Privacy Policy

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PRIVACY POLICY

1. Introduction

Pilates Fitness Club/Pilates Point Limited (“we”, “us”, “our”) is committed to protecting and respecting your personal data. 

This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.By using our services, website, booking systems, or mobile applications, you acknowledge that your personal data will be processed in accordance with this Policy.

 Our services are intended for individuals aged 18 and over. We do not knowingly collect personal data relating to minors. 

2. Data Controller

Pilates Point Limited (trading as Pilates Fitness Club) is the data controller.

Contact: pilatesfitnessclub@pilatespoint.co.uk

3. Personal Data 

We Collect

We may collect and process the following categories of personal data:

• Identity data (name, date of birth, gender)
• Contact data (email, phone number, address)
• Booking and attendance records
• Payment and billing details (processed securely via third-party providers)
•  Health and fitness information, including PAR-Q responses, injury history, medical conditions or exercise limitations 
• Marketing preferences
• Technical data (IP address, cookies, usage data)

 Where health-related information is provided, this constitutes special category data under UK GDPR and is processed solely for assessing suitability for exercise participation, adapting sessions where appropriate, maintaining client safety, and fulfilling our legal and professional obligations. 

4. How We Collect Data

We collect data when you:

• Register, book or purchase services
• Complete health forms (e.g. PAR-Q)
• Contact us directly
• Use our website or booking platforms (including Acuity Scheduling/Stripe)
• Engage with our marketing communications

5. Lawful Basis for Processing

We process your data under the following legal bases:

• Contractual necessity – to deliver services you have purchased
• Legal obligation – compliance with applicable laws
• Legitimate interests – business operations, service improvement, safety
• Explicit consent – for marketing and health data

6. Use of Your Data

Your data is used strictly for:

• Communicating regarding appointments, scheduling and account matters 
• Assessing suitability for exercise participation 
• Maintaining health and safety during sessions 
• Customer service and business administration 
• Legal, insurance and regulatory compliance 
• Internal record keeping 
• Marketing communications where consent has been provided

7. Data Sharing

We may share your data with:

• Booking and payment processors
• IT and system providers
• Professional advisers (legal, accounting)
• Authorities where legally required

All third parties are contractually bound to process data securely and lawfully.

8. Data Storage & Security

Your data is stored securely within the UK or jurisdictions with adequate protection. We implement appropriate technical and organisational safeguards to prevent unauthorised access, loss, or misuse.

 Personal data is stored securely within the United Kingdom or jurisdictions recognised as providing an adequate level of data protection. 

9. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, regulatory, insurance and operational requirements.

Indicative retention periods may include:

• Health and PAR-Q records: up to 6 years following last attendance 
• Financial and transaction records: up to 6 years 
• CCTV footage: generally retained for 14–30 days unless required for investigation, legal, insurance or safeguarding purposes 
• Marketing records: until consent is withdrawn or data is no longer required 
• General enquiries: retained only as reasonably necessary 

When personal data is no longer required, it will be securely deleted, anonymised or destroyed.

10. Your Rights

You have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure (where applicable)
• Restrict or object to processing
• Data portability
•  Withdraw consent where processing relies upon consent 

Requests must be submitted via email and may require identity verification.

11. Marketing

You may opt-in to receive marketing communications. You can unsubscribe at any time via email or link provided.

Marketing communications will only be sent where consent has been provided or where otherwise permitted under applicable electronic marketing laws.

You may opt out of marketing communications at any time by using the unsubscribe link provided or by contacting us directly.

Operational emails relating to bookings, memberships or services may still be sent where necessary.

12. CCTV & Media

CCTV operates within studio areas for safety and security. Footage may be used for:

• Legal or insurance purposes
• Incident investigation
•  Protection of clients, staff and property 

 Access to CCTV footage is restricted to authorised persons only. 

13. Cookies

Our website uses cookies to improve functionality and user experience. You may control cookie settings via your browser.

14. Third-Party Links

 Our website or communications may contain links to third-party websites or platforms. We are not responsible for the privacy practices, security or content of external websites. 

15. Changes to This Policy

We reserve the right to amend or update this Privacy Policy at any time.

The most current version will always be available on our website and continued use of our services following updates constitutes acknowledgement of the revised Policy.