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Privacy Policy 

Last updated:03/09/2026​

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, including providing health information as part of the booking process.

  • Complete a health questionnaire or PAR-Q through Google Forms. Some existing client records were collected using Google Forms before the health screening process was moved to Bookwhen. 

  • Contact me by email, telephone or social media.

  • Attend classes or private sessions.

  • Provide information directly to me in relation to your participation in Pilates.

How Your Data Is Stored

​Booking, attendance and health information provided through the Bookwhen booking system is stored within Bookwhen.

Some existing health questionnaires and client records are stored within my Google Workspace account and Google Drive. These records were collected through Google Forms before the health screening process was moved to Bookwhen. Access to these records is restricted to Release Pilates.

Existing client health records will be recorded and held on Bookwhen when you next book a class through the Bookwhen system. Once your information has been transferred, the corresponding Google Form record will be securely deleted.

I will continue to retain existing records only for as long as necessary for the purposes described in this Privacy Policy and will securely delete them when they are no longer required.

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 for managing bookings and storing booking and health information, and Google Workspace for storing existing client records collected through Google Forms.

  • Where required by law.

  • In the event of a medical emergency.

  • Where you have given your explicit consent.

Bookwhen and Google process information in accordance with their own privacy and security practices and applicable data protection legislation.

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 and new health information are managed through Bookwhen.

Some existing health questionnaires and client records are stored using Google Forms and Google Workspace/Google Drive. These records were collected before the health screening process was moved to Bookwhen.

Bookwhen and Google 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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