1. COLLECTING YOUR PERSONAL INFORMATION
- 1.1. We regard your personal information as data about you from which we can identify you (either on its own, or by compiling it with other information).
- 1.2. We collect this information from various sources to help us manage the business and to keep in contact with you. Typically, these sources are: enquiries from internet websites (including our site www.yogaaatthereachsheffield.com, www.pregnantyogini.com and www.yoga-sheffield.com), MindBody On-line (MBO), MoveGB, telephone enquiries, in-person enquiries and email requests. Additional information is also gathered via our health questionnaires and recorded once a student attends a class.
- 1.3. We will ask you to agree to use of this data by giving us your consent. We require that you ‘opt-in’ to the use of your personal data by signing your signature on our health questionnaire and by opting in to the relevant contact option on MBO and MoveGB. By doing this, you consent to us collecting and processing the data that you have supplied to us, and to us using it to contact you.
2. WHAT TYPE OF INFORMATION WE COLLECT AND HOLD
- 2.1. We hold personal contact information such as name, address, email address, and contact telephone number. We may also hold contact details for a relative/emergency contact. Additionally, we hold some personal data that assists us in providing an efficient and safe service, (such as date of birth and relevant health/medical information/midwifery practice). All of this information is provided to us by yourselves.
- 2.2 We generally don’t directly take payments from clients, rather these are processed by, and the relevant information held by, Third Parties namely MBO or MoveGB.
- 2.3. The data records we collect in terms of health questionnaires are held in a secure manner and for a time period that is considered appropriate for our business needs; typically this will be 7 years unless you specifically request otherwise – see the section on ‘Your Rights’.
3. HOW WE USE YOUR PERSONAL DATA
- 3.1. Your health questionnaire data is used primarily to ensure that we deliver safe classes to you as our students.
- 3.2 .We only use your general data for the legitimate interests and running of the business. Typically, we use your data to enable us to contact and communicate with you, as our current or potential clients. This may be for booking, re-arranging or cancelling classes/teacher changes, getting in touch with you in an emergency, or for the purposes of promoting and marketing our services and/or offers.
- 3.3. We maintain client data on MBO and Mailchimp to allow us to manage the on-going business and provide an efficient service to you. We also maintain paper copies of your health questionnaires in secure storage.
- 3.4. We do not share, sell or exchange your information with any external parties for the purposes of marketing nor profiling.
4. WHO HAS ACCESS TO INFORMATION
- 4.1. The teachers at Yoga at the Reach have access to your health questionnaires in order to carry out their day-to-day duties, ensure the services we are providing to you are appropriate and to maintain the needs of the business. Teachers also have access to email addresses and mobile numbers to be used for the purposes of informing you of class cancellations.
- 4.2. Other data for uses as outlined in section 3.2. is accessible only by our administration team.
5. HOW IS YOUR PERSONAL PRIVACY PROTECTED
- 5.1. We take all reasonable precautions to maintain your personal data in a secure environment. This includes, but is not limited to; the use of password protection for access to applications, computer folders/files and mobile phones; the secure storage of paper records; the archiving of email correspondence.
- 5.2 We may keep your data for a limited, reasonable period, as appropriate for the needs of the business. The only exceptions to this are where the law requires us to hold personal information for a specified period or to delete it sooner – see the section on ‘Your Rights’.
- 5.3. We ensure, on an on-going basis, that all teachers are made aware of their responsibilities in relation to the use, protection and breaches of personal information.
- 5.4. Whilst we will strive to protect all of your personal information that we hold, we cannot guarantee the security of any information that you transmit to us over the Internet, and so you do so at your own risk.
6. YOUR RIGHTS
Your ‘data subject’ rights: Legislation deems us to be the ‘controllers’ of the personal data that we hold. Therefore, we are responsible for how it is used by us. You have a number of rights in relation to your personal information under data protection law. If we receive a request from you to disclose the personal data that we hold on you, we will respond to you within 30 days, at no charge to you. Our contact details, and how to contact us, can be found at the end of this policy statement. We appreciate that in many of our clients cases, this information will be held within our website, MBO or MoveGB and can be assessable via the relevant internet portal immediately.
- 6.1. Accessing your personal information: You have the right to ask for a copy of the information that we hold about you by emailing or writing to us at the address listed in our contact details. We may not provide you with a copy of your personal information if it concerns other individuals, or we have another lawful reason to withhold that information.
- 6.2. Correcting and updating your personal information: The accuracy of your information is important to us. If you change any of your personal details, have reason to believe, or, discover that it is inaccurate or out of date, please change this via our website, MBO or MoveGB or contact us directly for assistance.
We do ask that teachers are informed straight away of any changes regarding your health and will periodically ask you to complete a new health questionnaire.
- 6.3. Withdrawing your consent: We rely on your consent as the legal basis for processing your personal data and to receiving direct marketing. You may withdraw your consent at any time by contacting us. If you would like to withdraw consent to receiving direct marketing you can also do so by using the unsubscribe tool on Mailchimp or changing your notification settings on MBO. If you withdraw your consent, our use of your personal data before you withdraw is still lawful.
- 6.4. Objecting to our use of your personal information and automated decisions made about you: Where we rely on our legitimate business interests as the legal basis for processing your personal information, you may object to us using your personal information for these purposes by contacting us. We will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise, we will provide you with our justification as to why we need to continue using your data. You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request; if you would like to do so, please use the unsubscribe tool on Mailchimp or change your notification settings on MBO.
- 6.5. Erasing your personal information: You can ask us to remove your personal information that we hold in paper on your health questionnaire at any time by emailing or writing to us. In addition please use the unsubscribe tool on Mailchimp or change your notification settings on MBO. We will make all reasonable efforts to comply with your request in a reasonable timeframe unless there is a reason that the law prohibits us from doing this.
- 6.6. Restricting your personal information: You may ask us to restrict the processing of your personal information where you believe it is unlawful for us to do so, or where you have objected to its use and our investigation is pending. In these circumstances we may only process your personal information where we have your consent or we are legally permitted to do so – for example, for storage purposes, to protect the rights of another individual or in connection with legal proceedings.
- 6.7. Data Breaches: In the unlikely event of a breach of your personal data, we will notify you of this within 72 hours of our discovery. If we consider this to be a serious breach we will also notify the Regulator. We will identify and put in place measures to prevent a similar occurrence in a timely manner and ensure appropriate and suitable protection of personal data is incorporated in future design of our systems and processes.
- 6.8. Complaining to the UK data protection regulator: You have the right to complain to the Information Commissioners Office (ICO) if you are concerned about the way we have processed your personal information. Please visit the ICO’s website for further details.
- 7.1. We will ask you to consent to email/telephone/SMS correspondence if you register with us through our website or MBO or MoveGB.
8. HOW TO CONTACT US
- 8.1. If you have any questions, suggestions or complaints about the processing of your personal information, would like to see a copy of the information we hold for you, or wish to contact us for any general matters, you can do so by using any of the contact details below.
- 8.2. The studios is located at the following address, which can also be used for written correspondence:
Yoga at the Reach
861 Eccelsall Road
- 8.3. We can be contacted on the following telephone number: 07739490143
- 8.4. We can be contacted at the following email address: firstname.lastname@example.org
9. LAST UPDATE OF THIS POLICY
- 9.2. We may review this policy at any time and changes will be notified to you by us posting an updated version on our website and/or by contacting you by email.
- 9.3. We recommend that you regularly check for changes and review this policy when you visit our website. If you do not agree with any aspect of the updated policy you should promptly notify us and cease using our services.