Physio Led Pilates is fully committed to safeguarding your personal information by respecting and protecting your privacy. We understand that your personal information is entrusted to us and fully appreciate the importance of protecting this data and your confidentiality.
This policy explains when and why we collect personal information about you, how we use it, the conditions when we may disclose it to others and how we keep it secure. Please read this very carefully. By providing us with the following data or by using our services, digital platforms or website, you are consenting /accepting to the practices laid out in this policy. If you are under 16 years of age, your parent or legal guardian will be required to give consent on your behalf.
What type of information is collected from you and how we use it: We may hold and use personal data about you when you visit our website, email us, contact us via social media or speak with us. Calls to Physio Led Pilates are not recorded.
The personal information we gather from you includes:
Attendance: We document your attendance at classes with any relevant notes on medical changes, new conditions, problems with exercises or progressions at class. This is a legal Chartered Society of Physiotherapy standard.
Cloud data: Health questionnaires completed online will be stored securely on JotForm. Only our team of HCPC Registered Physiotherapists have access to this. Please see ‘Sharing of data’ section below for more detail. If you do not consent to your medical information being stored in this way then please contact us for a health screening consultation over the phone instead. We also operate an online swap system for venue based classes only, which is stored electronically on Google Drive. The swap system involves your initials being on a swap link and the link being shared amongst current class members and the Physio Led Pilates team only. The consent to be involved in this system is obtained on your health questionnaire form (for venue based classes). You may however choose not to be on the swap link at any point by emailing or informing any member of our team. If you do not wish to appear on the swap link or use this system then your name will appear as PRIVATE. A new link address is sent for every block so that your details are not maintained on the system and are securely deleted. Read more on Google Drive’s Terms of Service. Please note that we are unable to offer the venue based swop system during COVID-19.
Direct bank payments: We take direct online bank payments and make refunds directly to your account with your permission only. Your bank details are deleted after any refund payments are made. Cash/cheque payments and refunds can be arranged where possible. Please note that online bank payments are preferable during COVID-19.
Satisfaction feedback: Forms may be issued at classes on an opt-in basis with the option of also being anonymous. This type of information is used most importantly to improve our services but may also be used to help promote the benefits of our classes.
Sharing of data The sensitive and personal data that you disclose on your health questionnaire form will be submitted by you electronically, or in person by you to your class instructor at a venue-based class. It will only ever be shared with another class instructor who is covering your class with your consent. This consent may be withdrawn at any time (verbally or in writing). This is in accordance with UK laws and guidelines of professional bodies. We would only ever share this information with a GP, consultant or another physiotherapist out with the team if there were growing health concerns and always with your consent first. Please note that class instructor cover for venue based classes will not be possible during COVID-19, an alternative online session will be offered instead.
We do not share or sell your data to third parties and we promise to keep your details as safe and secure as we possibly can.
Security of your personal data We ensure your personal data is protected, we do this by having the appropriate organisational and technical security measures in place. This prevents any unauthorised access or unlawful processing of your personal data and any data being lost, destroyed or damaged.
At your request, we may transfer personal information to you via email or you may choose to transfer information to us via email (through the general admin inbox or to your instructor directly). Email is not a guaranteed secure method of information transmission therefore if you do send or receive information via email you do so at your own risk.
IP addresses and cookies When you visit our website Physio Led Pilates may collect information about your computer including, where available, your IP address, operating system and browser type, for system administration purposes. This is statistical data about users’ browsing actions and patterns, and does not identify any individual.
For the same reason, we may obtain information about your Internet usage by using a cookie file that is stored on your computer. Cookies contain information that is transferred to your computer's hard drive. They help us improve the website and deliver a better and more personalised service.
You may refuse to accept cookies when you first visit our website, or by activating the setting on your browser that allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of the website. Our website uses the following cookies:
_utma, _utmb, _utmc, _utmz These cookies are used by Google Analytics to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
Third party cookies The code provided by Facebook to include additional functionality on our website may, by default, set cookies. For information about these third party cookies, go to www.facebook.com/about/privacy.
External web links Our website may contain links to other websites and resources. Once you leave our website, you should note that we do not have any control over the external website. We are not liable for your protection and privacy on these external websites. You should exercise caution and look at the privacy policies applicable to the website in question.
Your rights You have the right to change the permissions that you have given us in relation to how we may use your data. You also have the right to request that we delete all your personal records that we hold relating to you. For legal reasons however, we need to store your health consent form and class attendance records for 8 years under the scope of Physiotherapy practice.
Subject to access As a data subject, you have a legal right under EU Regulation and the General Data Protection Regulation to find out about our use of your personal data. To do this, you need to complete a subject to access request form which can be obtained by emailing firstname.lastname@example.org
Changes to this policy This policy may be updated to reflect any changes to the website and customer feedback. Please ensure that you review this policy regularly to be kept informed as to how we are protecting your personal data.