Privacy Policy 

Nikki Horner Pilates is committed to protecting your privacy and being transparent about how we process your personal information. This document describes what data we collect, why we collect it, how we use it, how we keep it secure, and the conditions under which we share it. It also outlines your rights under the UK General Data Protection Regulation 2016 and the Data Protection Act 2018. 

How we collect personal information about you

• When you complete your Client Enrolment Form
• When you subsequently communicate information (in person or in writing) to a member of staff.
• When you opt-in to receive our e-newsletter.

The types of information we collect

• Personal details such as your name, address, date of birth and contact details
• Your health conditions
• Details of a third party who you have nominated as your Emergency Contact.

We collect, store and use this information in order to:

• ensure your safety and suitability for our classes
• contact you about our classes or sessions
• contact your designated third person in Case of Emergency
• send you our e-newsletter (only if you have given your consent to do so) 
• meet our statutory duties
• meet financial, insurance or auditing requirements

Storing your Information

Your data is stored on our online, confidential and secure client database Wellness Living. https://discover.wellnessliving.com/. 

We also hold and use paper registration forms to monitor your health and progress. These are stored in a locked filing cabinet and transported between classes in a locked briefcase.

We will only retain information for as long as contractually and legally necessary. Health information is held for five years.  Financial information is held for seven years.

Sharing your Information

Teachers and other staff members of Nikki Horner Pilates  (e.g. finance staff) have full access to our client database. Third parties who may have access to some of your data are:

• WellnessLiving, the providers of our client database.
• Contracted admin staff.

We limit access to your personal data to those who have a legitimate interest in doing so – e.g. for IT maintenance of our database. Those accessing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We will ensure that anyone to whom we pass your details for this reason are legally bound to treat it with the same level of protection we are obliged to provide.

Your rights

The UK GDPR and Data Protection Act 2018 grants you certain rights regarding your personal information and the way in which it is processed. This gives you more control over what organisations are doing with your information. These include the right to:

• Ask us for confirmation of what personal information we hold about you, and to request a copy of that information. 
• Request that we delete the personal information we hold about you, as far as we are legally required to do so.
• Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
• To request a copy of your personal data please contact our Data Protection Lead, using the details at the end of this policy. 

Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns

How to contact us

Please contact nikki@nikkihornerpilates.co.uk if you have any questions about this privacy notice or our collection, use and processing of your personal data.