The Pilates Barns Limited understands that your personal data is entrusted to us and appreciates the importance of protecting and respecting your privacy. To this end we comply fully with the data protection law in force in the UK including UK GDPR and the Data Protection Act 2018 (“Data Protection Laws”) and with all applicable clinical confidentiality guidelines including those published from time to time by the General Medical Council (GMC) and the Nursing and Midwifery Council (NMC).
This Privacy Policy sets out the basis on which we collect and process personal data about you including our practices regarding the collection, use, storage and disclosure of personal data that we collect from you and/or hold about you, and your rights in relation to that data.
This Privacy Policy applies to anyone who receives services at or from The Pilates Barns Ltd so please read this Privacy Policy carefully to understand how we process your personal data. By providing your personal data to us or by using our services, website or other online or digital platform(s) you are accepting or agreeing to the practices as described or referred to in this Privacy Policy.
For the purpose of Data Protection Laws, the data controller is The Pilates Barns Ltd, with registered address at: 9 Home Farm, Luton Hoo Estate, LU1 3TD.
When we refer to ‘we’, ‘us’ and ‘our’, we mean The Pilates Barns Ltd.
What personal data we may collect from you:
When we refer to personal data in this policy, we mean information that can or has the potential to identify you as an individual.
Accordingly, we may hold and use personal data about you as a customer or other capacity, for example, when you visit one of our websites, complete a form, access our services or speak to us.
Personal data we collect from you may include the following:
- information that you give us when you enquire or become a customer of us or apply for a job with us including name, address, contact details (including email address and phone number)
- the name and contact details (including phone number) of your next of kin
- details of referrals, quotes and other contact and correspondence we may have had with you
- details of services and you have received from us or which have been received from a third party and referred on to us
- information obtained from customer surveys, promotions and competitions that you have entered or taken part in
- notes and reports about your health and any treatment and care you have received and/or need, including about clinic and hospital visits and medicines administered
- feedback information you provide
- information about complaints and incidents
- information you give us when you make a payment to us, such as financial or credit card information
- other information received from other sources, including from your use of websites and other digital platforms we operate or the other services we provide, information from business partners, advertising networks, analytics providers, or information provided by other companies who have obtained your permission to share information about you. See section below on Cookies.
Where you have named someone as your next of kin and provided us with personal data about that individual, it is your responsibility to ensure that that individual is aware of and accepts the terms of this Privacy Policy.
Where you use any of our websites, we may automatically collect personal data about you including:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform,
- Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page.
The data that we request from you may include special category data. This includes information that relates to the following:
Details of your current or former physical or mental health. This may include personal data about any services you have received or need, including about clinic and hospital visits and medicines administered.
Other people’s personal data
If you provide us with another person’s personal data you must inform that person about the contents of this Privacy Policy.
Changes to your personal data
If you change any of your personal data which we already hold about you please make sure you notify us quickly so that we can update our systems to reflect the changes although our systems will also continue to hold the originally recorded personal data.
Deleting your Pilates Barns account and data
Please send your account deletion request to info@pilatesbarns.com Your account will be disabled within 30 days.
When do we collect personal data from you?
We may collect personal data about you if you:
- visit one of our websites
- enquire about any of our services
- register to be a customer or book to receive any of our services
- fill in a form or survey for us
- carry out a transaction on our website
- participate in a competition or promotion or other marketing activity
- make online payments
- contact us, for example by email, telephone or social media
- participate in interactive features on any of our websites
- attend a Pilates Barns Studio.
What personal data we may receive from third parties:
Social media platforms such as Facebook, Instagram, TikTok, Snapchat and Twitter make certain information indirectly available to us as administrators of our fan pages, and as users of paid advertising. Whilst we are not able to see individual’s personal data, we can ask the social media platforms to use the personal data they hold to target our advertising campaigns at specific demographics of people – for instance based on the town in which they live, their age or their occupation.
How do we lawfully process your data?
