Privacy policy.

Mood Reformer Privacy Policy

This Privacy Policy explains how we collect and process personal data about you to provide the services you use; operate our business; meet our contractual and legal obligations; protect the security of our systems and our customers; or fulfil our other legitimate interest.

At Mood Reformer we are committed to protecting your privacy.

1.  IDENTITY OF DATA CONTROLLER

Mood Reformer Pilates Ltd. is the data controller for the personal data we process about you.

Our contact information is:

Mood Reformer Pilates Ltd

15 Stockport Road,

Marple,

SK6 6BD

Email: marple@moodreformer.co.uk

Mood Reformer Pilates Ltd. is registered with the Information Commissioner's Office (the 'ICO') as a data controller under registration reference ZC145844.

2.  WHEN DO WE COLLECT PERSONAL DATA?

When you sign-up to become a member of Mood Reformer we will know who you are, and the activities you perform on our website or at the studios that we operate.

We collect your personal data when you:

  • Visit or browse our website

  • Contact us via telephone, email or the Gymdesk app

  • Send an email to us

  • Register your interest for upcoming Mood Reformer events

  • Purchase a membership of any kind

  • Book classes, courses, and inductions

  • Attend the studio

  • Ask us for more information about a product or service

  • Use the Mood Reformer Gymdesk app

  • Raise a question or complaint to one of our teams

  • Take part in a competition, prize draw or survey

  • Have an accident in our studios or an incident in which you were involved, were a witness or personally affected. This includes any health and safety or security incidents

  • Request to be contacted regarding private sessions

  • Via CCTV when you are using our studios (see Item 7 - CCTV below)

  • When our teams take photos or videos during your attendance at the studio, part of an event or in a class. Please note: your permission will be asked beforehand

  • We may also collect, match or acquire information about you from other organisations such as Meta, Snapchat, Google, Pinterest and TikTok

3.  WHAT PERSONAL DATA DO WE COLLECT?

The information we collect about you is required for the purpose of creating your Member Account and for you to enrol in our studios.

The data allows you to be identified as a member of Mood Reformer and includes:

  • Name, date of birth, gender, e-mail address, postal address, telephone number, next of kin, and health declaration

  • Credit or debit card information, information about your bank account number and sort code or other banking information. This information is stored on Stripe

  • Your attendance records, in the form of date, time, studio, and membership number

  • Your contact with us, such as a note or recording of a call you make to us, an email or other records of any contact you have with us

  • Your membership information - such as dates of payment owed and received, the services you use, and any other information related to your account

  • Your marketing preferences

We may handle sensitive details, such as your health information, to ensure your safety at the studio or in the event of any incidents there.

4. HOW DO WE USE THE PERSONAL DATA?

We will use your personal data to provide you with the services, products or information that you have requested, for health and safety, security and administration purposes, to improve your member experience, and marketing.

We may need to share your information with our service providers, associated organisations and agents for these purposes. We may use your information to:

  • Process your membership application through Gymdesk, our chosen membership software

  • Bill you via Stripe for using our services as part of your membership

  • Keep you informed about our services including operational matters relating to your Membership

  • To send you email on abandon basket

  • Provide relevant services to you, e.g. birthdays, attendance milestones, and private sessions

  • To provide a functional website and to conduct targeted, relevant marketing, including retargeting via organisations such as Meta, Snapchat, Google, Pinterest and Tiktok

  • Confirm your attendance to classes or private sessions

  • To allow you to monitor your studio usage in your members area

  • To share studio event photos on our internal social media platform (your permission will be asked first before a picture is taken)

  • Contact you (e.g. e-mail, sms) with offers or promotions (unless you choose opt out of marketing messages)

  • Respond to any questions or concerns you might have about our services

  • Understand how you use our services, to help us develop relevant and updated services for your membership, e.g. surveys or other information

  • To use your attendance log to support your membership with relevant information and services, e.g. loyalty reward, new classes and training material

  • Carry out research and analysis to understand how customers use our services

  • Train our staff and improve our services

  • Prevent and detect fraud or other crimes or defend ourselves in the event of a civil claim

  • Operate our facilities in a safe and secure way

5.  BASIS OF LAWFUL PROCESSING

Mood Reformer Pilates Ltd. must have a lawful basis (valid legal reason) to collect and process information about you. The lawful bases for processing, storing and retaining your personal data are:

1. Membership of Mood Reformer:

  • Consent: your explicit and freely given consent for the specified purpose of membership and the use of Mood Reformer's facilities

