://www.soul2soledancewear.co.uk, which covers how we handle data across all our websites and services. Dfittinfancewear