Pilates by Philippa Ltd takes our responsibilities around protecting your data and personal information seriously. We have divided the information below into different sections so you can easily understand what you can expect from us.
18th September 2018
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Your Personal Data
Your Enrolment form if you attend a class or one-to-one session regularly
We keep your completed forms in a locked filing cabinet at Balance Studio (that our Pilates teachers have access to if required). If you stop coming to a class, we will shred your form after 7 years (when our legal and financial responsibilities are discharged).
We do not record your medical information anywhere else, these details are only on the form you have completed.
Electronic Records if you attend a class or one-to-one regularly
We are obliged by our insurance companies to keep electronic copies of our registers for 7 years, after which we delete the files.
If you attend one of our taster sessions
If you attend a taster session, we will ask you to complete a registration form – this may either be a paper form at the studio, or an online submission that we will then print out to give to the class teacher.
The form includes basic information that we are required to collect as part of our insurance and we will need you to complete this before you can attend the class.
We keep these forms in a locked filing cabinet at Balance Studio.
We also produce a register for the class – this is shredded a month after the class.
We will shred your registration form after 12 months, and if you completed the registration form online, we will delete he information that is stored within our website after 12 months.
We do not record the medical information you have given us anywhere.
If you contact us via email or via our website
If you buy something from our online shop
If you are buying a place at a course, we will add your name and method of payment to a course register, and provide the course teacher with your contact details in case we need to contact you about changes to your course.
Marketing emails from us - our email newsletter
When you complete your enrolment form or your taster session registration form, we will ask you if we can sign you up to our newsletter email list. If you give consent to be added to our email newsletter list, we will add your name and email address to our MailChimp list.
You can also be added to our mailing list by completing a subscribe form on our website or on Facebook, plus other websites where we may provide this form.
Every marketing email we send to you will include an unsubscribe link, and you can unsubscribe from our newsletters at any point. We sometimes offer special ‘gifts’ on our website or on other online platforms as an incentive for signing up for our newsletter too, but you can immediately unsubscribe once you have received your ‘gift’.
You can ask us to delete you from our list. When you unsubscribe from our newsletter, you will remain in our newsletter list but we will be unable to email you. If you would like to be completely deleted from our list, you will need to re-subscribe, and then we can delete you.
Third Parties – who has access to your data?
We have summarised the third party services on our website (you can read more about them in other sections):
- Social media widgets – our website includes social media buttons such as Facebook ‘like’ and ‘share’ buttons, a Twitter ‘Tweet’ button.
- Payment processing services in our online shop – we use PayPal to manage these payments.
- Monthly direct debit – you can pay for your classes/one-to-ones by making a transfer into our bank account, or you can set up a monthly direct debit via Go Cardless. Your data remains within the Go Cardless system.
- Analytics Services – like a lot of websites, we use Google Analytics to better understand our website’s performance and how we can improve it. The information collected is anonymous, you are not identified.
How to contact us, including copies of your data and being forgotten
You can also contact Philippa to request a copy of the data that we hold on you, and to ask to be removed from our records. Please note however, that we may need to keep some of your data in order to comply with our legal, insurance and tax obligations.