In addition to this policy we will provide you with “just in time” notices at the moment of data collection. If you have any queries about this Policy please contact us at firstname.lastname@example.org. A copy of this policy is available in our studios and on our website https://www.runwaypilates.com, when it is updated we will inform our clients.
Runway Pilates collects and processes personal data about our clients in order to provide the services that they use and to protect their security. We also process personal data so that we can operate our business, meet our contractual and legal obligations, keep our systems and studios safe and to carry out other tasks that are in our legitimate interests.
Runway Pilates Limited is the ‘data controller’ for the purposes of data protection law. This means that we determine both the purposes for which and the manner in which our client’s personal data is processed. In some cases, your data will be outsourced to a third-party processor this may be done because we have a legal reason to do so or because you have given your consent for us to do so. Where we outsource data to a third-party processor, they are subject to the same data protection standards as ourselves. A list of our third-party processors is available from the studio, they include MINDBODY, Frederick, Xero, Constant Contact and our accountants. We may also collect, match or acquire information about you from other organisations such as Google and Facebook.
We collect your personal information when you:
We clearly indicate whether providing certain information is mandatory or optional. If it is mandatory, we will explain the potential consequences of not providing the requested information.
INFORMATION WE COLLECT:
We collect and process information to create and manage your Runway Pilates account. This information includes:
Personal details: Name, date of birth, gender, email address, postal address, telephone number, health declaration, and (if applicable) generic medical information about injuries/mobility. b. Payment details: Credit or debit card information, bank account number, sort code, or other banking information. Please note that we do not store your bank or credit card details on our servers. When you sign up our software system, they securely handle this information for us. c. Usage records: Your class attendance and preferred classes. d. Preferences: Information about your interests and preferences when you share them with us. e. Contact history: Records of your interactions with us, such as phone calls or email communications. f. Membership/class pack details: Dates of payment owed and received, services used, and other relevant account information.
HOW WE USE THIS INFORMATION
We use your personal information to provide you with the services, products or information that you have requested, for administration purposes, to improve our website experience, and marketing. We may need to share your information with our service providers, associated organisations and agents for these purposes. We may use your information to:
- Allow you to monitor your studio usage in our members area
- Bill you for using our services
- Carry out research and statistical analysis and monitor how customers use our services
- Confirm your attendance to a class or session
- Contact you with offers or promotions based on the services you use or those we think will be of interest to you (unless you have chosen not to receive marketing messages)
- Keep you informed about our services especially matters that relate to your membership
- Prevent and detect fraud or other crimes
- Process your membership application
- Provide relevant services to you
- Respond to your questions or concerns
- Share photos on social media (permission will be asked before a picture is taken)
- Share studio event photos and client recognition photos with our staff (permission will be asked before pictures are taken)
- Share studio event photos on displays in our studios (permission will be asked before a picture is taken)
- Understand how you use our services so that we can develop relevant products
- Data Storage, Retention, and Security:
We store your information on our software systems and in the cloud as long as you remain an active Runway Pilates client. If you deactivate your account, we retain your client details in our dormant account files for reactivation purposes. You can request the deletion of your inactive account at any time. We will retain certain information for legal purposes, such as financial audit, anti-fraud, and money laundering regulations, for up to 6 years from the last activity on your account. During the first 6 years of inactivity, we may contact you about Runway Pilates services that may interest you unless you opt out of marketing communications.
We follow industry standards to protect your information, using ISO certified cloud services and applications, and employ appropriate administrative, technical, and physical safeguards to safeguard your data.
We respect your privacy rights and provide the following options:
- Access, rectify, or erase your Personal Data held by us. b. Restrict the processing of your data. c. Be notified about any rectification, erasure, or restrictions on your personal data. d. Data portability: Receive the data we hold on you electronically in a format that allows easy transfer to another data controller. e. Object to the processing of your Personal Data for direct marketing and profiling purposes. f. Not be subject to automated decision-making based on your data.
If you wish to access or amend any Personal Data we hold about you, or to request that we delete any information about you that we have obtained from an Integrated Service, you may contact us via the email@example.com email address. At your request, we will have any reference to you deleted or blocked in our database.
