Privacy Policy

Effective Date: 19/03/2025

1. Introduction
Welcome to Thrive Pilates Frome ("we," "our," "us"). We are committed to protecting your privacy and ensuring that your personal data is handled securely and in compliance with UK General Data Protection Regulation (UK GDPR). This Privacy Policy outlines how we collect, use, and retain your personal data.

2. Data Controller
Thrive Pilates Frome is the data controller responsible for your personal data. If you have any questions about this policy or how we handle your data, please contact us at:

Email: thrivepilatesfrome@gmail.com
Phone: 07349710427
Website: www.thrivepilatesfrome.co.uk

3. Data We Collect
We collect and process the following personal data to provide our services:

Contact Information: When you contact us via our website or email, we collect your name, email address, and any other information you choose to provide. This allows us to respond to your enquiries and provide relevant information (¹ Contractual necessity & ³ Legitimate interest).

Booking and Attendance Records: When you book classes or appointments through our booking system, TeamUp, we collect your name, date of birth, address, email address, phone number, and emergency contact details. This information is necessary for managing your bookings, attendance, and ensuring your safety during sessions (¹ Contractual necessity & ³ Legitimate interest).

Client Enrolment Information: As part of our client enrolment process, we collect details such as your occupation, hobbies, sports activities, previous Pilates experience, health and medical history (see further details below), and fitness goals. This helps us assess your fitness levels and tailor our classes to meet your specific needs (³ Legitimate interest).

Health and Medical Data: We collect health and medical information, including details about heart conditions, pregnancy, childbirth history, headaches, dizziness, blood pressure issues, surgeries, chronic conditions (such as asthma, diabetes, epilepsy, arthritis, osteoporosis, and osteopenia), joint and bone issues, back or neck pain, restricted movement, hypermobility, painful movements, medications affecting exercise, and any recommendations from healthcare professionals. This ensures that we can provide safe and effective sessions adapted to your individual requirements (³ Legitimate interest).

4. How We Use Your Data
We collect your personal data to:

Provide and manage our Pilates classes and private sessions (¹ Contractual necessity)
Ensure that we can safely offer exercise programs tailored to your needs (³ Legitimate interest)
Maintain booking records and attendance logs (³ Legitimate interest)
Comply with legal, tax, and regulatory obligations (² Legal obligation)
Comply with the conditions set by our insurance provider to defend against potential professional indemnity claims (³ Legitimate interest)

5. Legal Basis for Processing
Under UK GDPR, we process your data based on the following legal grounds:

¹ Contractual necessity – To provide our services as agreed upon when you book a class or session.
² Legal obligation – To comply with legal and regulatory requirements.
³ Legitimate interests – To maintain our business operations, ensure client safety, record attendance, and retain data for insurance and legal defence purposes.

6. Data Sharing
We will not sell, rent, or trade your personal data to third parties. However, we may share your data with:

TeamUp (our booking platform provider) to facilitate bookings and record attendance.
GoCardless for processing recurring payments.
Stripe for processing one-off payments.
Regulatory authorities if required by law (e.g., tax or legal obligations).

If you set up and manage your own account with TeamUp independently, your data will be processed according to TeamUp’s own privacy policy. Similarly, if you have concerns about how your payment details are handled, we recommend reviewing GoCardless and Stripe’s privacy policies.

7. Data Security
We take appropriate security measures to protect your data against unauthorised access, alteration, disclosure, or destruction. Our booking system, TeamUp, and our payment processors, GoCardless and Stripe, have their own security measures to safeguard your information.

8. Your Rights Under UK GDPR
You have the following rights concerning your personal data:

Right to access – Request a copy of your personal data.
Right to rectification – Request correction of inaccurate or incomplete data.
Right to erasure – Request deletion of your data where legally applicable. However, we may not be able to comply with such requests in full if certain data must be retained to meet legal or insurance obligations.
Right to restriction of processing – Request to limit how we use your data.
Right to data portability – Request to transfer your data to another provider.
Right to object – Object to data processing based on legitimate interests.
Right to withdraw consent – Withdraw consent for processing where applicable. Withdrawing consent may affect our ability to provide services, but it does not affect the lawfulness of data processing carried out before consent was withdrawn.

To exercise these rights, please contact us at thrivepilatesfrome@gmail.com. We may need to verify your identity before processing requests. We will usually not charge for this, however if a request is clearly unfounded, repetitive, or excessive, we may charge a fee or refuse to comply with the request.

9. Data Retention

Booking and attendance records are retained for seven (7) years from the last date of activity.
All other client information collected through TeamUp, including health data, is retained for seven (7) years from the last date of activity.
Once data retention periods expire, we securely delete or anonymize the data.

10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page, and where appropriate, we will notify you via email.

11. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact:

Email: thrivepilatesfrome@gmail.com
Phone: 07349710427
Website: www.thrivepilatesfrome.co.uk