Privacy Policy

At Ben’s Pilates, we’re committed to looking after the personal information you share with us. This policy explains what we collect, why we collect it, how we use it, and the choices you have. We follow the UK General Data Protection Regulation (UK GDPR) to make sure your information is handled safely and respectfully.

If you ever have a question, just email us at hello@benspilates.com — we’re always here to help.

The information we collect

We may collect personal details such as your name, email address, phone number, and any information you share when you book a class, send us a message, fill in a form, apply for a role, or interact with us online.

We also collect some technical information when you browse our website — things like your IP address and how you move around the site. This helps us understand what people find helpful so we can keep improving.

We don’t intentionally collect sensitive information unless you choose to share it with us (for example, during a job application). If you do, we’ll only process it with your permission.

How we use your information

We use your information to:

  • manage bookings, classes and payments

  • respond to your messages and enquiries

  • keep our studio running smoothly

  • improve our website and services

  • update you about things we think you’ll genuinely want to know (but only if you’ve opted in)

  • review job applications and contact potential instructors or staff

  • meet legal or regulatory obligations

We always aim to use the minimum amount of data needed, and we never sell your personal information.

Our lawful basis for using your data

We rely on different lawful bases depending on the situation:

  • Contract – when it’s necessary to provide a service you’ve booked

  • Legitimate interests – such as responding to enquiries or improving our services

  • Consent – for marketing emails or optional updates

  • Legal obligation – where the law requires us to keep or share certain information

Sharing your information

We only share your information with trusted partners who help us deliver our services — for example, scheduling and booking systems, payment processors, or email platforms. These partners must keep your information secure and only use it for the job we’ve asked them to do.

We may also share information if required by law or if our business structure changes.
We never share your information for unrelated marketing purposes.

International transfers

Some of the tools we use may store data outside the UK. If that happens, we ensure appropriate safeguards are in place — such as adequacy decisions or Standard Contractual Clauses — so your data is treated with the same protection it would receive in the UK.

How long we keep your information

We keep your personal information for as long as we need it for the purpose it was collected, or for as long as the law requires.

When it is no longer needed, we delete it securely or anonymise it.

This gives you flexibility while remaining compliant — and avoids promising specific timelines.

Your rights

You’re always in control of your information. You have the right to:

  • access the personal data we hold

  • ask us to correct inaccuracies

  • ask us to delete your information

  • withdraw consent for marketing

  • limit or object to certain uses

  • request a copy of your data in a portable format

  • make a complaint to the ICO (www.ico.org.uk)

To exercise your rights, just email hello@benspilates.com.

Cookies and analytics

We use cookies and analytics tools to help understand how people use our website and to make improvements. You can control or disable cookies in your browser settings at any time. For more information visit www.allaboutcookies.org.

Keeping your information safe

We use a range of security measures — including secure servers, encryption, restricted access and staff training — to help protect your data. While no system can be completely secure, we take every reasonable step to safeguard your information.

Links to other sites

Sometimes we link to external websites. These sites have their own privacy policies, and we’re not responsible for their practices, so we recommend checking theirs before sharing any information.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in how we work or in the law. The latest version will always be available on our website.

How to contact us

If you have any questions, concerns, or requests relating to your personal information, please get in touch:

Email: hello@benspilates.com
Address: Ben’s Pilates Ltd, 17a Staple Gardens, Winchester, SO23 8SR, United Kingdom