Privacy and Cookies Policy

Privacy and cookies policy

Adaptive Pilates' privacy and cookies introduction

This Privacy Policy outlines how Adaptive Pilates ("we", “us”, "our" or "the Company") practices with respect to information collected by us. We at Adaptive Pilates want our customers to use our services in the confidence that we will take care of their data and keep it safe. We do everything within our powers to comply with GDPR 2018 (General Data Protection Regulations), UK Data Protection Act 2018, PECR (Privacy and Electronic Communications (EC Directive) Regulations 2003), and other good practices. 

Your personal information (meaning, any information which may potentially allow your identification with reasonable means; hereinafter "Personal Information"), such as name, contact email and telephone number will only be processed for legitimate interest for providing you with any of our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject.

We do, however, use a number of outside companies which will need to process your data in order to provide the services we offer. Any data you provide will be subject to the privacy policies of these external companies. Where such operation is necessary to provide you with our services, we have for your convenience, identified them and given links direct to their privacy policies. Please be aware before you click on the links that they are external companies over which we have no control.

We encourage our service Users (collectively: "Users") to carefully read the Privacy Policy and use it to make informed decisions. 

General Adaptive Pilates' services

We collect and use personal and none-personal data for the legitimate purpose of offering our services. Information is mainly kept in hard copy format, held in secure premises away from where the service is delivered. Where information is held digitally, we use industry-standard tools to keep our security software up to date, computer access systems safe and effect regular security scans to ensure this protection.

Personal data given to Adaptive Pilates via any communication platform (web, email, face to face, telephone), such as: name, contact details and overview of requirements, will be used to reply to that communication and kept for a year after the last communication. This period may be extended if the contact is a prospective client or becomes a client.

Information will also be collected and used from anything you voluntarily divulge at any of our meetings or via other methods of communication. Personal data will include, but not exclusively: your name, address, email, telephone number, relevant medical and physical history and the programs delivered to you to support achieving your goals. This information will be kept for up to seven years after your last contact with the company, which is for the legitimate interest of providing you with our services and in line with our insurance requirements.

Contractual information – clients are required to provide name, contact email, address and telephone number, along with relevant health information. This is collected for the legitimate interest of providing contracted safe and tailored services and is kept for seven years after your last Pilates session.

Website and Email

This part of the Privacy Policy outlines how Adaptive Pilates practices with respect to information collected from users who access our website: adaptivepilates.co.uk. ("Site"), or otherwise share personal information with us by email ("Email"): *@adaptivepilates.co.uk. When you use the Site or Email, you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy. Please be advised that 123-Reg is an external, third party company which both runs and controls data processing on our behalf for this Site (their website being https://123-reg.co.uk). Rather than duplicate their policy, please read: the GDPR compliance statement for 123-Reg here and read the use of cookies statement for 123-Reg here. 

Grounds for data collection 
Your personal information, such as name, contact email and telephone number will only be processed by the Company or its external providers working on its behalf, for the legitimate interest of providing you with any of our services, to protect our legitimate interests and for compliance with legal and financial regulatory obligations to which we are subject.

What type of information do we collect?
We collect two types of data and information from Users. 

The first type of information is “Non-personal Information” ie: un-identified and non-identifiable information pertaining to a User(s), which may be made available or gathered via your use of the Site. We are not aware of the identity of a User from which the Non-personal Information was collected. Non-personal Information is collected and aggregated on the usage and technical information transmitted by your device, in order for us to understand the usage of and therefore enhance the functionality and your experience of our Site. 

The second type of information is “Personal Information” which is individually identifiable information, namely information that identifies an individual or may with reasonable effort identify an individual. This is outlined in the relevant sections below.

What information do we process?
We believe in only collecting information that is necessary to offer our complete range of services. We do not rent, sell, or share Users’ information with third parties except as described in this Privacy Policy.

  • Contact form – where clients want to use online forms to make enquiries, we collect name and contact email and telephone number for the legitimate interest of answering that enquiry. This information will be kept up to one year after contact.
  • Blog alerts – where clients have opted in to receive alerts for new blogs we process name and email and may collect preferences in order to personalise what clients see. All emails will have an option to unsubscribe. This personal information will be used until an unsubscribe message is received and actioned. Clients may also receive emails regarding administrator information, for the legitimate interest of providing contractual information.
  • Research – clients may be sent surveys from third party sources which the Company has used as an outside resource. Information such as name, issue and email or telephone number may be passed onto third parties in order to carry out this activity with an explicit reason of getting feedback to improve our services. Information will be kept for the same period as for contractual information, unless clients ask for it to be removed earlier.
  • Analytics – information will be collected for statistical and analytical purposes, by Google Analytics. We also use a tool called “Google Analytics” to collect information about your use of the Site. Google Analytics collects information such as how often users access the Site, what pages they visit when they do so, etc. We use the information we get from Google Analytics only to improve our Site and services or improve our targeting and content. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this Site is restricted by the Google Privacy Policy. This may be either Non-personal or Personal information. Non-personal information may include certain software and hardware information (e.g. the type of browser and operating system your device uses, language preference, access time, etc.). We may also collect Personal information on your activity on the Site (e.g. pages viewed, online browsing, clicks, actions, etc.). Personal information may include:
  • Device Information: We collect Personal Information from your device. Such information includes geolocation data, IP address, unique identifiers (e.g. MAC address and UUID) and other information which relates to your activity through the Site.
  • Individual’s Information: We may collect your name, contact email and phone number in order to offer our services such as: registering your request for information, answering enquiries, sending you requested communications (eg opted-in blog alerts or emails regarding our services) or for legitimate contractual purposes.
Third parties we share data with
We do not pass on any of your data to any third party other than the legitimate interest of offering our services (or extended services), conducting research (in order to improve our services) or if required to disclose information to: (i) comply with any applicable law, regulation, legal process or governmental request; (ii) enforce our policies, terms and conditions, including investigations of potential violations thereof; (iii) investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues; (iv) to establish or exercise our rights to defend against legal claims; (v) prevent harm to the rights, property or safety of us, our users, yourself or any third party; or (vi) collaborate with law enforcement agencies and/or in case we find it necessary in order to enforce intellectual property or other legal rights.

