JANE THOMAS PILATES
PERSONAL DATA AND PRIVACY POLICY

1. 1 Personal/contact information: names, gender, contact (telephone, email, address, and dates of birth), as well as specific health details directly related to Pilates participants. These details are supplied to us by a participant on a pre-exercise health questionnaire that all participants must complete for our insurance purposes, prior to exercising with us. The data on this questionnaire is held securely for as long as a participant remains with us.
2. 2 Newsletter: our weekly Newsletter is sent to anyone who actively subscribes to it by entering their email address and name in a signup box on our website. The Newsletter mailing list of names and email addresses is maintained on AWeber. As subscribers sign up to the Newsletter themselves through our website signup box, this ensures that subscribers have knowingly opted in to receive the Newsletter. We do not add subscribers ourselves, and we do not pass subscribers’ email details to any third party.
3. 3 Payment information: if participants join our Monthly Payment Plan we process details of their chosen payment card onto our banking system (Worldpay). Once these card details are entered into the system we shred and delete any paperwork containing participants’ details. Also, once card details are entered onto our banking system we can no longer see those details.

• ◆ Necessary for the performance of our Pilates classes and sessions with our participants: and/or
• ◆ Necessary for the purposes of Jane Thomas Pilates’ legitimate interests, namely to fulfil its function as a fitness and health organisation in accordance with applicable law and regulations and to conduct and manage our relationship with specific individuals. Where we use your personal data for Jane Thomas Pilates’ legitimate interests, we make sure that we take into account any potential impact that such use may have on you. If we believe your interests or fundamental rights and freedoms override our legitimate interests then we will not use your personal data on this basis and may seek your specific consent, and/or
• ◆ Necessary for compliance with its legal obligations.

• ◆ RIGHT TO INFORMATION AND ACCESS — You have the right to request access to the information that we hold about you. In accordance with data protection laws, participants also have the right to receive a copy of any information we hold about them. On request, Jane Thomas Pilates will provide participants with copies of their personal data in a convenient format. Where technically feasible, Jane Thomas Pilates will also meet any participant’s request to transfer their data to a third party.
• ◆ RECTIFICATION, ERASURE, AND RESTRICTION — You have the right to ask us to limit or cease processing or erase information we hold about you in certain circumstances. In responding to such requests, Jane Thomas Pilates will communicate to the individual concerned the impact of such restrictions or deletions, for example, on Jane Thomas Pilates’s ability to teach Pilates classes on their behalf. Jane Thomas Pilates takes reasonable steps to ensure that the personal data it holds about you is accurate and up-to-date and we will comply with any requests to rectify any inaccurate data we may hold about you. Requests for access to information regarding personal and financial information should be made in writing to Jane Thomas Pilates, 9 Great Central Road, Loughborough LE11 1RW, or via email to office @ janethomaspilates.co.uk, or by phone 07778019765.
• ◆ RIGHT TO OBJECT — You have the right to object to Jane Thomas Pilates using your information on the basis of its legitimate interests and the right to ask us not to process your personal data where relevant (see “What do we do with your personal data?” section above).

1. 1 OTHER HEALTH PROFESSIONALS — with your express permission Jane Thomas Pilates will share relevant personal data with other health professionals, intended solely for your benefit.
2. 2 SERVICE PROVIDERS AND SUPPLIERS — Jane Thomas Pilates may employ:
• ◆ external IT consultants to provide support and development services in relation to Jane Thomas Pilates’ systems and databases. These consultants may from time to time need to access information which may contain personal data for the purposes of systems testing and development.
• ◆ third party providers to facilitate certain communications on its behalf, such as mail-outs providing notices of company meetings and elections, which requires them to access contact data. All such third parties are vetted by Jane Thomas Pilates to ensure they provide adequate levels of security when processing data.
3. 3 GENERAL — In some circumstances, Jane Thomas Pilates may need to share your personal data where necessary with other third parties (including legal or other advisors, regulatory authorities, courts and government agencies) to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.