Aira Pilates Ltd customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
hello@airapilates.co.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
Names and contact details
Addresses
Date of birth
Purchase or account history
Payment details (including card or bank information for transfers and direct debits)
Health information (including dietary requirements, allergies and health conditions)
Health and safety information
Account information
Information relating to loyalty programmes
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Identification documents
Information relating to compliments or complaints
We collect or use the following information for service updates or marketing purposes:
Names and contact details
Addresses
Marketing preferences
Location data
Recorded images, such as photos or videos
We collect or use the following information to comply with legal requirements:
Name
Contact information
Any other personal information required to comply with legal obligations
Health and safety information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Address
Payment details
Account information
Purchase or service history
Video recordings of public areas
Customer or client accounts and records
Financial transaction information
Information relating to health and safety
Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Legitimate Interest for Collecting Personal Information We collect and use personal information, such as your name, contact details, and service usage, to provide and improve our services. This allows us to: Manage bookings and appointments efficiently. Communicate important updates and information about our services. Personalise and enhance your experience. Ensure the safety and security of our services and facilities. Processing this information is necessary to operate our services effectively and provide you with a seamless experience. The benefits—such as accurate service management, clear communication, and a personalised experience - outweigh any minimal risks, which we mitigate through strict data protection practices.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for legal requirements are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
Directly from you
How long we keep information
How long we keep information
We only keep your personal information for as long as necessary to provide our services, manage our relationship with you, and meet legal or accounting requirements.
Waitlist / enquiries: We keep your details for up to 12 months if you don’t become a member, so we can follow up and answer any questions.
Membership and booking records: We keep your information for the duration of your membership and for up to 6 years afterwards to comply with legal, tax and accounting requirements.
Marketing communications: We keep your contact details until you unsubscribe or ask us to delete them.
CCTV (if used in the studio): Stored for up to 30 days, unless required for investigation.
When information is no longer needed, we delete it securely.
Who we share information with
We only share your personal information where it is necessary to deliver our services or where we are legally required to do so. For example:
Service providers such as booking systems, payment processors, or email platforms, who help us deliver our services.
Professional advisers (accountants, insurers, legal advisers) if needed for business operations.
Authorities if required by law (e.g. HMRC, law enforcement).
We do not sell your personal data to third parties.
Who we share information with
Data processors
MindBody
This data processor does the following activities for us: We work with a trusted third-party service provider, known as data processor, to help us deliver our services. This processor handles personal information on our behalf according to our instructions. For example, data processor may: Store and manage booking information. Send automated reminders or notifications about classes and memberships. Maintain the security and integrity of your data. We only work with processors who meet strict data protection standards, and they are not allowed to use your information for their own purposes.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113