In addition to the purposes listed in this Privacy Policy, we may share Personal Information with our trusted third party providers, who may be located outside the EEA. In such cases we will transfer your data only to such countries as approved by the European Commission as providing adequate level of data protection, or enter into legal agreements ensuring an adequate level of data protection.

This data may be collected for the following purposes.
  • Hosting and operating our Site;
  • Sending you service updates and information we believe to be helpful to your rehabilitation;
  • Providing you with marketing offers and promotional materials related to our Site and services; 
  • Storing and processing such information on our behalf; 
  • Performing valued customer research;
  • Collecting technical diagnostics or analytics.
How do we receive information about you?
We receive your Personal Information from various sources:
  • When you voluntarily provide us your personal details by filling in a form or register on our site;
  • When you use or access our Site or partner links in connection with your use of our services;
  • From third party providers, services and public registers (for example, traffic analytics vendors).
How you can access and update information
As laid down by GDPR you may request to: 
  1. Receive confirmation as to whether or not personal information concerning you is being processed, and access your stored personal information. 
  2. Receive a copy of personal information you directly volunteer to us in a structured, commonly used and machine-readable format. 
  3. Request rectification of your personal information that is in our control.
  4. Request erasure of your personal information.
  5. Object to the processing of personal information by us. 
  6. Request to restrict processing of your personal information by us.
  7. Lodge a complaint with a supervisory authority.
However, if you request we remove some or all information from our possession or the possession of our third party partners, it could affect our ability to provide you with our services. Please also note that these rights are not absolute, and may be subject to our own legitimate interests and regulatory requirements. 
If you wish to exercise any of the aforementioned rights, or receive more information, please contact our Data Protection Officer (“DPO”) using the details provided below:

Email: administrator@adaptivepilates.co.uk

How long do we keep your information for?
We will retain your personal information for as long as necessary to provide our services, and as necessary to comply with our legal obligations, resolve disputes, and enforce our policies. Under applicable regulations, we will keep records containing client personal data, communications and anything else as required by applicable laws and regulations. Retention periods will be determined taking into account the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable time. This period will not normally exceed seven years after your last session with us; information provided solely to reply to a general query may be kept for less time. We may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion or if reasonably requested to do so by you.

Third party collection of information
This privacy policy only addresses the use of our site and extends to the disclosure of information we collect from you. Different rules may apply should you disclose your information to third party sites. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to. 

How do we safeguard your information?
We take great care in implementing and maintaining the security of the Site and your information. 

We employ industry standard procedures and policies to ensure the safety of the information we collect and retain, and prevent unauthorized use of any such information, and we require any third party to comply with similar security requirements, in accordance with this Privacy Policy. Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorized access or abuse our Site, and we make no warranty, express, implied or otherwise, that we will prevent such access.

Marketing
If you have opted in to our service, we may use your Personal Information (name and email) to keep you informed of promotions or information about our services. This information may be used by ourselves or by our third party subcontractors.

Out of respect to your right to privacy we provide you within such marketing materials the means to decline receiving further marketing offers from us. If you unsubscribe we will remove your email address or telephone number from our marketing distribution lists at the first available opportunity, although this may mean you receive communications for a short while. 

Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you important e-mail communications regarding customer service announcements or administrative notices.

Corporate transaction
We may share information in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation or asset sale). In the event of the above, the transferee or acquiring company will assume the rights and obligations as described in this Privacy Policy.

Minors
We understand the importance of protecting children’s privacy, especially in an online environment. The Site is not designed for or directed at children. Under no circumstances shall we allow use of our services by minors without prior consent or authorization by a parent or legal guardian. We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should email us at: administrator@adaptivepilates.co.uk.

Cookies

We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services. 

A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help compile statistical data on your use of our Services. 

The Site uses the following types of cookies:
a. 'session cookies' which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; 
b. 'persistent cookies' which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; 
c. 'third party cookies' which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyse our web access.

Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.

Updates or amendments to this Privacy Policy

We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section below. Your continued use of the Platform, following such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.

How to contact us
If you have any general questions about the Site or the information we collect about you and how we use it, you can contact us at Email: administrator@adaptivepilates.co.uk

©Copyright Adaptive Pilates®

Last Modified: 4 March 2019
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