Privacy Policy

Last Updated 31/05/2025

1. WHO WE ARE

This Privacy Policy explains how The Pilates Studio Lichfield Limited (“we”, “us”, or “our”) collects, uses, stores, and protects your personal data when you engage with us - whether by using our website https://www.thepilatesstudio-lichfield.com, attending our classes, or communicating with us.

We are the Data Controller for your personal information, meaning we decide how and why your data is processed. We are registered in the UK at:

The Pilates Studio Lichfield Limited

Apartment 2 City Point, Swan Road

Lichfield WS13 6QZ, England

Email: admin@thepilatesstudio-lichfield.com

2. WHAT DATA WE COLLECT

We may collect the following personal data when you interact with us:

- Name, email address, and phone number

- Billing or postal address

- Booking history and account preferences

- Payment data (processed securely by Glofox)

- Marketing preferences

- IP address, browser type, and device details (via Squarespace)

We do not knowingly collect data from children under 18. Our services are strictly for adults.

3. HOW WE COLLECT YOUR DATA

We collect personal data when you:

- Create an account or make a booking through Glofox

- Contact us via our website or social media

- Subscribe to our marketing emails

- Interact with our website or advertising (e.g. Facebook/Instagram Ads)

- Purchase services or packages

Some information is also collected automatically through our website (e.g. IP address and usage data).

4. LEGAL BASES FOR PROCESSING

Under UK GDPR, we only process your data when we have a valid legal basis:

- Consent - for marketing communications (you can withdraw at any time)

- Contract - to provide services or respond to your requests

- Legal obligation - e.g. HMRC compliance

- Legitimate interests – to manage and grow our business (e.g. improve our services or run ads)

5. HOW WE USE YOUR DATA

We may use your information to:

- Manage bookings, memberships, and class attendance

- Process payments and generate invoices

- Send service updates, reminders, or newsletters

- Provide customer support

- Improve our services, website, and marketing

- Comply with legal obligations

6. SHARING YOUR DATA

We never sell your data. However, we may share your information with trusted third parties that help us deliver our services. These include:

Partner | Purpose

Glofox | Class bookings, payments, account data

Xero | Invoice and financial record keeping

Meta (Facebook/Instagram) | Advertising

Squarespace | Website hosting and analytics, Email marketing

All third-party processors are under strict data protection agreements.

7. COOKIES & TRACKING

Our website is hosted by Squarespace, which may use cookies and similar tracking technologies for:

- Website analytics and performance monitoring

- Security and fraud prevention

- Remembering user preferences

⚠️ We currently do not use a cookie banner, but may introduce one in the future to offer clearer choices. If you'd like to restrict cookies, you can adjust your browser settings.

8. HOW LONG WE KEEP YOUR DATA

We retain your data only as long as necessary:

- Customer accounts: retained indefinitely unless deletion is requested

- Financial records: retained for 6 years (legal obligation)

- Marketing subscribers: retained until you unsubscribe or withdraw consent

Once data is no longer needed, it will be securely deleted or anonymised.

9. HOW WE PROTECT YOUR DATA

We use reasonable organisational and technical safeguards to protect your data, including:

- Secure user access and encryption through Glofox

- Regular website maintenance

- Controlled staff access to systems

However, no system is completely secure. Please use secure devices and avoid sharing login details.

10. YOUR RIGHTS

Under UK data protection law, you have the right to:

- Access the personal data we hold about you

- Request correction or deletion

- Restrict or object to processing

- Withdraw consent at any time (e.g. for marketing)

- Lodge a complaint with the ICO (Information Commissioner's Office)

To exercise these rights, please email us at admin@thepilatesstudio-lichfield.com. We aim to respond within 2 weeks.

11. MARKETING PREFERENCES

We only send you marketing messages with your consent. You can:

- Unsubscribe at any time using the link in our emails

- Email us directly to be removed from marketing lists

- Adjust your preferences via your Glofox account (if applicable)

Even if you unsubscribe, we may still contact you with essential service updates.

12. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. Updates will be posted on our website with a revised date. We recommend checking this page regularly.

13. CONTACT US

For questions, concerns, or to exercise your rights: