Privacy Policy

This Privacy Policy explains how Sépilates Studio collects, uses, protects and shares personal information when you contact us, use our website, book or attend sessions, or purchase packs or memberships.

1. Who we are

Sépilates Studio is a private Pilates studio in Rustington, West Sussex, England, run by Sepideh, providing private 1:1 and duet Pilates, Mat Pilates and individually adapted sessions, including prenatal and postnatal Pilates. For the personal information we collect directly to run the studio, Sépilates Studio is the data controller. Contact us at sepilatesstudio@gmail.com or through pilatesbysepideh.com.

2. What information we collect

We may collect your name, contact details, booking and attendance history, purchased classes, packs and memberships, transaction and billing records, enquiries and correspondence, and any preferences you share about your sessions. Where necessary to plan safe, appropriate exercise, we may also collect health questionnaire responses, injury or mobility information, pregnancy or postnatal information, and relevant medical advice you choose to disclose. Our website and booking services may collect technical information such as IP address, browser details, device identifiers and cookie preferences, depending on the tools enabled.

3. How we obtain your information

We receive information when you contact us, complete a health form, book or purchase a session, create an account through our booking provider, attend a class or communicate with us through email, WhatsApp message or social media. Some technical and transaction data may be generated automatically by our website, booking and payment providers.

4. Why we use information and our lawful bases

We use contact, booking and payment information to arrange and deliver sessions, manage memberships and class packs, send necessary booking messages, take payments and handle cancellations, refunds and enquiries. These activities are generally necessary for our contract with you. We keep appropriate financial records and respond to lawful requests where required by law. We may use limited information for studio administration, service improvement, safety, fraud prevention and handling disputes where we have a legitimate interest that is not overridden by your rights. Optional promotional emails or messages will only be sent where we have an appropriate lawful basis and comply with UK electronic marketing rules; you can opt out at any time.

5. Health and pregnancy information

Health, injury, pregnancy and postnatal details are special category personal data. We request only information relevant to adapting sessions and managing safety. Before collecting or using this information, we will identify and document both an Article 6 lawful basis and a separate Article 9 condition under UK GDPR, such as explicit consent where appropriate. If we rely on explicit consent, we will explain what it covers and how you can withdraw it. We do not use health questionnaire responses for marketing. You should tell your instructor about relevant changes, as described in our Terms & Conditions. Our Pilates services do not replace medical assessment or treatment.

6. Booking and payment providers

We use Momence to support online scheduling, client accounts, class packs, memberships and booking communications, and Stripe for payment processing. Depending on the service and setup, these providers may process account, booking, payment and technical data on our behalf or for their own stated purposes. Payment card details are normally collected and processed by the payment provider rather than stored directly by the studio. Please also review the applicable privacy information presented by Momence and Stripe.

7. Other recipients and disclosures

We may share relevant information with trusted service providers who help operate our website, email, booking, payments, accounting and IT systems, subject to appropriate safeguards. We may disclose information where required by law, to protect legal rights or to respond to a genuine safety incident. We do not sell client personal information to advertisers.

8. International transfers

Some technology providers may store or access information outside the United Kingdom. Where UK GDPR restricted-transfer rules apply, we will ensure a valid transfer mechanism and appropriate safeguards are in place, such as UK adequacy regulations or approved contractual protections.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for its purpose, taking account of legal obligations, safety, potential claims and your relationship with the studio. Financial records are generally retained for the period required by UK tax law. Booking records, correspondence and health questionnaires will be reviewed against a documented retention schedule, with sensitive health details kept no longer than needed. We will securely delete or anonymise information when it is no longer required.

10. Security

We use reasonable organisational and technical safeguards, including limiting access to information to people who need it, using suitable account security and relying on reputable service providers. No internet-based system is completely risk-free. If a personal data breach occurs, we will assess and respond to it in line with applicable UK law.

11. Cookies and website analytics

Our website and embedded booking tools use cookies or similar technologies needed for core operation. Optional analytics, advertising or other non-essential cookies are not placed unless you agree to them.

• Essential: needed for the website to work, including remembering your cookie choice in your browser.
• Booking: when you open the booking checkout, Momence and its partners (such as Stripe and Google reCAPTCHA) set cookies needed to make and pay for your booking securely.
• Analytics: only with your permission, to understand how the website is used so we can improve it.

You can change your choice at any time with the "Cookie settings" link at the bottom of every page.

12. Social media, photographs and reviews

If you contact us on Instagram, the platform may process your information under its own privacy rules. We will not publish identifiable client photographs, videos or testimonials without appropriate permission. Consent for marketing imagery can be withdrawn for future use by contacting us, although withdrawal may not always reverse distribution that has already lawfully occurred. Testimonials must be genuine and approved by the person named.

13. Your data protection rights

Subject to applicable legal conditions and exemptions, you may ask to access, correct or erase your information, restrict or object to certain processing, or receive portable data in relevant circumstances. Where processing is based on consent, you may withdraw consent at any time without affecting earlier lawful processing. To make a request, email sepilatesstudio@gmail.com. We may need to verify your identity and will respond within the timescales required by UK data protection law. You can also complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

14. Children

Our services are primarily intended for adults. Where we agree to provide sessions to someone under 18, we may need information and consent from a parent or guardian as appropriate. We will handle that information with particular care.

15. Links to other services

Our website may link to third-party websites, social media or booking/payment pages. Their privacy practices are governed by their own notices. We encourage you to review them.

16. Updates and relationship to our Terms

We may update this Privacy Policy when our practices, systems or legal obligations change. The current version will be made available on our website with its update date. This policy explains how personal information is handled and should be read alongside the Sépilates Studio Terms & Conditions, particularly sections 8 (health information), 10 (pregnancy), 18 (photography and social media) and 19 (privacy and personal information). If our practices change, both documents should be reviewed for consistency.