This Privacy Policy explains how Jules Hardman Pilates (“we”, “us”, “our”) collects, uses, stores and protects your personal information when you enrol as a client, book classes, make payments or use our website. We take your privacy — and the confidentiality of your health information in particular — very seriously.
This policy sits alongside our separate Cookie Policy, which explains the cookies and similar technologies used on our website, and our Terms & Conditions.
Who we are
Jules Hardman Pilates is the “data controller” responsible for your personal information. This means we decide how and why your information is used.
- Business: Jules Hardman Pilates
- Email: jules@juleshardmanpilates.co.uk
- Telephone: 07854 545466
If you have any questions about this policy or about how your information is handled, please contact Jules using the details above.
The information we collect
Information you give us
- Account and contact details — your name, address, telephone number(s), email address, sex, date of birth and, optionally, your occupation and interests.
- Emergency contact details — the name, telephone number and (optionally) email address of a person to contact in an emergency.
- Health and medical information — provided through our Client Enrolment Form (see the dedicated section below).
- Booking and attendance information — the classes you book, reschedule, cancel or attend, and any catch-up sessions you use.
- Payment information — the recurring card payment you set up for your membership. Your card details are entered directly with our payment provider, Stripe, and are not seen or stored by us (see “Payments” below).
- Correspondence — anything you tell us when you email, message or speak with us.
Information collected automatically
- Website and technical data — when you use our website we may collect your IP address, browser and device type, and pages viewed, through server logs and cookies.
- Analytics — where you consent to analytics cookies, we use Google Analytics to understand how our website is used so we can improve it. This is controlled through our cookie banner and explained in our Cookie Policy.
Health information (special category data)
Before starting classes you complete a Client Enrolment Form. Because Pilates is physical exercise, this form asks about your health so that sessions can be planned safely and adapted to you. The information it collects can include: heart or chest conditions; blood pressure; pregnancy and recent pregnancy (including due date and how a baby was delivered); dizziness, fainting and headaches; past surgery; conditions such as asthma, diabetes, epilepsy, arthritis, osteoporosis or hypermobility; back, neck and other joint problems; medication that may affect exercise; any other health details you choose to share; and your reasons and goals for taking up Pilates.
Under UK data protection law this is “special category” data and receives extra protection. We collect and use it only with your explicit consent, which you give through the declaration on the Enrolment Form, and solely for the purpose of teaching you safely. We treat it in the strictest confidence, store it securely, and restrict access to your teacher. You can withdraw your consent at any time by contacting us, although we may then be unable to continue teaching you safely.
If a specialist practitioner (such as your GP, physiotherapist, chiropractor or osteopath) has recommended Pilates to you, we will only contact them where you have specifically given us permission to do so on the Enrolment Form.
How and why we use your information
We use your information for the following purposes, each with a lawful basis under UK GDPR:
- To provide your classes and manage your membership — including bookings, catch-ups, attendance and your online account. Lawful basis: performance of our contract with you.
- To keep you safe during exercise — using the health information on your Enrolment Form. Lawful basis: explicit consent (and, for health data, the “explicit consent” condition for special category data).
- To take payment — setting up and collecting your recurring membership payment through Stripe. Lawful basis: performance of our contract.
- To meet our legal obligations — for example keeping financial and tax records. Lawful basis: legal obligation.
- To contact you about your classes — sending booking confirmations, cancellations, timetable changes and other messages needed to run your membership. Lawful basis: performance of our contract / legitimate interests.
- To send you optional updates about classes and Pilates activities — only where you have given consent. Lawful basis: consent (see “Marketing” below).
- To run, secure and improve our website and business — including analytics where you consent to it, and keeping our systems secure. Lawful basis: legitimate interests (and consent for analytics cookies).
Marketing
We will only send you marketing about classes and Pilates-related activities if you have agreed to receive it — for example by ticking the contact-consent box on your Enrolment Form. These messages are sent directly by Jules; we do not sell or pass your details to other organisations for their marketing. You can withdraw your consent and unsubscribe at any time by contacting us, and we will stop.
Who we share your information with
We do not sell your personal information. We share it only with trusted service providers who help us run our classes and website, and only as far as they need it. These currently include:
- Stripe — our payment provider, which securely processes your card payments.
- Our website and booking system — which stores your account, health form, bookings and attendance, hosted by our website hosting provider Krystal.
- Google Analytics — website usage analytics, where you consent to analytics cookies.
- CookieYes — which powers our cookie consent banner (see our Cookie Policy).
- UserWay — the accessibility widget on our website, which may process limited technical data to provide its features.
- Your medical practitioner — only where you have specifically given us permission on your Enrolment Form.
- Professional advisers and authorities — such as our accountant, or where we are required to share information by law.
Where these providers act on our behalf, they may only use your information as instructed and must keep it secure.
Payments
Membership payments are taken as a recurring card payment through Stripe, a leading global payment provider. When you set up or update your payment, your card details are entered directly with Stripe over a secure connection. We do not see or store your full card number — we only keep the information needed to identify your subscription and payment status. Stripe processes your payment data under its own privacy policy, available at stripe.com.
International transfers
Some of our providers (such as Stripe and Google) may process information on servers outside the UK. Where information is transferred outside the UK, we rely on providers that protect it using appropriate safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or an adequacy decision.
How long we keep your information
We keep your information only for as long as we need it. Your account, booking and health information is kept for as long as you are a member and for a reasonable period afterwards, so we can deal with any queries or insurance and liability matters. Financial records are kept for as long as required by law (currently six full tax years). We keep marketing consents until you withdraw them. [If you would like to set specific retention periods, we can state them here.]
How we protect your information
We use appropriate technical and organisational measures to keep your information secure — including secure, access-controlled systems, encrypted connections for payments, and limiting access to those who need it. No system can be guaranteed completely secure, but we take reasonable steps to protect your information against loss, misuse and unauthorised access.
Your rights
Under UK data protection law you have the right to:
- be informed about how your information is used;
- access a copy of the information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information in certain circumstances;
- ask us to restrict or object to how we use your information;
- ask us to transfer your information to another provider (data portability); and
- withdraw your consent at any time where we rely on consent.
To exercise any of these rights, please contact Jules using the details at the top of this page. We will respond within one month. There is normally no charge.
Cookies
Our website uses cookies and similar technologies. These are explained in full, including how to manage your choices, in our separate Cookie Policy.
Children
Our classes and website are intended for adults. We do not knowingly collect information from anyone under 18 without the involvement and consent of a parent or guardian. If you believe a child has provided us with information, please contact us and we will remove it.
Changes to this policy
We may update this policy from time to time. Any changes will be posted on this page, and the “last updated” date above will change. Please check back occasionally to stay informed.
Complaints
If you have a concern about how we handle your information, please contact us first so we can try to put it right.