Your personal data will be kept confidential and secure and will only be used for the purpose(s) for which it was collected and in accordance with this Privacy Policy, applicable Data Protection Laws, clinical records retention periods and clinical confidentiality guidelines.
Set out below are some of the ways in which we process personal data although to do so lawfully we need to have a legal ground for doing so. We normally process personal data if it is:
- necessary to provide you with our services – to enable us to carry out our obligations to you arising from any contract entered into between us and you including relating to the provision by us of services or treatments to you and related matter such as billing, accounting and audit, credit or other payment card verification and anti-fraud screening
- in our or a third party’s legitimate interests to do so – see details below. For further information about direct marketing to businesses and legitimate interest, please see the ‘Marketing’ section below
- required or allowed by any applicable law or legal obligation or as necessary in the public interest of for the protection of a person’s vital interest
- with your explicit consent for example: direct consumer marketing communications.
Generally, we will only ask for your consent to processing if there is no other legal grounds to process. In these circumstances, we will always aim to be clear and transparent about why we need your consent and what we are asking it for. Where we are relying on consent to process personal data you have the right to withdraw your consent at any time by contacting us using the details below and we will stop the processing for which consent was obtained.
To process special category data (as detailed in the ‘What personal data we may collect from you’ section) we rely on additional legal grounds and generally, they are as follows:
- With your explicit consent
- It is necessary for the purposes of preventive or occupational medicine, to assess whether you are able to work, medical diagnosis, to provide health or social care treatment, or to manage health or social care systems and services. This may also include monitoring whether the quality of our services or treatment is meeting expectations
- It is necessary to establish, make or defend legal claims or court action
- It is necessary so that we can comply with employment law
Processing of personal data which you have made public:
As stated above, one of the legal grounds for processing data is where it is in our legitimate interest to do so, taking into account your interests, rights, and freedoms. This allows us to manage the relationship that exists between you and us and can include the following reasons:
- provide you with information, products or services that you request from us
- managing all aspects of our relationship with you, our products and services and any third parties who may provide products or services on our behalf
- allow you to participate in interactive features of our services, when you choose to do so
- notify you about changes to our products or services
- keep our records up to date
- respond to requests where we have a legal or regulatory obligation to do so
- check the accuracy of information about you
- support your doctor, nurse or other healthcare professional
- assess the quality and/or type of care you have received (including giving you the opportunity to complete customer satisfaction surveys) and any concerns or complaints you may raise, so that these can be properly investigated
- to conduct and analyse market research
- to ensure that content from any of our websites is presented in the most effective manner for you and for your computer
- to allow us to enforce our website terms of use, our policy terms and conditions or other contracts, or to protect our or other’s rights, property or safety
- to share your personal information with people or organisations in order to run our business or comply with any legal and/or regulatory obligations including to defend ourselves from claims, exercise our rights and adhere to laws and regulations that apply to us and the third parties we work with
- to take part in, or be the subject of, any sale, purchase, merger or takeover of all or part our business
- to administer your account and allow you to login into it, if you have one
- to personalise the marketing emails we send you, where you have consented to us doing so
- to target our advertising on social networks at users of those platforms that meet certain criteria
- to administer your membership to a service
- to monitor your usage of our studios.
The security of your personal data:
We protect all personal data we hold about you by ensuring that we have appropriate organisational and technical security measures in place to prevent unauthorised access or unlawful processing of personal data and to prevent personal data being lost, destroyed or damaged. Any personal data you provide will be held for as long as is necessary having regard to the purpose for which it was collected and in accordance with all applicable UK laws.
All information you provide to us is stored securely. Any payment transactions on our website will be processed securely by third party payment processors. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our website, you are responsible for keeping that password confidential. We ask you not to share a password with anyone.
The transmission of information via the internet cannot be guaranteed as completely secure. However, we ensure that any information transferred to our websites is via an encrypted connection. Once we have received your information, we will use strict procedures and security features to minimise the risk of unauthorised access.
