The General Data Protection Regulation (GDPR) CAME INTO FORCE ON 25TH May 2018, replacing the 1998 Data Protection Act. This regulation requires us to provide information on:
- How we use our data
- How we control the way in which we use that data
- How you control the way in which we use that data and
- What actions you can take if you would like it to change the way your data is being used
How we gather Data
Data is provided by you electronically via our website and registration form. All data provided by you enables us to provide you with our services at your request.
Specific data from this form which includes name, email address and telephone contact details is then entered into our client database and contacts list in mail chimp. This information is used to schedule classes, cancellations and future bookings, events and related services.
Ongoing note taking takes place during your scheduled classes (group or one to one) this is kept on record in relation to your original registration form where all goals, current health and progress are stored and updated.
All electronic client data is stored and password protected and when remotely accessed accounts are encrypted and in securely locked accounts.
Hard copies of data are stored in a lockable filing cabinet and within a building that is fitted with an intruder alarm.
On our registration form you have provided the name, telephone number and email address for your emergency contact. We assume that by giving us this information you have sort permission for us to hold their details and be contacted by us. They will be contacted in the event of an emergency. If you have provided GP or health provider details we will seek your prior permission before contacting them. It may be that we require a letter from your medical professional (GP, Midwife, consultant) that they are happy for you to exercise. This information will be stored and treated with confidentiality. If electronically stored it will be password protected and if a paper copy it will be stored in a lockable filing cabinet in an alarmed premises.
What do we do with your Data
All data held will only be used by The Pilates Shed and by teachers and admin assistants working with us to provide you with our services and, and to send you selected information in periodic Newsletters about our services.
Protecting your Data
We will not share your data with any third party unless required to do so by law.
How Long do we keep your data?
We will only keep your data on our client database and contact list until you no longer employ our services. Your personal Data will continue to be kept in accordance with the requirements of our insurers ‘Balans’ in the event of a future claim.
The law requires us to tell you the legal basis upon which we process your data.
The law allows us to process your Data if it is in our legitimate interest to do so. We may only do so if we can demonstrate a business need and so long as your ‘interests or your fundamental rights and freedoms are not over ridden”. In essence, this means that we carry out an exercise to check the we will not cause you harm by processing your Data, that the processing is not overly intrusive and that we will only do so in a way which is described in the policy.
- You have a variety of rights about the way in which we process your Data.
- Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
- You may request a copy of the data that we hold about you
- You may ask us to cease sending you information.
You may change or stop the way in which we communicate with you or process data about you and if it is not required for the purpose for which you provided it, then we will do so for you.
If you are not satisfied with the way we have processed your data, then you can complain to the Office of the Information Commissioner.
You may request details of personal information, which we hold about you. If you would like a copy of the information that we hold on you a request can be made to The Pilates shed, 5 Ashling crescent, Bournemouth, BH8 9JB
If you believe any information is incorrect or incomplete, please or email us as soon as possible the above address. We will promptly correct any information found to be incorrect.
Strouden Park Community Centre
31 Vanguard Road Strouden Park
Bournemouth BH8 9NY
The Pilates Shed
5 Ashling Crescent, Queen’s Park
Bournemouth BH8 9JB
phone: 07775 664116