Privacy Policy

Last updated: 16 September 2026

The Pilates Hub LLP is committed to protecting your privacy and handling your personal information fairly, securely and in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025.

This policy explains what personal information we collect, why we collect it, how we use and protect it, how long we keep it and your rights.

Who we are

The Pilates Hub LLP is the Data Controller for the personal information described in this policy.

The Pilates Hub LLP
18/2 Shore Place
Edinburgh
EH6 6SW

Website: thepilateshub.co.uk

Information we collect

We may collect and process personal information including:

your name and contact details, including email address and telephone number
booking, attendance and purchase history
communications between you and The Pilates Hub
information provided when you make an enquiry
payment and transaction information
information about your exercise history, fitness goals and Pilates experience
information you provide through our Intake Form or your Momence profile
records relating to your Pilates sessions

To help us provide Pilates safely and appropriately, we also collect health information where relevant. This may include information about:

injuries and physical limitations
medical conditions
pregnancy
medications
allergies and contraindications
information you provide from a doctor, physiotherapist or other healthcare professional
your response to exercise or treatment
any adverse events
adjustments or modifications made to your programme or sessions

Health information is classed as special-category personal data under UK data protection law and is given additional protection.

We do not provide classes or individual sessions to children under 18.

How we collect your information

We collect personal information when you:

contact us with an enquiry
create an account or book through Momence
complete an Intake Form
attend classes, appointments or other sessions
purchase services from us
communicate with us by email, telephone or in person

Most client information is now collected and stored through Momence.

Where a paper Intake Form is used, a digital copy may be stored securely using Dropbox.

We may also communicate with clients using email services provided through Outlook or Gmail.

Why we use your information

We use personal information to:

respond to enquiries
manage bookings and client accounts
provide Pilates classes and individual sessions
understand your requirements, fitness goals and relevant health circumstances
assess whether exercises and activities are suitable for you
make appropriate adjustments to sessions
maintain appropriate records of consultations, sessions, treatment plans and outcomes
process payments
communicate with you about bookings and the services you are receiving
maintain records required for insurance, legal and business purposes
send information about our classes, events and services where permitted
operate, maintain and improve our website and services

Our lawful bases for using your information

Depending on why we are using your information, we rely on one or more of the following lawful bases:

Contract: where the information is necessary to provide a service you have requested or to take steps before providing that service.

Legal obligation: where we need to retain or use information to meet a legal or regulatory requirement.

Legitimate interests: where it is reasonably necessary for operating and managing The Pilates Hub, providing and improving our services, maintaining appropriate business records, responding to enquiries or communicating with customers, provided those interests are not overridden by your rights and interests.

Consent: where we have specifically asked for your consent for a particular use of your information.

Health information

We need relevant health and physical information to assess your suitability for Pilates and to provide sessions safely and appropriately.

This information may include medical conditions, injuries, medications, allergies, pregnancy, contraindications and other information you choose to provide about your body or health.

Because health information is special-category personal data, additional legal protections apply to it. We only collect and use health information where it is necessary and appropriate for providing our services and where we have an appropriate legal basis and special-category condition for doing so.

Access to this information is limited to those who need it in order to provide or administer our services.

We do not routinely correspond directly with doctors, physiotherapists or other healthcare practitioners about clients.

Session and client records

Our records may include information from your initial consultation or Intake Form, relevant medical information, medications, allergies and contraindications, suitability assessments and consent.

We may also record treatment or exercise plans, adjustments and modifications, the reasons for decisions about your sessions, information provided before or after sessions, appointment dates and times, your responses and outcomes, and details of any adverse events.

These records help us provide a safe and consistent service and meet our professional and insurance obligations.

Payments

Card payments are processed using Stripe through Momence.

The Pilates Hub does not receive or store your complete payment card details. Payment information is processed by Stripe in accordance with its own privacy and security arrangements.

We may retain transaction information required for accounting, administration and legal purposes.

Marketing communications

We use Momence to manage customer communications and to send information about The Pilates Hub’s classes, events and services.

Where required, we will only send electronic marketing communications where we have an appropriate basis for doing so.

You can opt out of marketing communications at any time using the unsubscribe facility provided in our emails or through your Momence account.

Opting out of marketing does not prevent us from sending service communications which are necessary for your bookings, appointments or account.

Who we share information with

We do not sell your personal information.

We use trusted third-party service providers where necessary to operate our business and provide our services. These currently include:

Momence, for bookings, client records, Intake Form information and customer communications
Stripe, for payment processing
Dropbox, where digital copies of paper Intake Forms or other relevant records are stored
Microsoft and Google, where their email services are used for client communications
Google Analytics, where permitted, to help us understand use of our website

These providers process information in accordance with their own contractual, privacy and security arrangements.

We may also disclose information where required by law, to establish or defend legal claims, or where necessary in connection with our professional or insurance obligations.

International processing

Some of the service providers we use may process or store personal information outside the UK.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer is made in accordance with UK data protection law and that appropriate safeguards are in place where required.

How long we keep your information

In accordance with our insurer’s requirements, relevant client and session records are retained for at least seven years following your last session.

These records may include:

consultation and Intake Form information
relevant medical conditions, medications, allergies and contraindications
suitability assessments and consent records
treatment or exercise plans
adjustments and modifications to activities
reasons for decisions about your sessions
pre-session and post-session information
appointment and session details
client responses and outcomes
details of adverse events

Records may be retained for longer where reasonably necessary for insurance, legal or professional purposes.

Other personal information is retained only for as long as reasonably necessary for the purpose for which it was collected and to meet our legal, accounting, insurance and business requirements.

We periodically review the information we hold and securely delete or dispose of information when it is no longer reasonably required.

Website and analytics

When you use our website, limited technical information may be collected about your visit.

We use Google Analytics to help us understand how visitors use the website. Analytics cookies are only used in accordance with our cookie consent arrangements.

More information about the cookies used by the website and how you can control them is provided in our Cookie Policy.

Security

We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.

No method of storing or transmitting information can be guaranteed to be completely secure, but we take appropriate precautions having regard to the nature and sensitivity of the information we hold.

If a personal data breach occurs, we will assess it and notify the Information Commissioner’s Office and affected individuals where required by law.

Your rights

Depending on the circumstances, you have rights under UK data protection law including the right to:

be informed about how your personal information is used
request access to the personal information we hold about you
ask us to correct inaccurate or incomplete information
ask us to delete your personal information in certain circumstances
ask us to restrict the way we use your information in certain circumstances
object to certain uses of your personal information
receive certain information in a portable format where the right to data portability applies
withdraw consent at any time where we rely on consent

These rights do not apply in every circumstance and there may be legal reasons why we need to continue to retain or process particular information.

If you wish to exercise any of these rights, please contact us using the details below.

We will not normally charge a fee for dealing with a data protection request.

Data protection complaints

If you have concerns about how we have collected or used your personal information, please contact us in the first instance so that we can investigate.

We will acknowledge a data protection complaint within 30 days, investigate it appropriately and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.

Information about making a complaint is available from the ICO.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems or legal obligations.

The latest version will be published on our website with the date it was last updated.

Contact us

If you have any questions about this Privacy Policy, want to exercise your data protection rights or wish to make a complaint about how we have handled your personal information, please contact:

The Pilates Hub LLP
18/2 Shore Place
Edinburgh
EH6 6SW

Website: thepilateshub.co.uk