Connect Pilates Dunmow Privacy Policy

Connect Pilates Dunmow is committed to protecting your privacy in all dealings with you and protecting the privacy and security of your personal information.

This privacy notice tells you what to expect us to do with your personal information. It is split into the section:

Section 1 – Client Information
Section 2 – Potential Client Enquiries via www.connectpilatesdunmow.com

Contact details

Email – info@connectpilatesdunmow.com

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

Connect Pilates Dunmow Ltd will:

acknowledge receipt of complaints within 30 days of receiving them
without undue delay, will take appropriate steps to respond to complaints, including making appropriate enquiries and consulting with the ICO if appropriate, and keep people informed;
without undue delay, tell people the outcome of their complaints.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Section 1 – Client Information

Summary

Connect Pilates Dunmow is committed to protecting your privacy in all dealings with you and protecting the privacy and security of your personal information.

Clients will be asked to complete a Connect Pilates Dunmow Client Form via Google Forms on Google Workspace.

A client record will then be created to record relevant observations about your session(s).

The personal information collected within the client form and/or client record will be used to:

safely deliver individualised Pilates session(s)
contact you in the rare event that your session needs to be rearranged or cancelled
contact the nominated emergency contact in the event that you fall ill during your Pilates session

We do not collect or store any client banking or card details. Payments are processes via Cash or Bank Transfer.

Personal information received by Connect Pilates Dunmow will be stored on Connect Pilates Dunmow Private Google Drive on Google Workspace but not be shared by Connect Pilates Dunmow outside of this without your prior consent. This includes not sharing any notes on relevant observations made within your client record about our session(s).

The Connect Pilates Dunmow Private Google Drive on Google Workspace has been configured so that data at rest is only stored in Europe and can only be accessed by employee Vicki Roberts.

What information we collect, use, and why

We collect and use information:

to provide services and goods, including delivery
for the operation of customer accounts and guarantees
to defend against legal action

The information we collect is:

Names and contact details
Date of birth
Purchase or account history (i.e. the purchase and redemption of pre-paid Pilates sessions). Please note we do not collect or store any client banking or card details. Payments are processes via Cash or Bank Transfer.
Health information (including health conditions)
Emergency Contact Details
Records of our sessions and decisions

Lawful bases

Our lawful bases for collecting or using personal information to provide services and goods are:

Vital interest – collecting or using the special category data information will keep people safe, in a life or death situation:

Collecting relevant health information to safely deliver Pilates sessions to them and provide medical information to medical professionals in a medical emergency situation.

Contract – collecting or using the personal information and the special category data information to deliver the service:

Collecting relevant health information and recording relevant observations during session(s) to safely deliver Pilates sessions to them

Legitimate interest:

In the event that a Pilates session(s) needs to be rearranged or cancelled.
Collecting emergency contact details in the event that the customer is ill during their Pilates session.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

Legitimate interest:

To record the purchase and redemption of any pre-paid Pilates session(s).

Our lawful bases for collecting or using special category data:

to prevent crime, prosecute offenders or defend against legal action are:

Legal claims or judicial acts:

Collecting relevant health information and recording relevant observations during session(s) should the client take legal action against Connect Pilates Dunmow in relation to their health.

Where we get personal information from

People directly completing a Client Form via GoogleForms
People directly providing verbal information before, during or after our session(s).
People directly providing information via email, instagram direct message, facebook direct message, whattapp or text messages before, during or after our session(s).
People completing a ‘Contact Us’ Form on the Connect Pilates Dunmow website – www.connectpilatesdunmow.com which is hosted on SquareSpace.

Transfer of Data

Connect Pilates Dunmow uses Connect Pilates Dunmow Private Google Drive on Google Workspace as a third party service to manage and store data securely. By using our service you consent to this storage on Connect Pilates Dunmow Private Google Drive on Google Workspace. The Connect Pilates Dunmow Private Google Drive on Google Workspace has been configured so that data at rest is only stored in Europe.

Connect Pilates Dunmow Private Google Drive on Google Workspace can only be accessed by employee Vicki Roberts. In addition, a confidential shared drive within the Connect Pilates Dunmow Private Google Drive on Google Workspace has been set up to store the client data, as outlined in this privacy statement, which has been configured so that it does NOT allow:

People outside of Connect Pilates Dunmow to access the files
People who aren’t shared drive members to access the files
Content manager to share the folder
·Contributors, content managers, commenters and viewers to download, copy or print files or folders
All Client Forms submitted via GoogleForms will be saved as a PDF document and then stored on Connect Pilates Dunmow Private Google Drive on Google Workspace as part of your Client Record.

For details of Google’s Privacy Policy please visit:

https://policies.google.com/privacy#europeanrequirements

How long we keep information

All personal information within your client record will be stored and processed locally on a password protected computer at our premises in the United Kingdom. This information will then be deleted 7 years following the last occasion in which a session was attended.

https://www.squarespace.com/cookie-policy

Section 2 - Contact Form via www.connectpilatesdunmow.com

Our website is hosted by Squarespace, which acts as a data processor on our behalf. Squarespace provides the secure infrastructure to process and store all information submitted through our Contact Us form.

Because Squarespace is based in the United States America, data submitted by visitors in the UK, EU, or Australia will be transferred across borders and stored on secure United State America servers. Squarespace protects this data during international transit using legally approved transfer mechanisms, including Standard Contractual Clauses (SCCs).

Information on Squarespace’s Privacy Policy can be found at:

https://www.squarespace.com/privacy

The lawful basis for processing this data is our legitimate interest in communicating with individuals who contact us so we can respond to the enquiry.

Your data will not be used for marketing purposes unless you have explicitly opted in to receive such communications. We do not share your information with third parties unless required to do so by law or where necessary to process your request, including with our service providers (such as Squarespace for website hosting and Google for email services).

We retain your personal data only for as long as necessary to handle your enquiry and any follow-up correspondence. Once the enquiry has been completed:

If the enquiry does not result in a booking for a Pilates session, all personal data provided will be deleted.
If the enquiry results in a booking for a Pilates session, relevant information necessary for delivering the session will be retained and transferred to a Client Form, as set out in Section 2 of this Privacy Statement. Any information not relevant to delivering the session will be deleted.

By submitting the contact form, you acknowledge that you have read and understood this notice.Section 3 – Cookie Policy for www.connectpilatesdumow.com

Cookies are small pieces of data that websites store on a device. Cookies can improve your visitors’ browsing experience because they help websites remember preferences and understand how people use different features. Similar technologies include pixels, tags, local storage, and device fingerprinting. Websites use these technologies to:

Identify visitors
Enable the website to function efficiently
Personalise content
Permit online behavioural target advertising

www.connectpilatesdunmow.com has:

Disabled the Activity log so it does not collect or view visitors’ IP addresses or other personal data
Disabled Squarespace analytic cookies so it does not place non-essential cookies on visitor’s browsers.
Added a Display a customisable cookie banners on the site so the visitor can opt into or manage non-essential cookies.

For more information on Squarespace’s cookie policy pleas visit: