Privacy Policy

A legal disclaimer

In May 2018, a new law called the General Data Protection Regulation (GDPR) became law. The purpose of this law is to give people more control over how organisations use their data. This web page explains how Pilates By Molly Ltd collects data and what we do with it.

Who We Are

In this privacy policy references to “we”, “us” and “our” are to Pilates By Molly Ltd.

References made to “our Website” or “the Website are www.pilates-by-molly.com. Any other websites which may be linked to from our website are not included in this privacy policy.

Protecting your Privacy

This Privacy Policy explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

We know that there’s a lot of information here but we want you to be fully informed about your rights, and how Pilates By Molly uses your data.· We hope the following information will answer any questions you have but if not, please do get in touch with us.

It’s likely that we’ll need to update this Privacy Policy from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check the website whenever you wish.

Privacy Policy

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

Consent

In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive our marketing emails.
When collecting your personal data, we’ll only collect the data that is necessary for us operate our group classes and our one-to-one services.

Legal Compliance

If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity to law enforcement.

Legitimate Interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we will use your purchase history to send you or make available relevant special offers.

We may also combine the data of many customers to identify trends, develop new services, or types of memberships.

We will also use your email address details to send you newsletters keeping you up-to-date about news at our studios, our classes and offers that we think might interest you.

When Do We Collect Your Personal Data?

When you:

Visit our website, call us
Create an account with us
Book, amend or cancel a class
Buy products and services
Engage with us on social media
Recommend a friend
Enter Challenges, Prize Draws or competitions
Complete a survey that we send yo
Comment on or review our services
Fill in any forms. For example, if an accident happens in the tudio or you make an enquiry via the contact us section of our website

We may collect data from publicly available sources when you have given your consent to share information or where the information is made public as a matter of law.

When you use the studios, which may have CCTV systems operated for the security and safety of both customers and employees. These systems may record you during your visit.

What Sort of Personal Data Do We Collect?

If you have an account with us: your name, gender, date of birth, billing/home address, email and telephone numbers (home and mobile), nominated emergency contact details, etc.

For your security, we’ll also keep an encrypted record of your login password.

Details of your interactions with us through our website. For example, we collect notes from our conversations with you, details of any comments you make, details of purchases you made classes attended, and how and when you contact us.

Details of your visits to our website, which site you came from to ours.

Information gathered by the use of cookies in your web browser. For example, your IP Address, which is a string of numbers unique to your computer that is recorded by our web server when you request a page on the website – this is used to monitor your use of the Website. Learn more about how we use cookies and similar technologies to recognize your preferred settings and to save you time re-entering information on return visits to the website.

Personal details which help us to recommend services of interest. We’ll only ask for and use your personal data collected for recommending items of interest and to tailor your experience with us. Of course, it’s always your choice whether you share such details with us.

Payment card information.

Your comments and service reviews.

Your image may be recorded on CCTV when you visit the studios.

To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.

Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.

How and Why Do We Use Your Personal Data?

We want to give you the best possible customer experience at Pilates By Molly. One way to achieve that is to get to know who you are by combining the data we have about you. We then use this to offer you promotions, products and services that are most likely to interest you.

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service to you. Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section, below.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services that you’ve asked for. For example, if you’ve asked us to tell you which membership is best for you or expect to hear about new offers then we can’t do that if you’ve withdrawn use of your personal data for marketing purposes.

Here’s How Pilates By Molly Will Use Your Personal Data

To process any orders that you make when using our website. If we don’t collect your personal data at the checkout then we won’t be able to process your order and comply with our legal obligations.

To respond to your queries, refund requests and complaints. Handling the information you sent us enables us to respond. We may also keep a record to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this to meet our contractual obligations to you, our legal obligations and in our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.

To protect our business and your account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We’ll do this as part of our legitimate interest. For example, by checking your password when you sign-in and using automated monitoring of IP addresses to identify possible fraudulent logins from unexpected locations.

To protect our customers, premises, assets, contractors and employees from crime, we may choose to operate CCTV systems in the studios which record images for security. If we do this, it will be on the basis of our legitimate business interests.

To process payments and to prevent fraudulent transactions. We do this on the basis of our legitimate business interests. This also helps to protect our customers from fraud. If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.

With your consent, we will use your personal data, preferences and details of your transactions to keep you informed by email, web, text, post and telephone about relevant services including tailored special offers, discounts, promotions, events, competitions and so on. Of course, you are free to opt out of hearing from us by any of these channels at any time.

To send you communications required by law or which are necessary to inform you about our changes to the services we provide you (such as changes of instructor, class type, or studio opening hours). As a legal example, updates to this Privacy Policy or our general Terms of Use need to be communicated. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

To display the most interesting content to you on our website or socail media platforms, we may choose to use data we hold about your favourite location, classes, and so on. We do so on the basis of your consent to receive notifications and / or for our website to place cookies or similar technology on your device. For example, we might offer you recommendations based on your purchase history and any other data you’ve shared with us.

To develop, test and improve the systems and services we provide to you. We’ll do this on the basis of our legitimate business interests. For example, we’ll record your browser’s Session ID to help us understand more when you leave us online feedback about any problems you’re having.

To comply with our contractual or legal obligations to share data with law enforcement. For example, when a court order is submitted to share data with law enforcement agencies or a court of law.

To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our classes more relevant to you and help us monitor instructor quality. Of course, you are free to opt out of receiving these requests from us at any time.

To build a better picture of who you are and what you like, and to inform our business decisions, we’ll combine data captured at Pilates By Molly ‘What Sort of Personal Data do we collect?’ We will do this on the basis of our legitimate business interest.

To process your class booking/appointment requests. Sometimes, we’ll need to share your details with a third party who is providing a service (such as an instructor or another studio). We do so to organise the appointment with you. Without sharing your personal data, we’d be unable to fulfil your request.

How We Protect Your Personal Data

We know how much data security matters to all our customers. With this in mind, we will treat your data with the utmost care and take all appropriate steps to protect it. We secure access to all transactional areas of our websites and apps using ‘https’ technology.

Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured to ensure it is protected.

We regularly monitor our website for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

How Long Will We Keep Your Personal Data

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Some examples of customer data retention periods:

Transactional Orders
When you place an order, we’ll keep the personal data you give us for three years so we can comply with our legal and contractual obligations.