Privacy Policy

Privacy Policy - The Basics

At Kodo Pilates, located at Vole Ballet Studio, No1, Westmoreland House, 1-3 Westmoreland St, Harrogate HG1 5AY, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website (kodopilates.com), book our 1-2-1 or duo Reformer Pilates classes, or engage with our services. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Kodo Pilates is a boutique Reformer Pilates studio in Harrogate, offering personalised 1-2-1 and duo classes led by Samantha Hood. We are the data controller responsible for your personal information.

Contact Details:

Address: Vole Ballet Studio, No1, Westmoreland House, 1-3 Westmoreland St, Harrogate HG1 5AY
Email: info@kodopilates.com
Phone: +44 7546551661

2. What Information We Collect

We collect only the personal information necessary to provide our bespoke Pilates services. This includes:

Contact Details: Name, email address, phone number, and postal address (if provided) to manage bookings and communicate with you.

Health Information: Details about medical conditions, injuries, or other health-related information you voluntarily provide to ensure classes are safe and tailored to your needs.

Booking Information: Details of your class bookings, cancellations, pass purchases, and payment confirmations.

Preferences: Information you share about your fitness goals or class preferences to help us plan personalised sessions.

Example: When you book a 1-2-1 class, we collect your name and email to confirm the booking and may ask about any injuries to adjust exercises on the reformer for your safety.

We do not collect sensitive payment details (e.g., card numbers), as payments are processed securely by third-party providers, WIX Payments, Stripe.

3. How We Collect Your Information

We collect information when you:

Provide health or preference details during booking or consultation with Samantha Hood.

Consent to receive class updates or schedule changes.

4. Why We Use Your Information

We use your personal information for the following purposes, based on lawful grounds under the UK GDPR:

Contractual Necessity (to fulfil our agreement with you):
Process class bookings and payments. Send booking confirmations, reminders, or cancellation notices. Manage class passes and schedules.

Legitimate Interests (to run our boutique studio efficiently):

Plan tailored and safe classes by referencing your health or preference details.

Communicate class updates or schedule changes (e.g., if a class time shifts due to studio availability). Respond to your enquiries or resolve issues.

Legal Obligation:Retain basic records for tax or accounting purposes (e.g., payment receipts).

Consent (where applicable):Use health information you voluntarily provide to customise sessions, ensuring safety and effectiveness.

Example: If you tell us about a knee injury, we use this to modify reformer exercises, ensuring a safe session. If a class is rescheduled, we use your email to notify you promptly.

We do not use your information for marketing unless you explicitly opt in (e.g., to receive newsletters). You can withdraw consent for health data use at any time, but this may limit our ability to offer tailored classes.

5. How Long We Keep Your Information

We retain your personal information only for as long as necessary:

Booking and Contact Details: Kept for 2 years after your last class to manage bookings, cancellations, or follow-ups, unless you request deletion sooner.
Health Information: Deleted 6 months after your last class, as it’s no longer needed for planning safe sessions, unless you rebook or consent to longer retention.
Financial Records: Kept for 6 years to comply with HMRC tax requirements, but these contain minimal personal data (e.g., transaction date, amount).

Example: If you stop attending classes in June 2025, we’ll delete your health details by December 2025 and contact details by June 2027, unless required for legal purposes.

6. Who We Share Your Information With

We do not sell or share your personal information with third parties for marketing. We may share data only in these limited cases:

Service Providers: With trusted providers who process bookings or payments WIX Bookings, WIX Payments and Stripe bound by strict confidentiality agreements.
Legal Requirements: If required by law (e.g., HMRC audits or court orders).
Emergency Situations: Health details may be shared with medical professionals if urgent (e.g., if you experience a health issue during a class).

Example: Your name and payment details go through our payment processor to confirm a class pass purchase, but they don’t receive your health information.

7. Your Data Protection Rights

Under the UK GDPR, you have the following rights:

Access: Request a copy of your personal information.
Rectification: Correct inaccurate or incomplete data.
Erasure: Ask us to delete your data (subject to legal retention requirements).
Restriction: Limit how we use your data in certain cases.
Objection: Object to processing based on legitimate interests.
Data Portability: Request your data in a transferable format.
Withdraw Consent: Stop us using health data, though this may prevent tailored classes.

To exercise your rights, contact us at [insert email]. We’ll respond within 1 month, free of charge, unless requests are complex or repetitive. If you’re unhappy with our response, you can complain to the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113

8. How We Protect Your Information

We take security seriously to prevent unauthorised access, loss, or misuse:

Technical Measures: Data is stored on secure, encrypted systems
Access Controls: Only Samantha Hood and essential administrative staff access your data.
Secure Payments: Payment processing complies with PCI-DSS standards.

9. International Data Transfers

We store and process your information within the UK. If any service providers (e.g., booking platforms) operate outside the UK, we ensure they meet UK GDPR standards through contracts or safeguards (e.g., UK adequacy decisions).

10. Cookies and Website Tracking

Our website (kodopilates.com) may use essential cookies to improve functionality (e.g., remembering your booking preferences). We do not use cookies for marketing or tracking unless you consent.

11. Changes to This Policy

We may update this Privacy Policy to reflect legal or operational changes. Updates will be posted on kodopilates.com, and significant changes will be notified via email or studio notices. Please check back periodically.

12. Contact Us

For questions, data requests, or concerns about your privacy, please contact:

Email:info@kodopilates.com
Phone:+44 075 46551661
Address: Vole Ballet Studio, No1, Westmoreland House, 1-3 Westmoreland St, Harrogate HG1 5AY

Thank you for trusting Kodo Pilates, Harrogate’s boutique Reformer Pilates studio, with your personal information. We’re here to support your wellness journey with care and respect.