  • Contractual obligations: the processing is necessary for the performance of your membership agreement with Mood Reformer

  • Legal obligations: the processing is necessary for a legal obligation that Mood Reformer is subject to

  • Legitimate interests: the processing is necessary for the legitimate business interests of Mood Reformer to make sure our services are working well, and to improve member experience

2.  Health information or other types of sensitive information:

  • Consent: your explicit and freely given consent for the specified purpose of membership and the use of Mood Reformer's facilities

  • Public task: the processing is necessary for reasons of public interest in the area of public health

  • Vital interests: the processing is necessary to protect your life or prevent serious physical harm

3.  Website visitors and marketing information:

    Consent:

  • You have opted-in to receive marketing materials and communications from us

  • You have explicitly and freely given consent for new openings

  • You have explicitly and freely given consent to be contacted by a third party, for example, Instructors regarding private sessions

    Legitimate interests:

  • The processing is necessary for the legitimate business interests of Mood Reformer to be able to provide, optimize and target the website

  • The processing is necessary to for the legitimate business interest of Mood Reformer to process a limited amount of data for statistical purposes

  • We may also rely on legitimate interests in order to carry out direct marketing, but only when certain conditions are met, for example, the processing has a minimal impact on your privacy, and you are always offered an opt-out

  • The processing relies on a soft-opt in approach for marketing information

4. Mood Reformer Gymdesk App:

  • Contractual obligations: the processing is necessary for the performance of an agreement, e.g. class booking etc

  • Legitimate interests: the processing is necessary for the legitimate business interest in being able to provide functionality and optimize the App, and services offered through the App, and target ads as well as to communicate with you via the App

5. Retained personal data and debt following termination or cancellation of your membership:

  • Legal obligations: the processing is necessary for a legal obligation that Mood Reformer is subject to

  • Legitimate interests: the processing is necessary for the legitimate interest in safeguarding the interest of employees and other members, and commercial interest, in preventing re-membership of a blacklisted individual, and being able to decide when an excluded member can regain membership

 6. RETENTION OF INFORMATION

We will store your personal data while you are a Member of Mood Reformer.

Following cancellation or termination of your membership we will keep your data for no more than 5 years from the last activity on the account

An 'activity' can be classified as attendance at a studio, a payment made on the membership account, or contact with Mood Reformer

We may contact you about Mood Reformer services during these 5 years if you haven't opted out of receiving marketing communications from us

Cookies and the personal data collected through cookies are deleted in accordance with our Cookie Policy (see below)

We may retain your personal data for longer if we have a legitimate interest to do so, or to meet legal obligations, including health and safety, financial audit, anti-fraud and money laundering regulations

7. CCTV

Our studios are monitored by CCTV 24 hours a day. CCTV cameras may be installed in entrances, reception areas, and fitness spaces, but they are never placed in private studio areas like changing rooms.

By entering our locations, you agree that your image may be recorded and reviewed, and you waive any related claims.

Mood Reformer maintains the right for its staff and contractors to review footage when necessary. All recorded CCTV footage is securely stored and kept in accordance with applicable laws.

CCTV processing follows Data Protection Regulations, the CCTV Code of Practice, and the Human Rights Act 1998.

The purpose for using CCTV systems and collecting footage includes:

  • health and safety for the public and employees,

  • protecting property and assets,

  • ensuring adherence to policies and procedures,

  • preventing or detecting crime or disorder,

  • apprehending and prosecuting offenders (including using images as evidence in criminal proceedings).

All images are digitally recorded and safely stored on the system’s hard drives. Images remain for 30 days unless legislation permits longer storage, after which they are deleted.

Access to and sharing of CCTV footage is carefully restricted and controlled. Disclosure is only permitted if it supports the original purpose. Third-party access, such as police inquiries or lawyer requests, must be supported by a DPA or written authority from the person registered on the images.

8. OPTING OUT

Mood Reformer will only send you information relating to your membership and about similar products or services in a digital way, e.g. e-mail, sms etc. We will not share your data with any third parties for marketing purposes.

If you cancel your membership with Mood Reformer, we will only send you information that we think will be of interest to you.

If you want to opt out of receiving marketing messages from us, please visit your profile in your Gymdesk account.

You can choose to opt out of all marketing or select your marketing preferences. Alternatively, you can choose to opt-out in the footer of all e-mail marketing material received.

