Privacy Policy

Who we are

The Movement Retreat is a movement studio run by Helen Wragg, based in the Tickhill area of South Yorkshire. We offer small-group Pilates and yoga classes focused on thoughtful, considered movement.

For the purposes of this policy, “we”, “us”, and “our” refers to The Movement Retreat. We are the data controller for the personal information described in this policy.

If you have any questions about how we handle your data, you can reach us at:

Email: helen@themovementretreat.com

Phone: 07788 702622

What information we collect and why

Information you give us through the website

When you use an enquiry form or contact form on our website, we collect:

• Your name
• Your email address
• Your phone number
• Any message or question you include

We use this to respond to your enquiry and, where relevant, to confirm your place in a class. We do not use it for marketing without your consent.

Our website forms are processed and stored by Netlify, Inc., a US-based company. When you submit a form on this site, your data is transferred to and stored on Netlify’s servers in the United States. Details of how this transfer is handled are covered in the international transfers section below.

The website is designed and maintained by ByKris (hello@bykris.co.uk), a freelance web designer and developer. In the course of maintaining the site and troubleshooting technical issues, ByKris has access to the Netlify account where form submissions are stored, and may incidentally view personal data submitted through the site. ByKris acts as a data processor on behalf of The Movement Retreat and does not access, use, or retain that data for any other purpose.

Website analytics

We use Google Analytics to understand how visitors use our website — for example, which pages are visited and how long people spend on them. This helps us improve the site over time.

Google Analytics is only active if you choose to accept analytics cookies. If you decline cookies or do not accept analytics cookies when prompted, no analytics data is collected from your visit.

When active, Google Analytics may collect:

• Pages visited and time spent on them
• General location (country or region — not a precise location)
• Device type and browser
• How you arrived at the site (for example, a search engine or a link)

This data is anonymised and aggregated. It cannot be used to identify you personally. You can update your cookie preferences at any time using the cookie settings link in the footer of our website.

For more information on how Google handles this data, see Google’s Privacy Policy.

Information you give us outside of the website

Before participating in a class, we ask you to complete a health questionnaire or screening form. This helps us make sure every session is safe and appropriate for you.

Through this process, we may collect:

• Relevant medical history, current medications, and any conditions that may affect your participation (including pregnancy)
• Your job details, if you choose to provide them
• Your goals or class preferences
• The name, phone number, email address, and postal address of your nominated emergency contact
• Goal planning information completed as part of the screening process

This information is treated with the strictest confidence. It is only used to ensure your safety and to tailor sessions to your needs. It is never shared with third parties for marketing purposes.

Health and medical information is classed as special category data under UK GDPR. We collect and process it only with your explicit consent. You will be asked to provide this consent clearly before completing the screening form.

Our legal basis for processing your data

We process your personal data on the following grounds:

• Contractual necessity — to respond to your enquiry and confirm your class booking
• Legitimate interests — to manage our day-to-day communication with participants
• Explicit consent — for health and medical information collected through the screening process
• Consent — for Google Analytics data, collected only when you accept analytics cookies

Who we share your data with

We do not sell, rent, or trade your personal data with any third party.

We work with the following third parties in the course of operating our website:

• Netlify, Inc. — processes and stores website form submissions on our behalf, acting as a data processor. Netlify is a US-based company; see the international transfers section below for details of how this is handled.
• ByKris (hello@bykris.co.uk) — the freelance web designer and developer who built and maintains this website. ByKris has incidental access to form submissions through the Netlify account in the course of providing technical support, and acts as a data processor on our behalf.
• Google Analytics — used to analyse website usage, only when you have consented to analytics cookies.
• Google (Maps embed) — class pages include an optional Google Maps embed. If you choose to load the map, your browser connects to Google’s servers directly. No data is sent to Google if you do not load the map. See Google’s Privacy Policy for details.

Beyond these, your data is not shared with any other individual or organisation unless we are required to do so by law.

International transfers

When you submit a form on this website, your data is transferred to and stored on servers operated by Netlify, Inc. in the United States.

The United States does not have the same data protection laws as the UK. To ensure your data is protected to an equivalent standard, Netlify relies on Standard Contractual Clauses (SCCs) approved for use under UK GDPR. These are legally binding commitments that require Netlify to protect your data in accordance with European and UK data protection standards.

For more information on how Netlify handles personal data, see Netlify’s Privacy Policy.

How long we keep your data

• Website form submissions (enquiries and contact messages) — up to 2 years
• Health screening and medical information — up to 7 years
• Emergency contact information — for the duration of your participation, then deleted
• Goal planning questionnaires — up to 7 years
• Google Analytics data — as per Google’s standard retention settings (26 months by default)

We will delete your data sooner if you ask us to, unless we are required by law to keep it.

Your rights

Under UK GDPR, you have the right to:

• Request a copy of the personal data we hold about you
• Ask us to correct any inaccurate information
• Ask us to delete your data, where there is no longer a lawful reason to hold it
• Object to or ask us to restrict how we process your data
• Withdraw your consent at any time (where we are relying on consent as our lawful basis)
• Receive a copy of your personal data in a portable, machine-readable format, or ask us to transfer it directly to another organisation

To exercise any of these rights, please contact us at helen@themovementretreat.com. We will respond within one month.

If you are not satisfied with how we have handled your data, you have the right to make a complaint to the Information Commissioner’s Office (ICO):

Website: ico.org.uk

Phone: 0303 123 1113

Data breaches

In the event of a personal data breach that poses a risk to your rights and freedoms, we are required to notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of it. If the breach is likely to result in a high risk to you personally, we will also notify you directly as soon as reasonably possible.

Changes to this policy

We may update this policy from time to time. When we do, we will update the date at the top of this page. Any changes will apply from the date of publication.