You may rectify, update, correct, or delete your Account and or Account information and preferences at any time by accessing your Account settings page on the website, visiting a studio or contacting us at firstname.lastname@example.org. Please note that while any changes you make will be reflected in active user databases instantly or within 30 days, information may be retained in backup systems for archiving, prevention of fraud and abuse, analytics, and satisfaction of legal obligations. We will only do this where we have a legitimate reason to do so.
You may decline to share certain Personal Data with us, in which case we may not be able to provide to you some of the features and functionality of the Service.
You may object to our processing your Personal Data for direct marketing and profiling purposes where you believe you have legitimate grounds. However, we may still be required to process it because of an applicable law.
When you ask us to remove data (right of erasure), we will respond to your request within 30 days. We will delete, amend or block access to any Personal Data that we store once we have verified that the request has come from you, unless we have a legal reason to retain such Personal Data. We reserve the right to retain a copy of such data for archiving purposes, or to defend our rights in litigation.
You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.
You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.
DO NOT TRACK (DNT)
The Runway Pilates website does not respond to DNT signals.
MARKETING AND COMMUNICATIONS
Runway Pilates will only send you information that relates to your membership and things you have indicated that you are interested in. We will not share your data with any third parties for marketing purposes. We have clear “opt in” buttons so that you can agree how you want to receive marketing and other messages from us. These are clearly indicated on our data gathering forms and website. Every marketing email we send has an opt out at the bottom of it. You can also choose to opt out of all marketing emails or update your marketing preferences at any time by emailing email@example.com.
If you cancel your membership with Runway Pilates, we may send you information that we think will be of interest to you for the first 12 months. If you are no longer a member and do not wish to receive marketing information from us please contact firstname.lastname@example.org.
Please be aware that if you opt-out of receiving commercial emails from us or otherwise modify the nature or frequency of promotional communications you receive from us; it may take up to 10 business days for us to process your request.
Even after you opt-out from receiving commercial messages from us, you will continue to receive administrative messages from us regarding our services.
We will not share any Personal Data with third-parties for their direct marketing purposes. If our practices change, we will do so in accordance with applicable laws and will notify you in advance.
The Services we provide may contain features or links to websites and services provided by third parties. Any information you provide on third-party sites or services is provided directly to the operators of such services and is subject to those operators’ policies, if any, governing privacy and security, even if accessed through the Service. We are not responsible for the content or privacy and security practices and policies of third-party sites or services to which links or access are provided through the Service. We encourage you to learn about third parties’ privacy and security policies before providing them with information.
- Third-Party Tracking and Cookies:
Our services are not directed to minors under the age of 18, and we do not routinely collect data from persons under 18. If a parent engages us to support a person under 18, a separate account is created for safety reasons. Parents or guardians can request the deletion of a child’s Personal Data from our systems. Please note that if a minor creates an account on our software systems, we do not have control over this. If you are a parent or guardian and discover that your child under 18 years of age has obtained an Account on the Service, then you may alert us at email@example.com and request that we delete that child’s Personal Data from our systems.
DISCLOSURE TO OUTSIDE PARTIES:
We may share your information with service providers, agents, and associated organisations for servicing your membership and communication purposes. Additionally, we may share information with law enforcement or regulatory authorities when required by law or to protect our rights or customers’ interests.
We will release information if it’s reasonable for the purpose of protecting us against fraud, defending our rights or property, or to protect the interests of our customers.
If we are reorganised or sold to another organisation, we may transfer any personal information we hold about you to that organisation. We will inform you if we do.
SUBJECT ACCESS REQUEST
You have a right to make a ‘subject access request’ to gain access to personal information that we hold about you. If you make such a request, and we hold information about you, we will:
- Give you a description of the information we have.
- Tell you why we are holding and processing it, and how long we will keep it for.
- Explain where we got it from, if not from you.
- Tell you who it has been, or will be, shared with.
- Let you know whether any automated decision-making is being applied to the data, and any consequences of this.
- Give you a copy of the information in an intelligible form.
You have the right to have this information transmitted electronically to another organisation.
If you have any concerns about our collection and use of personal information, please contact us at the provided email address. You can also make a complaint to the Information Commissioner’s Office.