Privacy Policy

Chapel Allerton Pilates Privacy Policy

Effective date: 23 September 2026

This policy explains how we use personal information when you visit our website, contact us, register, book or attend Pilates sessions, or receive our communications.

Who we are and how to contact us

Chapel Allerton Pilates is the trading name of CA Pilates Limited (company number 17401828). CA Pilates Limited is responsible for the personal information described in this policy. Our registered office is The Courtyard, Oakwood Park, Fountains Road, Harrogate, North Yorkshire HG3 3BF. Our studio is at 90 Harrogate Road, Chapel Allerton, Leeds LS7 4LZ. For privacy requests, email info@chapelallertonpilates.co.uk.

Information we collect

• Your name, contact details, address and account information when you register, book or contact us.
• Details of bookings, attendance, purchases, amounts paid, cancellations and messages. Mindbody handles our bookings and payments. We do not keep card details or other payment credentials in our studio records.
• Health information you disclose, such as injuries, relevant conditions, pregnancy or recent childbirth, and changes in your health. Teachers may record relevant session notes in Mindbody or secure password-protected note-taking systems.
• The name, relationship, telephone number and email address of the emergency contact you provide.
• Your email and SMS marketing preferences and records of messages sent.
• Photographs or videos that identify you where you agree to be included.
• Information submitted through our contact forms and information collected when you use our website, such as your IP address, browser, pages visited and cookie choices.

Please keep your contact, emergency contact and health information up to date. Please tell your nominated emergency contact that you have given us their details and that we may contact them if needed.

Why we use your information

• To set up your account, manage bookings and payments, provide classes and respond to service enquiries. Our lawful basis is the performance of a contract or taking steps at your request before entering one.
• To answer enquiries before you become a client, manage the studio, safeguard people and deal with complaints or claims. Our lawful basis is our legitimate interests in operating the studio and protecting our clients and business, except where another basis applies.
• To maintain records required for tax, accounting or other legal obligations. Our lawful basis is compliance with a legal obligation.
• To contact your nominated person if an emergency arises. Our lawful basis is our legitimate interests in responding to emergencies and protecting clients.
• To send promotional email or SMS through Mindbody when you have chosen to receive it. Our lawful basis for opt-in messages is your consent. We may also send relevant service messages about bookings regardless of your marketing choice.
• To use client photographs or videos for marketing where you have agreed. Our lawful basis is your consent.
• To understand website use through Google Analytics and measure or target advertising through Meta Pixel, subject to the applicable cookie choices. The lawful basis for personal data collected through optional advertising tracking is consent.

Health information receives additional legal protection. We use it to assess relevant participation needs, adapt teaching and respond to safety concerns. We limit access to staff and teachers who need it to provide the service. We seek explicit consent for the use of health information needed for teaching. You may withdraw that consent by contacting us, although we may then be unable to provide a suitable class or session without the information needed for safe teaching. We may separately retain information where necessary to establish, exercise or defend legal claims. We do not use health information to target advertising.

Marketing and class photography

You can change your promotional email or SMS choices through Mindbody or by emailing us. You can use an unsubscribe link in a marketing email or reply STOP where offered in a marketing text. We may still contact you about a booking or other service matter.

We sometimes photograph or film classes. We ask before including you in marketing material. You can decline without affecting your ability to attend. If you change your mind, contact us. We will stop future use and remove material from channels we control where reasonably possible, although we cannot recall copies already distributed or made by others.

Who we share information with

Relevant staff and teachers can access information needed for their work. We use Mindbody for registration, health forms, bookings, payments and communications. Teachers may keep session notes in secure password-protected systems. We also use website hosting, contact-form, analytics and advertising service providers. We may share relevant information with professional advisers, insurers or authorities where necessary or required by law. We do not sell your health information.

Some service providers may process information outside the UK. We will provide information on the destinations and applicable safeguards for such transfers on request.

Website cookies and tracking

Our website uses essential cookies to operate and remember cookie choices. Optional technologies may support functionality, performance, Google Analytics and advertising through Meta Pixel. Use our cookie banner to accept or reject optional categories and to change your choice. The banner identifies the following cookies that record preferences; each is listed with a duration of 11 months.

The banner also describes Functional, Performance, Analytics, Advertisement and Other categories. This table lists preference cookies; it is not a complete inventory of cookies or similar technologies used by Google Analytics, Meta Pixel or embedded content. Third-party services may have their own privacy notices.

How long we keep information

We keep information for as long as needed to provide our services and then for any period needed to meet legal obligations, resolve disputes or deal with claims. We review inactive accounts, enquiries and health notes, and delete or anonymise information when it is no longer needed. Marketing preferences and suppression records may be retained to respect an unsubscribe request. Published photographs or videos may remain until permission is withdrawn or the material is no longer in use, subject to copies outside our control.

Your rights

Depending on the circumstances, you may ask for access to or correction of your information, ask us to delete it or restrict its use, object to certain uses, or ask for certain information in a portable format. You can object to direct marketing at any time. Where we rely on consent, you can withdraw it at any time; withdrawal does not affect earlier lawful use.

Email info@chapelallertonpilates.co.uk to make a request. We may ask you to verify your identity. You can complain to the Information Commissioner’s Office at ico.org.uk if you are unhappy with our handling of your information. We would welcome the opportunity to address your concern first.

Changes to this policy

We may update this policy as our services or information practices change. The current version and its effective date will appear on our website. We will take appropriate steps to tell you about significant changes affecting information we already hold.