Privacy Policy

Pilates with Louise INFORMATION ABOUT MY 2018 PRIVACY NOTICE

(Why we collect your personal data and what we do with it) 

When you supply your personal details to Pilates with Louise they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the NEW 2018 General Data Protection Regulation – ie the new law):

1. To collect personal information about your health in order to provide you with the best possible treatment and care in my Pilates classes. Your requesting to  join my Pilates classes, video monthly subscription or pelvic floor rehab and my agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that I would not be able to provide treatment or classes as would not be able to fulfill our legal requirements.  

2. I have a “Legitimate Interest” in collecting that information, because without it I couldn’t do my job effectively and safely. 

3. I also think that it is important that I can contact you in order to confirm your appointments, class terms and communicate with you  or to update you on matters related to your care or classes. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest. 

4. Provided I have your consent, I will  send you general health information in the form of articles, advice or newsletters and in addition to any new services that I may be launching. You may withdraw this consent at any time – just let me know by any convenient method. 

Please note, we have a legal obligation to retain your records for 8 years after your most recent class (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date. 

Your records are stored*

• On paper, in secure filing cabinets, and the room is always locked. 
• Electronically (“in the cloud”).   I only use secure providers who have given me their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly.   Please note that we use TLS to encrypt and protect email traffic. If your server does not support TLS, you should be aware that any emails sent to us may not be protected in transit. (gmail and hotmail accounts both do this but please check with your provider if you are unsure)
• On my office computer. This is password-protected, encrypted, backed up regularly, and the office are locked and alarmed out of working hours. 

I will never share your data with anyone who does not need access without your written consent.  Only the following people/agencies will have access to your data: 

• The rehabilitation software provider for Physiotec programs if required.
• Your Class Instructors (In the event I have to arrange class cover) in order that they can provide you with Pilates classes

From time to time, I may have to employ consultants to perform tasks which might give them access to your personal data. I will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement. 

You have the right to see what personal data of yours I hold, and you can also ask me to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask me to erase your records.   I want you to be absolutely confident that I am treating your personal data responsibly, and that I am doing everything I can to make sure that the only people who can access that data have a genuine need to do so. 

Of course, if you feel that I am mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the jargon as the “Data Controller”. Here are the details you need for that:  Louise Arnold, Pilates with Louise, pilateswithlouise@gmail.com,  07766 807184 33 St Lukes Close, Spratton, Northamptonshire NN6 8HS. If you are not satisfied with my

response, then you have the right to raise the matter with the Information Commissioner’s Office.