Ouen Pilates is committed to protecting your privacy and handling your personal data with care, transparency, and integrity. This policy explains how we collect, use, store and protect your personal information in line with applicable data protection legislation, including the UK GDPR and Jersey data protection law.

Data Contact:

If you have any questions or concerns regarding how your data is handled, please contact us at instructors@ouenpilates.com

The data we collect :

• We collect and process only the personal data necessary to provide Pilates services safely and effectively. This includes:

  • Name, email address and contact details

  • Booking and attendance information

  • Payment confirmation (we do not store card or bank details)

  • Health and medical information voluntarily provided by you and/or updated by the Instructor team solely for the purpose of safe session planning (e.g. injuries, conditions, pregnancy)

  Health information is treated as confidential and accessed only by instructors where necessary for the safe delivery of sessions.

How your data is collected & stored

• Your data may be collected and stored through the following systems:

  • Acuity Scheduling - used to manage class and private session bookings

  • Stripe - used to securely process payments (no card data is stored by Ouen Pilates)

  • MailChimp - used for our mailing list, with opt-in subscription only

  • What’s App - used for opt-in class and studio communications, administered by the instructor team

  • Google Drive - used occasionally to store intake forms for private sessions where the booking system does not allow standalone form distribution

  • Email & Social Media messages - used to communicate with clients regarding bookings, sessions or general studio matters

  • Our website - for general enquiries and information access

    We do not sell or share your personal data with third parties for marketing purposes.

How We Use Your Information

We use your personal information only where necessary and appropriate, including to:

• Provide, manage, and deliver our Pilates services safely and effectively

• Process and manage bookings, attendance, and payments

• Respond to enquiries and communicate with you regarding classes, sessions, or studio matters

• Send class reminders, updates, and studio communications

• Send marketing or mailing list emails where you have provided consent

• Monitor and improve the functionality and performance of our website

• Meet legal, regulatory, or insurance obligations where required

Email Communication

• If you subscribe to our mailing list, you may receive emails relating to studio news, classes or relevant Pilates-related information.

  You can unsubscribe at any time by:

  • Clicking the unsubscribe link at the bottom of any email, or

  • Contacting us directly to be removed manually

Data Retention

We retain personal data only for as long as necessary to:

• Provide our services

• Meet legal or regulatory obligations

• Maintain accurate business and attendance records

Email and social media correspondence is typically retained for no longer than 12 months unless there is a legitimate reason to retain it for longer (e.g. an ongoing matter). Please note that social media platforms operate under their own privacy policies

Booking information including intake forms is typically retained for no longer than 3 years since the last appointment.

Photography & Filming

To respect the privacy and comfort of all clients:

• Filming and photography during classes is not permitted

• Any filming or photography within the studio may only take place after a class has finished and with the instructor’s permission

• Our instructor team does not film or photograph group classes or private sessions

Where studio photography is arranged for promotional purposes, explicit consent will be sought in advance, and clients are never required to participate.

Your Data Protection Rights:

You have the following rights under data protection law:

• Right of access – to request a copy of the personal data we hold about you

• Right to rectification – to request correction of inaccurate or incomplete data

• Right to erasure – to request deletion of your data where there is no legitimate reason to retain it

• Right to restrict processing – to request limited use of your data in certain circumstances

• Right to object – to object to the processing of your personal data

• Right to data portability – to request your data be transferred to another organisation

We keep a record of data-related requests to demonstrate compliance with data protection obligations.

Complaints

If you have any concerns about how your data is handled, we encourage you to contact us in the first instance so we can address them promptly. If you remain dissatisfied, you may contact the local data protection authority:

Office of the Information Commissioner
Brunel House
Old Street
St Helier
JE2 3RG
Jersey

🌐 oicjersey.org
📧 enquiries@oicjersey.org
📞 +44 (0)1534 716530