At your request, we may occasionally transfer personal information to you via email, or you may choose to transfer information to us via email. Email is not always a secure method of information transmission; if you choose to send or receive such information via email, you do so understanding the risks associated with doing so.
How long do we retain your personal data:
Unless we explain otherwise to you, we will retain your personal data on the basis of the following guidelines:
- for as long as we have a reasonable business need, such as managing our relationship with you and managing our business
- for as long as we provide services and/or treatment to you and then for as long as someone could bring a claim against us; and/or
- in line with legal and regulatory requirements or guidance.
Please see the section ‘Your Rights Under Data Protection Laws’ for details on how to exercise your data protection rights, including the right to be forgotten.
Disclosure of your data to third parties:
In the usual course of our business we may disclose your personal data (which will be limited to the extent reasonably necessary) to certain third party organisations that we use to support the delivery of our services. This may include the following:
- business partners, suppliers and sub-contractors for the performance of any contract we enter into with you,
- organisations providing IT systems support and hosting in relation to the IT systems on which your information is stored,
- third party debt collectors for the purposes of debt collection,
- third party service providers for the purposes of storage of information and confidential destruction, third party marketing companies for the purpose of sending marketing emails, subject to having an appropriate lawful basis for such processing.
Where a third-party data processor is used, we ensure that they operate under contractual restrictions with regard to confidentiality and security, in addition to their obligations under Data Protection Laws.
We may also disclose your personal data to third parties in the event that we sell or buy any business or assets or where we are required by law to do so.
Special category/health information collected during provision of services:
Special category data (including information relating to your health) will only be disclosed to third parties in accordance with this Privacy Policy. That includes third parties involved with your classes, or in accordance with UK laws and guidelines of appropriate professional bodies. Where applicable, it may be disclosed to any person or organisation who may be responsible for meeting your treatment expenses or their agents.
Pilates Professionals working with us: We share medical information about you with our professional teachers as we consider necessary. Pilates professionals working with us might be our employees, or they might be independent contractors. In the case of independent contractors, the contractor is the data controller of your personal data, either alone or jointly with us and will be required to maintain their own records in accordance with Data Protection Laws and applicable confidentiality guidelines and retention periods.
The NHS: If you are referred to us for classes by the NHS, we will share the details of your progress with the part of the NHS that referred you to us, as necessary to perform, process and report back on that treatment.
From time to time we may also make information available on the basis of necessity for the provision of healthcare, but subject always to patient confidentiality.
In an emergency and if you are incapacitated, we may also process your personal data (including special category data) or make personal data available to third parties on the basis of protecting your ‘vital interest’ (i.e. your life or your health).
What we do with any non-personal information collected when accessing the website:
Certain information which you submit may also be collected to enable us to better understand our customers, to improve our website, to inform general marketing and to help provide a better experience of our services. We may use cookies to do this.
We may also use other companies to set cookies on our websites and gather cookie information for us – please refer to the information detailed below. From time to time we may also analyse Internet Protocol (IP) addresses or other anonymous data sources.
Cookies:
Our websites use cookies to distinguish you from other users of our websites. This helps us to provide you with a good experience when you browse our websites and also allows us to improve our websites.
By law, website operators are required to ask for a website user’s permission when placing certain kinds of cookie on their devices for the first time.
Where consent is required, the law states that it should be “informed consent”, which means we must ensure that you understand what cookies are and why we want to use them. We are committed to providing the best digital service to you whilst at the same time fully protecting your privacy. For further information on our cookies policy and how we use cookies through use of all our online services, please see below.
What are Cookies?
Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.
Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improving your user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests.
Necessary Cookies
These cookies are essential in order to enable you to move around our websites and use its features, such as accessing secure areas of the websites. Without these cookies, services you have asked for cannot be provided.
Your consent is not required for the delivery of those cookies which are strictly necessary to provide services requested by you.
We use these types of cookies.
Analytics Cookies
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All the information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works. Web analytics that use cookies to gather data to enhance the performance of a website fall into this category. For example, they may be used for testing designs and ensuring a consistent look and feel is maintained for the user. This category does not include cookies used for behavioural/ targeted advertising networks.
