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Privacy Policy 

Last updated: 24/07/2026​

This Privacy Policy explains how Release Pilates ("I", "me", "my") collects, uses, stores and protects your personal information when you book or attend Pilates classes.

I am committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Personal Data I Collect

When you book a class or contact me, I may collect the following personal information:

  • Name

  • Email address

  • Telephone number

  • Emergency contact details

  • Health and medical information relevant to safe participation in Pilates

  • Pregnancy status (where applicable)

  • Booking and attendance records

  • Any other information you choose to provide

How Your Data Is Collected

Your personal information may be collected when you:

  • Book classes through the Bookwhen booking system.

  • Complete a Physical Activity Readiness Questionnaire (PAR-Q) via Google Forms.

  • Contact me by email, telephone or social media.

  • Attend classes or private sessions.

How Your Data Is Stored

Booking information is securely stored within the Bookwhen booking system.

PAR-Q responses are collected via Google Forms within my Google Workspace account and are securely stored on Google Drive. Access to these records is restricted to Release Pilates only.

Reasonable technical and organisational measures are taken to protect your personal data. However, no online system can be guaranteed to be completely secure.

Lawful Basis for Processing

Your personal data is processed under one or more of the following lawful bases:

  • Contract – to manage your bookings, payments and attendance.

  • Consent – for collecting and processing special category data, including health information.

  • Legitimate Interests – to provide safe and appropriate Pilates instruction and manage my business effectively.

  • Legal Obligation – where required by law.

How Your Data Is Used

Your personal information is used to:

  • Manage class and private session bookings.

  • Process payments and maintain booking records.

  • Assess your suitability for exercise.

  • Deliver safe and appropriate Pilates instruction.

  • Contact you regarding bookings, timetable changes or important safety information.

  • Maintain professional and insurance records.

  • Comply with legal and regulatory obligations.

Your personal data will never be sold to third parties and will not be used for marketing without your consent.

Sharing Your Information

Your personal data will only be shared where necessary:

  • With trusted service providers, including Bookwhen (to manage bookings) and Google Workspace (to collect and securely store health questionnaires).

  • Where required by law.

  • In the event of a medical emergency.

  • Where you have given your explicit consent.

Both Bookwhen and Google maintain their own privacy and security practices in accordance with applicable data protection laws.

Data Retention

Your personal information is retained only for as long as necessary.

  • Booking records are retained for accounting and business purposes.

  • Health questionnaires and client records are retained for the duration of our working relationship and for up to 12 months after your final class, unless a longer retention period is required by law or for insurance purposes.

When your information is no longer required, it will be securely deleted.

Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data.

  • Request correction of inaccurate or incomplete information.

  • Request deletion of your personal data where legally applicable.

  • Restrict or object to certain processing.

  • Withdraw your consent at any time where processing relies on consent.

  • Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.

Third-Party Services

Bookings are managed through Bookwhen, and health questionnaires are collected using Google Forms within Google Workspace. These providers process your information in accordance with their own privacy policies and applicable data protection legislation.

Contact Details

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:

Elise
Release Pilates
Email: hello@releasepilates.co.uk

Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in legal requirements or business practices. The most recent version will always be available on the Release Pilates website and through Bookwhen where applicable.

Consent

By booking classes through Bookwhen, completing a PAR-Q via Google Forms, or otherwise providing your personal information to Release Pilates, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your personal data, including health information where applicable, as described in this policy.

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