Last updated: 28 October 2026

This policy explains what personal information Bryony's Pilates collects, why we collect it, and how we look after it.

WHO WE ARE

Bryony's Pilates is run by Bryony Ashford as a sole trader. We offer Pilates and Yin Yoga classes, one-to-one sessions, workshops and retreats, in person in West London and online. We're responsible for the personal information described in this policy.

If you have any questions about your information, email us at bryonyspilates@gmail.com.

ICO registration number: [processing]

WHAT WE COLLECT AND WHY

We only collect what we need to run your sessions safely and keep in touch with you.

Name, email address and phone number
Why: To reply to enquiries, take bookings, send confirmations and contact you about your sessions or introductory call.
Legal basis: To arrange and provide the service you've booked. If you're only making an enquiry, our legitimate interest in replying to you.

Payment information
Why: To take payment for classes, workshops and retreat deposits. Card payments are handled by our booking and payment providers, and we never see your full card number.
Legal basis: To provide the service you've booked, and to keep the financial records the law requires.

Health questionnaire answers and health notes
Why: To make sure sessions are safe and suitable for you, and to adapt them to your needs.
Legal basis: To provide your sessions safely, and your explicit consent, which you give through the tick box on the health questionnaire.

Emergency contact name and phone number
Why: To contact someone if you're taken ill or injured during a session.
Legal basis: Our legitimate interest in keeping you safe.

Your preference about hands-on guidance
Why: To respect your choice during sessions.
Legal basis: Your consent.

Email address for our mailing list
Why: To send news about classes, workshops and retreats.
Legal basis: Your consent. You confirm your sign-up by email, it's always separate from booking, and you can unsubscribe at any time.

Photos and videos taken during classes, workshops and retreats
Why: To share on our website, social media and promotional materials.
Legal basis: Our legitimate interest in promoting the business. If you'd rather not be included, just let us know.

Your phone number in our WhatsApp groups
Why: To share updates with class and retreat groups.
Legal basis: Your consent. We always ask before adding anyone.

Messages and enquiries
Why: To reply to you.
Legal basis: Our legitimate interest in answering your questions.

How you use our website
Why: To understand how people find and use the website, and to measure our advertising.
Legal basis: Your consent, given through the cookie banner.

Health information

Health information has extra protection under UK data protection law. We only collect what we need to keep you safe, and only with your explicit consent.

  • Health questionnaire: you complete this before your first session or introductory call, and it's stored securely in our booking system. When you book after that, we'll ask you to confirm whether anything has changed.

  • Introductory calls: any notes taken by hand during your call are shredded once they're no longer needed, when you start classes or decide not to book.

  • One-to-one sessions: session notes are kept securely on a password-protected device or in secure storage that only Bryony's Pilates can access.

  • Who sees it: your health information is only used by Bryony's Pilates to plan safe sessions for you. We don't share it with anyone else unless you ask us to, or in an emergency where your health is at risk.

  • Withdrawing consent: you can withdraw your consent at any time. If you do, we may not be able to offer sessions safely, and we'll talk this through with you.

Photos and videos

We sometimes take photos or videos during classes, workshops and retreats. If you'd rather not be included, just let us know at the start of class. We'll always ask before featuring you prominently, such as in a close-up or alongside a testimonial. If you change your mind later, email us and we'll stop using the image and remove it where we can, although we can't always recall material that has already been shared.

Online classes

Online classes aren't recorded. If we ever record a session, such as a workshop, we'll ask everyone's permission first.

WHO WE SHARE IT WITH

We never sell your information. We use trusted services to run the business, and they handle information on our behalf.

  • Squarespace: our website and contact forms

  • Acuity Scheduling: bookings, payments for classes and the health questionnaire

  • Mailchimp: our mailing list. Mailchimp records whether our emails are opened and which links are clicked

  • Stripe: retreat deposits and payments

  • Google Analytics: understanding how people use our website

  • Google Search Console: seeing how our website appears in Google search results

  • Meta Pixel: measuring our Facebook and Instagram advertising

  • Zoom: online classes

  • WhatsApp: class and retreat groups

  • Gmail: email

Some services, such as WhatsApp and Stripe, also use information under their own privacy policies. Some of these services store information outside the UK, mainly in the United States. Where they do, it's protected by safeguards recognised under UK law.

People who help us run the business, such as our website and marketing support, may have access to the website, booking system and mailing list to maintain them. They're required to keep your information confidential.

Retreats

  • Venues, caterers and other providers: we only share what they need to run your retreat, such as how many guests are staying, and any dietary, accessibility or health needs you've asked us to pass on so you're safe and comfortable. Any information you give them directly is handled under their own privacy policies.

  • Guest teachers: guest teachers may be in the WhatsApp group for the retreat they're involved in.

WhatsApp groups

  • We always ask before adding you to a group.

  • Class groups have disappearing messages set to 90 days.

  • Retreat groups stay open as a community.

  • Everyone in a group can see each other's names, phone numbers and anything shared. Messages and photos already shared stay visible to the group after you leave.

  • You can leave a group at any time.

When the law requires it

We may share information if we're legally required to, for example with HMRC or the police.

HOW LONG WE KEEP IT

We keep information only for as long as we need it.

  • Enquiries from people who don't go on to book: 12 months

  • Booking records, health questionnaires and one-to-one notes: 7 years after your last session

  • Retreat booking records: 7 years after the retreat

  • Temporary retreat arrangements, such as dietary lists or travel details: deleted once the retreat is over

  • Handwritten notes from introductory calls: shredded once they're no longer needed

  • Payment and tax records: as long as HMRC requires

  • Mailing list: until you unsubscribe. We keep a record that you've unsubscribed so we don't email you again

Keeping it safe

  • Digital records are kept on password-protected devices and in secure booking and email systems.

  • Handwritten notes are kept safely and shredded once they're no longer needed.

  • Only the people who need your information to run your sessions can access it.

YOUR RIGHTS

You have the right to:

  • ask for a copy of the information we hold about you

  • ask us to correct anything that's wrong

  • ask us to delete your information

  • ask us to limit how we use your information, or object to us using it

  • ask for your information in a format you can take elsewhere

  • withdraw your consent at any time, where we rely on it

To do any of these, email us at bryonyspilates@gmail.com. We'll reply within one month. Sometimes we may need to keep certain records, such as financial records, for legal reasons, and we'll explain if that's the case.

COOKIES

Our website uses cookies. Essential cookies keep the website working. Google Analytics and the Meta Pixel only run if you accept them in the cookie banner. You can change your choice through the cookie banner or your browser settings.

COMPLAINTS

If you're unhappy with how we've handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

CHANGES TO THIS POLICY

We'll update this policy if the way we work changes. The date at the top shows when it was last updated.

Privacy Policy