PRIVACY & COOKIE POLICY

Holywood Pilates
Operated by Holywood Pilates and Physiotherapy Limited
Last updated: 20 October 2026

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1. Who We Are

Holywood Pilates provides physiotherapist-led group Pilates classes and online exercise classes.

The business is operated by Holywood Pilates and Physiotherapy Limited, trading as Holywood Pilates. We are responsible for the personal information described in this policy.

Website: www.holywoodpilates.co.uk
Email: info@holywoodpilates.co.uk

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2. Information We Collect

Depending on how you interact with Holywood Pilates, we may collect:

• Your name, date of birth, address and contact details.

• Class bookings, attendance and purchase information.

• Information provided through enquiries and correspondence.

• Relevant health information provided through screening questionnaires and subsequent updates.

• Information about your exercise goals and preferences.

• Email marketing preferences.

• Website usage information, subject to your cookie choices.

We aim to collect only the information necessary for our services.

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3. How We Use Your Information

We use personal information to:

• Manage bookings and provide studio and online Pilates classes.

• Respond to enquiries and communicate with clients.

• Assess suitability for exercise and identify appropriate modifications.

• Process payments and maintain financial records.

• Meet applicable legal, professional and insurance obligations.

• Send marketing communications where permitted.

• Understand website usage, subject to applicable cookie consent requirements.

Our lawful bases under UK GDPR include performance of a contract, compliance with legal obligations, legitimate interests and consent, depending on the purpose.

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4. Health Screening and Participation

We use Cliniko to collect and securely store health screening questionnaires and participation documentation.

We collect relevant health information to assess suitability for group Pilates classes, identify appropriate exercise modifications and support safe participation.

Where this processing is necessary to provide a booked service, we rely on Article 6(1)(b) of the UK GDPR (performance of a contract).

For special-category health information collected for Pilates screening, we rely on explicit consent under Article 9(2)(a), obtained through a separate declaration on our health screening form.

Clients may withdraw their consent by contacting info@holywoodpilates.co.uk. Withdrawal does not affect processing already carried out lawfully. Certain information may need to be retained where another lawful basis or legal obligation applies. Withdrawal may affect our ability to provide classes safely.

Clients should inform us of significant changes to their health that may affect participation.

Health screening information is not used for marketing purposes.

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5. Historical Physiotherapy Records

Holywood Pilates and Physiotherapy Limited previously provided physiotherapy treatment and individual Pilates services, which have now been discontinued.

Historical physiotherapy records continue to be held in Cliniko where necessary to meet applicable professional, legal or insurance obligations.

Some current Pilates clients may also have historical physiotherapy records within their Cliniko profiles.

These records are retained for purposes separate from current Pilates screening. Their processing is subject to applicable lawful bases and special-category conditions, including those relating to healthcare or legal claims where appropriate.

Historical clinical records are not used for marketing purposes.

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6. Bookings and Payments

Our website uses Wix for website hosting, bookings and related services.

Payments may be processed through third-party providers, including PayPal and Zettle where applicable.

We do not ordinarily receive or store full payment card details processed by these providers.

We process booking and purchase information to provide services and administer transactions.

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7. Email Marketing

We use Mailchimp to send information about upcoming Pilates courses, pay-as-you-go availability, online classes, special offers and relevant news.

People may subscribe through our website or indicate their marketing preferences through our registration process.

We may also contact existing customers where permitted under applicable electronic marketing rules.

Marketing emails include an unsubscribe link, and recipients can update their preferences or unsubscribe at any time.

We may continue to send necessary non-marketing communications about services or bookings.

We do not sell our mailing list to third parties.

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8. Sharing Information and Service Providers

We use external providers to support our business, including:

• Wix — website hosting and bookings.

• Cliniko — client records, health screening and historical clinical information.

• Mailchimp — email communications.

• PayPal and Zettle — payment processing.

• QuickBooks — accounting.

• Google Analytics 4 — website usage statistics, subject to consent requirements.

We may also share information with professional advisers, insurers, regulators or relevant authorities where legally required or otherwise permitted.

We use appropriate measures and service-provider arrangements to protect personal information.

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9. International Data Transfers

Some service providers may process personal information outside the United Kingdom.

Where international transfers occur, we take account of applicable data protection requirements and use appropriate transfer arrangements or safeguards where required.

You may contact us for further information about relevant safeguards.

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10. How Long We Keep Information

We retain personal information only for as long as reasonably necessary to provide our services and meet applicable legal, professional, accounting and insurance obligations.

Different categories of information may have different retention requirements.

Historical physiotherapy records are retained in Cliniko in accordance with applicable professional guidance and relevant legal or insurance requirements.

We will review retained records and securely delete or anonymise information when it is no longer required, subject to any applicable retention obligations.

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11. Information Security

We take reasonable organisational and technical measures to protect personal information from unauthorised access, loss, misuse or disclosure.

Access to sensitive client information is restricted to those with a legitimate need to use it.

Our external service providers maintain their own security measures.

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12. Cookies and Website Analytics

Our website uses cookies and similar technologies.

Essential cookies support website operation, security and necessary functions.

Optional cookies may be used for analytics, functionality or marketing purposes, depending on the technologies enabled on the website.

Where consent is legally required, optional cookies are used only after the visitor has provided the necessary consent.

Our Wix cookie banner allows visitors to accept optional cookies, decline them or choose their preferences.

Visitors can change their choices using the Cookie settings control on our website.

We use Google Analytics 4 to understand website activity, subject to applicable consent requirements.

Cookies and third-party technologies may change as website features and integrations are updated.

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13. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Access your personal information.

• Request correction of inaccurate information.

• Request deletion where applicable.

• Request restriction of processing.

• Object to certain processing, including direct marketing.

• Request data portability where applicable.

• Withdraw consent where processing relies on consent.

Some rights are subject to legal exceptions. For example, historical clinical records may need to be retained despite a request for deletion.

To exercise your rights, email info@holywoodpilates.co.uk.

You also have the right to complain to the Information Commissioner's Office (ICO).

ICO website: www.ico.org.uk

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14. Changes to This Policy

We may update this policy to reflect changes to our services, systems or legal obligations.

The latest version will be published on our website with its revision date.