9. COOKIES

Cookies provide information regarding the computer used by a visitor to our website. We may use cookies where appropriate to gather information about your computer in order to assist us in improving our website.

We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. This is statistical information and does not identify you personally.

10. KEEPING YOUR PERSONAL DATA SECURE

All personal data is stored securely on Gymdesk

All financial data is stored securely on Stripe

Communications over the internet (such as emails) are not secure unless they have been encrypted. We cannot accept liability or responsibility for any unauthorised access to or loss of your personal data in this situation which is beyond our control.

11. DISCLOSING YOUR INFORMATION

We will not disclose your personal information to any other party other than in accordance with this Privacy Policy or in the following circumstances:

  • In the event that we sell any or all of our business, to the buyer

  • Where we are legally required by law to disclose your personal information

  • To further fraud protection and reduce the risk of fraud

  • Third party links - on occasion we may include links to third parties on this website. Where we provide a link, it does not mean that we endorse or approve that site’s policy towards visitor privacy. Please review their privacy policy before sending them any personal data.

12. USE OF PERSONAL DATA FOR AUTOMATIC DECISION MAKING

We may use limited personal data, including engagement characteristics and usage data, to help us better understand how you interact with our services.

This data may be subject to automated decision-making and profiling, which we use to tailor our offering, marketing communications and improve user experience.

Where such processing takes place, we do not make any decisions based on automated decision-making that would produce legal effect or similarly significant impacts on individuals. 

13. THIRD PARTY TRACKING

We use tools such as Google Analytics for collecting personal data about our website visitor's online activities over time and across different web sites for marketing purposes. This is so we can ensure our website gives you the best possible experience.

For more information and how to opt out from this please see Item 9 - Cookies above.

14. DO NOT TRACK (DNT)

The Mood Reformer website does not respond to DNT signals.

15. YOUR PRIVACY RIGHTS

Below is an overview of your rights around privacy. Please note that there may be conditions or restrictions attached to exercising these rights and you may not have the right to deletion in specific cases.

If you wish to exercise one or more of the below rights, please contact us by sending an email to marple@moodreformer.co.uk and stating your name and membership number to help us to verify your identification.

Access: You have the right to ask for a copy of the data we hold about you. There is not normally a fee for this service

  • Rectification: If you believe we are holding inaccurate information about you, or your personal details change, please update your profile on the Mood Reformer website in the members' area. Debit, Credit and Bank account changes can be made in your members' area in the Mood Reformer app

  • Erasure: You have the right to erasure of the data we hold on you, when it is no longer needed for the purposes of your Membership, or when you withdraw your consent for our processing (provided we have no other lawful basis to hold your data)

  • Restriction: You have the right to ask us to place restrictions on processing your data in certain circumstances

  • Notification: You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data

  • Portability: You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller

  • Object: You have the right to object to data processing of your personal data for direct marketing or profiling purposes

  • Withdraw: You have the right to withdraw your consent for the specific processing

  • Profiling: You have the right not to be subject to a decision based on solely automatic processing of your personal data, that produces a legal, or similarly significant, effect

16. EDITING AND DELETING YOUR DATA

Questions - If you have any questions regarding the processing of your personal data you can contact us via the Gymdesk app or email – marple@moodreformer.co.uk

Updating Records - We will update our records when you inform us that your details have changed.

Removal - You can request to be removed from the Mood Reformer database at any time by emailing marple@moodreformer.co.uk from the email address that we hold for you on our database.

Copy - You may request a copy of your information. We will provide this free of charge, and no later than 30 days from the receipt of request.

Charge – Generally, we will provide a copy of your information free of charge but where the request is manifestly unfounded or excessive, we reserve the right to charge a fee. We may also charge a fee if you require further copies of the same information.

We will observe the rights granted to you under applicable privacy and data protection laws and will ensure that queries relating to privacy issues are promptly and transparently dealt with.

In the event that you have not received a response within 30 days you have the right to contact the Information Commissioners Office:

The ICO,

Wycliffe House, Water Lane,

Wilmslow,

SK9 5AF

Email: https://ico.org.uk/global/contact-us/email

Phone: 0303 123 1113.

17. COMPLAINTS

If you wish to make a Data Protection complaint, please reach out to marple@moodreformer.co.uk

Alternatively, you can contact the Information Commissioner's Office at https://ico.org.uk/concerns/

18. CHANGES TO THIS PRIVACY NOTICE

We will update this Privacy Notice over time, especially if we change our data processing activities or if new legal requirements become applicable.