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Privacy Policy

Last Updated: September 2026

At Pilates with Hols, your privacy is very important. This Privacy Policy outlines how personal information is collected, used, stored, and protected when you enquire about or attend Pilates classes, workshops, or private sessions in and around Abingdon.

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1. Who We Are

Pilates with Hols provides local Pilates classes in village halls and studios across Abingdon and the surrounding local areas.

  • Sole Trader / Data Controller: Holly Trotman

  • Trading Name: Pilates with Hols

  • Operating Location: Abingdon and surrounding areas, Oxfordshire

  • Contact Email: pilateswithhols@gmail.com

  • Contact Phone: 07504966431

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2. Information Collected

The following personal information is collected depending on how you interact with Pilates with Hols:

  • Enquiry Form Details: Name, email address, phone number, and any details included in your message submitted via the website enquiry form.

  • Health & Medical Information (Intake / PAR-Q Form): Details regarding injuries, medical conditions, joint or spinal issues, surgeries, or pregnancy status provided on your health questionnaire prior to your first class.

  • Emergency Contact Details: Name and phone number of a designated emergency contact.

  • Attendance & Financial Data: Dates of classes attended, payment references, and payment status mapped against your name. (Note: Payments are not processed directly via the website. Class payments are arranged via bank transfer, cash, or in person, and recorded for accounting).

  • WhatsApp Group Information: Your phone number and display name if you choose to join a class group chat.

(Note: Payments are not processed via the website. Class payments are arranged directly via bank transfer, cash, or in person.)

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3. How Your Information Is Used & Legal Basis

Responding to Enquiries

  • Data Used: Name, email address, phone number, and message details.

  • Legal Basis: Legitimate Interests – To reply to your questions about class availability, times, and venue locations across Abingdon and surrounding areas.

Managing Class Bookings & Schedule Updates

  • Data Used: Name, email address, and phone number.

  • Legal Basis: Contractual Necessity – To reserve your spot in a class, send venue updates, or notify you of unforeseen cancellations.

Safe Instruction & Injury Prevention

  • Data Used: Health details, medical history, injury history, and pregnancy status (Special Category Data).

  • Legal Basis: Explicit Consent – Required before your first class to ensure Pilates exercises are safely adapted to your individual physical needs.

WhatsApp Community Groups

  • Data Used: Phone number and profile name.

  • Legal Basis: Consent – Used to add you to class update groups only if you actively request or opt in to join.

Emergency Contact Details

  • Data Used: Name and phone number of your nominated emergency contact.

  • Legal Basis: Vital Interests – Used solely to contact someone on your behalf in the event of a medical emergency during a session.

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4. WhatsApp Group Communications

WhatsApp group chats are offered for class updates, announcements, and group coordination across your local class venues.

  • Joining a WhatsApp group is completely optional.

  • Please note that WhatsApp displays your phone number and profile name to other members of the group.

  • You can leave the group at any time, or request individual updates via email/SMS instead.

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5. Sharing Your Information

Your personal information is never sold or rented. Data is only processed using secure third-party tools required to run the business:

  • Website & Email Provider: To receive and reply to website enquiry forms.

  • Cloud & Accounting Software Providers: Client payment records and attendance sheets are processed using QuickBooks and stored via Microsoft OneDrive.

  • Internal Business Support: Financial and booking data is shared securely with our volunteer bookkeeper strictly for the purpose of managing accounts and invoicing. No health, intake forms, or medical information is ever shared with the bookkeeper.

  • WhatsApp (Meta): To manage optional group communications.

  • Emergency Services: Shared only if medical emergency assistance is required during a session.

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6. Storage & Security

  • Digital Information: Enquiry details and emails are stored on secure, password-protected systems and devices accessible only by Holly Trotman.

  • Cloud Security (OneDrive & QuickBooks): Spreadsheets and financial records are stored within secure cloud infrastructure utilizing independent account access and Multi-Factor Authentication (MFA/2FA) to prevent unauthorized access.

  • Health & PAR-Q Forms: Stored securely (either password-protected digitally or kept in a locked folder for physical forms).

  • Access Control: As sole owner, Holly Trotman is the only person with access to client records and health data.

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7. Data Retention & Deletion Schedule

In compliance with UK GDPR storage limitation rules, personal data is kept only for as long as necessary:

  • General Web Enquiries

    • Retention Period: 6 to 12 months.

    • Reason: Kept briefly to respond to queries, then deleted if an enquiry does not result in a class booking or ongoing contact.

  • Active Client Health Forms (PAR-Q)

    • Retention Period: Duration of active attendance.

    • Reason: Maintained while you regularly attend classes to ensure safe instruction.

  • Former Client Health & Intake Forms

    • Retention Period: 7 years after your last attended class.

    • Reason: Required for insurance compliance and legal defence against potential personal injury claims under the Limitation Act.

  • Financial, Attendance & Payment Records

    • Retention Period: 6 years from the end of the relevant tax year.

    • Reason: Required to comply with statutory HMRC accounting obligations.

  • WhatsApp Group Membership

    • Retention Period: Removed immediately upon exit or request.

    • Reason: Processed purely on consent; contacts are removed as soon as you leave or ask to be removed.

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8. Your Data Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of the personal data held about you.

  • Correction: Ask to update or correct inaccurate details.

  • Erasure: Request that your personal data be deleted (subject to legal or insurance retention obligations).

  • Opt-Out: Unsubscribe from emails or leave WhatsApp groups at any time.

To exercise any of these rights, please contact pilateswithhols@gmail.com.

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9. Complaints

If you have any questions or concerns about how your data is handled, please reach out directly so it can be resolved. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK.

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10. Cookies

Our website uses cookies and similar tracking technologies to ensure the site functions properly, securely, and effectively.

  • Essential / Strict Cookies: These are necessary for website functionality (such as enabling secure navigation and ensuring contact forms work). They do not store personal information and cannot be turned off.

  • Functional & Analytics Cookies: These help us understand how visitors interact with our website so we can improve site performance and user experience.

Managing Cookies:

When you first visit our website, you will see a cookie banner allowing you to accept or manage your preferences. You can also change your browser settings at any time to block or delete cookies, though this may affect how parts of our website function.

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