Embodied Pilates Studio

Privacy Policy (UK GDPR & Data Protection Act 2018)

Last updated: December 2025

Embodied Pilates Studio (“we”, “us”, “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains what data we collect, how we use it, how it is stored, and your rights under UK data protection laws. 

1. Who We Are 

Embodied Pilates Studio
Address: 2 Clarendon Street, Derry, BT48 7ES
Email: hello@embodiedpilatesstudio.com 

2. What Personal Data We Collect

We collect and process the following types of personal data via our booking system, Wellness Living.  Their Data Privacy Policy can be found here.

Identity & Contact Information

  • Name

  • Email address

  • Phone number

  • Address (this must match the address your bank holds for you for payments online to be successfully processed)

Booking & Service Information

  • Class bookings, attendance records, session notes

  • Memberships and purchases via WellnessLiving, our booking system

Health Information

We collect health-related details through our health questionnaire, including: 

  • Past injuries/pathologies that we should be aware of which might impact how/what we teach you

  • Medical conditions relevant to safe participation in Pilates, FAMO, Ballet Barre and other movement sessions

  • Next of kin details in case of a health issue while you are on our premises

This information is used solely to deliver safe and appropriate instruction.

Payment Information

  • Processed securely via our merchant provider, Paysafe

  • Option to store card details on the Wellness Living system for future purchases

Technical Data (via our Squarespace website)

  • IP addresses

  • Browser type and device information

  • Cookies and analytics data (see Cookie Policy below) 

3. How We Collect Your Data

  • When you register or book online through the booking system WellnessLiving, and fill in a health form

  • When you communicate with us via phone, email or social media

  • When visiting our Squarespace website (automatic cookie collection)

  • When attending sessions or events at the studio 

4. Why We Use Your Data

We process your data for the following:

Contract

To provide the services you book, including payment for, and management of appointments and classes, as well as communicating about sessions.

Vital Interests

  • To protect your health and safety during sessions in the exercises that we select to teach you

Legitimate Interests

  • Studio operations and administration

  • Analytics to improve our website and services

  • To contact you about studio updates or opinion polls to help us improve our services to you

Legal Obligations

  • Accounting, taxation and insurance requirements 

5. How We Use Your Data

We use your data to: 

  • Manage bookings, memberships and attendance via WellnessLiving

  • Deliver Pilates, FAMO, Ballet Barre classes and workshops/events

  • Process payments and issue receipts

  • Send class reminders and important service updates

  • Respond to enquiries

  • Maintain accurate health and safety records

  • Send marketing emails (unless you have opted out)

  • Improve our website performance and user experience

We do not sell your data. 

6. Sharing Your Data (Third Parties)

We only share your data with trusted third-party service providers necessary for running our business:

Booking & Client Management

  • WellnessLiving (class scheduling, payments, client records, analytics)

Website & Analytics

  • Squarespace (website hosting)

Payment Processing

  • Paysafe

Other Providers

  • Email service provider (Gmail)

  • Professional advisors (legal, insurance or accounting)

All providers process your data under strict data protection agreements.

7. International Data Transfers

Although Wellness Living servers are located in the US, they follow GDPR guidelines for international data transfers. This means they strictly comply with GDPR requirements when processing data belonging to EU and UK residents and citizens, regardless of where they're located.

8. Data Retention (How Long Your Data is Kept)

We keep your data for the minimum period required by law or our regulators. This is usually no longer than six years. After this time, where appropriate, we will work with Wellness Living to destroy/delete your data unless the relationship is still ongoing.  

9. Your Rights Under UK GDPR

You have the right to: - Access your personal data
- Correct inaccurate data
- Request deletion (“right to be forgotten”)
- Withdraw consent at any time
- Restrict processing
- Request data portability
- Object to marketing
- Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO Contact:
ico.org.uk
Telephone: 0303 123 1113

You can exercise your rights by emailing hello@embodiedpilatesstudio.com. Note, a fee may be charged to supply you with a copy of the information we hold. 

10. How We Protect Your Data

We will take all reasonable precautions to prevent the loss, misuse or alteration of information you give us. Agents or contractors of Embodied Pilates Studio who have access to information you give us in the course of providing services by us are required to keep that information confidential and are not permitted to use it for any purpose other than to carry out the services which they are performing for us. The information received from you will only be disclosed to such third parties as may be necessary, in order to process your query. 

11. Changes to This Policy

We may update this Privacy Policy occasionally. Updates will be posted on our website.