- What information we collect about you and why
- What we do with your information
- Our Mailing List – MailChimp
- Cookies on our website
- Other websites
- Requesting your Information
- Right to be Forgotten
- The Data Controllers
- Contacting Us
What information we collect about you and why
When you book onto one of classes or make an appointment with us, we will ask you to complete our enrolment form – you will need to provide personal details such as contact information, plus there is a short medical issues section.
This is so we can ensure our offering to you is suitable and so we can make adjustments if necessary. We are also obliged by our insurance companies to collect this information.
We also need to be able to contact you to let you know about changes to your class or appointment, e.g. in the event of illness or bad weather conditions.
If you buy from our online shop, when you checkout, you will be asked to provide your name, address, email address and phone number – we need these details to process your order.
What we do with your information
We keep your completed forms in a locked office at our home. We need to keep these forms for 10 years for insurance purposes. Once you have stopped coming to see us for an appointment or coming to a class, we will shred your form 10 years after your last session with us.
When you come to a class, we take details from your completed enrolment form (your name, email address and contact phone numbers) and add them to a master spreadsheet – we do not record the medical information anywhere else. The master spreadsheet is password protected and is saved securely online. Once you have stopped coming to a class, we will delete your details after 10 years.
We use the master spreadsheet to create registers for each class as we need to ask you to sign in for insurance purposes. The electronic copy of the register is password protected and saved securely online – we need to keep this for 10 years, and then we permanently delete the file. The printed copy of the register is filed in our locked office at our home, and again we need to keep each register for 10 years, after which we shred them.
If we need to notify you about a change to your class or appointment, we will use the information you provided on your form to try to contact you. We may email you about class/appointment changes even if you have opted not to be added to our newsletter list.
If you come for a private appointment with Karen, Karen makes notes about your case on our computer – your file is password protected, and deleted 10 years after you stop coming.
If you come for a private appointment with Kev, Kev makes notes about your case on a paper form that is kept in our locked office. Your file is shredded 10 years after you stop coming.
If you make a purchase through our online shop, the details you provide during check-out remain in our website. We delete orders older than 7 years. If you have selected PayPal as your payment method, your details will be transmitted to PayPal and held in our PayPal account. We delete orders older than 7 years.
Our Mailing List – MailChimp
We use MailChimp to send marketing emails (MailChimp is a secure online marketing automation platform). The emails we send may include information relating to our classes and their content, information and advice, news about new classes or events and special offers. On our enrolment form, we ask if we can add you to our mailing list – you choose yes or no. If you opt in and agree that we can add you to our mailing list, we add your name and email address to our MailChimp mailing list.
You can also add yourself to our mailing list directly by completing the subscribe form on our website, or on any other website where we decide to make this available.
Any email we send to you through MailChimp includes the option to unsubscribe from our mailing list, and you can unsubscribe at any time.
If you would like us to delete you completely from our mailing list, please contact us.
Cookies on our website
As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
Requesting your Information
You can contact us to ask for a copy of the information that we hold about you or to ask us to update information.
Right to be Forgotten
You may have heard about the GDPR, the General Data Protection Regulation – you can read more about this by doing an online search, or you could visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr. As part of these new regulations, you have the right to erasure, also known as the right to be forgotten.
You can contact us to ask us to delete the data we hold about you, but note there are certain circumstances when this does not apply – you can read more at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure but we may need to keep your data to meet our legal and accounting obligations.
The Data Controllers
We have two data controllers, depending on who your appointment is with or who your class teacher is.
- Karen Green
- Kev Green
If your appointment is with Karen, or Karen is your class teacher, then Karen is your data controller.
If your appointment is with Kev, or Kev is your class teacher, then Kev is your data controller.