Total Pilates (“we” or “us”) is fully committed to respecting and protecting your privacy. We will always endeavour to use your data responsibly and contact you when we believe our communications will benefit you.
We only use the information we collect about you carefully, lawfully and in accordance with the Data Protection Act 1998 and the EU General Data Protection Regulation (GDPR) 2018.
Please read this policy thoroughly as it sets out to explain the type of data we collect and hold about you, how we use it, how we store it, who we share it with and the rights to which you may be entitled.
Instances where we may collect and hold your information for legitimate interests
If you have purchased any of our products or services we will retain your title, name, address, email address, telephone number, product purchased and date of purchase.
If you have contacted us with a general product query or question, we will retain any data you have provided us. This may include your title, name, address, telephone number, email address and other information obtained during our communication.
We will hold your data indefinitely unless you contact us to specifically request that your data is deleted. Please refer to the Your Rights section of this policy for instructions on how to request deletion of your data.
Please note: we do not retain or hold credit/debit card processing details and only process card payments directly with our payments’ service provider through encrypted methods.
Information we use for legitimate interests
We use the information we hold on our records to provide support and other operational purposes, for example dealing with queries, processing orders or reviewing past transactions.
Your telephone number is essential to us and allows us to inform you in the event of a problem with your order or a query. Note that we never pass telephone numbers to any other parties.
In order to carry out customer service tasks we may share your name, address, phone number, email address with our suppliers. Whenever data is shared we do so securely to ensure it is protected to the highest standard.
Information we hold for marketing purposes
We hold your title, name, address, telephone number, email address and purchase history for general marketing purposes.
If you have subscribed to receive our email newsletters we will hold your name and email address. To unsubscribe from our mailing list simply click on the unsubscribe link located at the bottom of any marketing email and you will be opted out of all email marketing communications.
Information we use for marketing purposes
We use your purchase history and the information we have about you to tailor our product recommendations and marketing communications (e.g. promotions and special offers). We do this to ensure our communications are relevant and most likely to meet your requirements. Under the Data Protection Legislation, this qualifies as “profiling”.
We may use your contact details to ask you if you would like to leave feedback on our services and your experience for our continued improvement and marketing purposes.
All the information we hold is processed to improve your customer experience and ensure that all our marketing communications (e.g. email, brochure and digital ads) are relevant and appropriate for our customers. We may share your information with suppliers to produce and execute marketing campaigns.
Email data may be made available to selected third parties, merely so that these third parties can assist us with targeting and remarketing so that we provide accurate, timely, relevant and non-invasive communications. Data is shared securely using either encryption methods or using a secure FTP.
We will never sell your email or personal data and we will endeavour to ensure that third parties adhere to our policies. Your email data will only ever be in possession of these third parties in relation to the provision of services provided to us.
Where we store your personal data
Regrettably, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our site; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
How we protect your information
We store personal information on secure servers that are managed by us or on our behalf by our service providers. Security and access controls are implemented by use of username and password authentication, two factor authentication and data encryption where appropriate.
We may also share your information with credit reference agencies, anti-fraud databases, screening agencies and other partners we do business with; in order to provide you with our products and services.
We partner with third parties to collect feedback and reviews from you. From time to time these third parties may contact you by email to invite you to leave a review and will handle your information securely.
Your personal information may be transferred to third parties on occasions such as:
If we are discussing selling or transferring part or all our business – the information may be transferred to prospective purchasers under suitable terms as to confidentiality.
If we are reorganised or sold – customer information may be transferred to a buyer who can then continue to provide services to you.
If we are defending a legal claim – your information may be transferred as required in connection with defending such claim.
If we are required by law, obligated under any regulatory code or practice, or if we are asked by any public or regulatory authority such as the Police – we will disclose our customer’s information in accordance with GDPR.
A cookie is a small file that is stored on your computer by a website to remember certain information. Cookies can be used for many purposes, some of which are essential to the way our website works.
Cookies cannot read information stored on the hard drive of your computer. They cannot be used to spread viruses, cannot access your email address and will only transfer data which you have disclosed to the website.
This information is not linked to any of your personal details and cannot be used to identify you. However, it may be used in creating personalised product recommendations on our website and in marketing emails.
You have the right to access any personal information you have supplied to us. In accordance with Data Protection Act 1998, for your protection, we may ask for proof of your identity before allowing access to your personal information.
Updating your record
If you need us to update your record you can ask us to amend your details.
Opting out of marketing communications
You have the right to ask us not to process your personal data for marketing purposes. You can Opt Out from marketing communications at any time.
You have the right to request your data be Deleted completely by Total Pilates, however, please note that deletion will make it impossible for us to guarantee we that we do not mail you again. This is because we may occasionally purchase data from third parties and if we do not hold your details we cannot remove your address against those files.
Alternatively, you can ask us to update your record so you are opted out from marketing communications; by doing so we would not delete your details but we can ensure that we do not mail you any marketing information.
Third party retail websites