We use these types of cookies, but you are able as a user to follow the link below and manage whether or not they are implemented on your device.
Experience Cookies
These cookies allow our websites to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video. The information these cookies collect is generally anonymised and they cannot track your browsing activity on other websites.
We use these types of cookies, but you are able as a user to follow the link below and manage whether or not they are implemented on your device.
Advertising Cookies
These cookies are used to deliver adverts more relevant to you and your interests They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisation.
We use these types of cookies, but you are able as a user to follow the link below and manage whether or not they are implemented on your device.
Definitions used above are consistent with those supplied by the International Chamber of Commerce ‘ICC UK Cookie Guide’ April 2012.
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential Category 1 Cookies) you may not be able to access all or parts of our websites. For information on how to delete cookies, please refer to: https://ico.org.uk/for-the-public/online/cookies
Marketing Communications (eg email, sms, phone, etc)
The Pilates Barns Ltd carries out direct marketing which means, if you engage with The Pilates Barns Ltd in your capacity as an individual i.e. you are a studio member then we may process your personal data for marketing purposes but only if we have your prior consent to do so;
If you have received a marketing communication, you will have the right to ask us to stop sending you marketing communication. We would ask you to give us a reasonable amount of notice, to give us time to update our systems. While the precise timings vary by department we generally ask that you give us at least 30 days’ notice.
If you have consented to our processing your personal data for marketing purposes, in accordance with this Privacy Policy, we may send you information (via mail, email, phone or SMS) about our products and services which we consider may be of interest to you. You have the right to opt out of receiving any further marketing communication at any time. You may also receive service communications from time to time which will not include an unsubscribe option as they are not considered marketing communication and will remain unaffected by your marketing preferences.
Your rights under Data Protection Law:
The law gives you certain rights in respect of the personal data that we hold about you as well as information about what we do with it, who we share it with and how long we will hold it for. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs. The website of the Information Commissioner’s Office (http://www.ico.org.uk) has a wealth of useful information in respect of your rights in your personal data. In addition to your right to stop marketing, detailed above, below is a short overview of the most commonly-used rights.
- Data Subject Access Request – With some exceptions designed to protect the rights of others you have the right to a copy of the personal data that we hold about you as well as information about what we do with it, who we share it with and how long we will hold it for. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs.
- The Right of Erasure (‘Right to be Forgotten’) – the right to have your personal information erased where we have no reason to continue processing;
- Data Portability – the right to move, copy or transfer personal information you have provided to us;
- Right to Rectification – You have the right to have the personal data we hold about you corrected if it is factually inaccurate. It is important to understand that this right does not extend to matters of opinion, such as medical diagnoses. If any of your personal data has changed, especially contact information such as: email address, postal address and phone number please get in touch so we can ensure your personal data is kept up to date.
If you want to exercise your rights in respect of your personal data, the best way to do so is to contact us by email on info@pilatesbarns.com, or to write to us for the attention of the data protection officer at the address below. In order to protect your privacy, we may ask you to prove your identity before we take any steps in response to such a request.
The Pilates Barns Ltd, 9 Home Farm, Luton Hoo Estate, LU1 3TD.
Please note that we do not hold or directly handle personal data that social media platforms use to target advertising towards you. If you would like to exercise one of your rights in respect of that personal data, please see the relevant social media platform’s privacy notice.
If you are not satisfied with how we handle your request, you can contact the Information Commissioner’s Office on 0303 123 1113 or visit their website http://www.ico.org.uk
Changes to our Privacy Policy
We keep our Privacy Policy under review and as a result it may be amended from time to time without notice. We therefore encourage you to review this Privacy Policy regularly. This Privacy Policy was last updated in January 2026.
Contact
If you have any questions in relation to our privacy policy, please email us at info@pilatesbarns.com or write to the Data Protection Officer at:
The Pilates Barns Ltd, 9 Home Farm, Luton Hoo Estate, LU1 3TD.