Privacy Policy

INTRODUCTION
Motion Lab Pilates is a small independent Pilates studio based in Guildford, Surrey.  As part of our compliance with the General Data Protection Regulation (GDPR) we have set out our privacy policy in this document to specify our commitment to our clients and users of our services about how we collect, process and protect personal data that is supplied to us with their permission.

The GDPR seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

Any personal data that is collected when you register to participate in one of our classes, contact us via our website or use our online services is only used by us for essential communication appropriate to us performing our contractual obligation to you as a Pilates studio.  As part of our service, we may employ appropriate direct marketing activities from time to time such as sending out a newsletter which is designed to enhance your experience and the services we offer. We do not share your data with third parties at any time.

In this document Motion Lab sets out its privacy policy and explains how it secures and uses personal data appropriate to its business practices.

HOW WE COLLECT YOUR DATA
At the point of registration, Motion Lab collects your name, email address and other relevant personal data such as phone number, postal address, emergency contact, referral type, date of birth and only relevant medical and musculoskeletal history in order to carry out basic communication, fulfill bookings, give you the best service and to safeguard your health and wellbeing to ensure classes are appropriate to you.

At the studio, your personal data is used only for essential communication about your bookings, purchases, reminders and class changes and in the case of class cancellations and emergencies.

Clients are invoiced for services and payments are received by direct bank transfer only. In the event of a refund, Motion Lab will return funds securely via HSBC bank transfer or Paypal to the account provided by the client. These details are kept securely on file as a payee via the encrypted HSBC banking online banking service or via the secure Paypal service. 

Using online bank transfers means that our and the customer’s information is securely transmitted throughout the entire payment process.

Ensuring the security and integrity of information through existing channels. 

The Health Declaration form we ask clients to complete when they first register with Motion Lab, available in a paper format, is required by our insurance company and provides essential information required to work within our professional and studio guidelines. We are required by law to keep client records for seven years after last visit. These records are kept in a locked file at the studio or secure online via Icloud when not in use by the client’s teacher and are only seen by personnel who have direct dealings with the client’s programme or bookings.

HOW WE USE YOUR DATA
We use email, SMS (text) or whatsap as the primary form of communication with you if you are an existing customer. We may also periodically send general email newsletters dassipilates@gmail.com about products and services we offer to both existing and previous customers, or those who have directly enquired about our services. You have the right to opt out of these at any time.

We may use your information for the following purposes:

• in the normal course of our business, to allow us to register you to provide our services;
• to allow us to manage your class bookings on the basis that processing is necessary in order to perform our contract with you to provide our services;
• to validate your information to check that the data we hold about our customers is accurate, consistent and up to date on the basis that processing is necessary in order to perform our contract with you to provide our services;
• to comply with any legal obligations to which we are subject
• to periodically check that the personal data we store for you is accurate
• 
  

HOW WE SHARE YOUR DATA
We will never disclose, rent, trade or sell your personal data to any third parties for their marketing or mailing purposes.

HOW WE PROTECT YOUR DATA
We do not share your information with any third party. If you are under the care of another practitioner, be that a doctor or other healthcare professional or complementary therapist we will ask that you pass on any relevant information, rather than us speaking to them directly, unless both parties have your express permission.

We will treat all of your information in strict confidence and we will endeavor to take all reasonable steps to keep your personal information secure once it has been transferred to our systems. We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information, and data stored on our IT systems, the website and associated databases.

YOUR RIGHT TO OPT-OUT OF DIRECT MARKETING AND PROMOTIONS
We provide an opt-out for marketing emails and invite prospective customers to opt-in for our newsletters and information in a secure form on our website and during the registration process. At any time you are able to opt out of these communications if you don’t wish to be kept updated.