Who is responsible for your data

Clare Jarvis, trading as South Downs Pilates, is the "controller" of your personal information. Contact me at
[email protected] or on 07919 185100.

What I collect

Contact details: your name, email, phone number and address.

Health information: details you give me on your health form, such as injuries, medical conditions,
pregnancy or postnatal status. This is "special category" data and I treat it with extra care.

Payment information: Stripe handles your payments. I can see that a payment was made, but I don't see or
store your full card or bank details.

Class recordings: live online classes are recorded on Zoom. These include your image and voice if your
camera and microphone are on.

Photos and video: only if you have agreed to this separately. See the Photo and Video Consent form.

Records of accidents and incidents: if something happens in class.

Course accounts: if you buy an online course, your name, email and progress, held in Thinkific.

Why I use it, and my legal basis

What I use it for: Running your classes, contacting you, taking payments
Legal basis: Contract: I need it to provide the service
Notes: Required to join

What I use it for: Keeping you safe in class (health form)
Legal basis: Your explicit consent, and my legal duty of care
Notes: You can withdraw consent, but I may not be able to teach you safely without it

What I use it for: Recording live classes and emailing them to class members
Legal basis: Your consent 
Notes: You can ask to keep your camera off


What I use it for: Photos and videos for social media and marketing
Legal basis: Your consent 
Notes:  Optional. You can withdraw at any time


What I use it for: Accounts, tax and insurance records
Legal basis: Legal obligation / legitimate interests
Notes: Kept for the periods below

What I use it for: Newsletters and updates about new classes or courses
Legal basis: Your consent 
Notes: You can unsubscribe at any time

Class recordings
Live online classes are recorded, emailed to class members, and stored in Thinkific. Recordings are kept for
12 months and then deleted. Other class members can sometimes be seen or heard in the recording, so
recordings are for your own personal use and must not be shared. See Recording Consent and Online
Participation, Copyright and Sharing Rules.

Who I share your information with

I only share what is needed with the services that help me run my business, and they only act on my
instructions. These include:

• Stripe, for payments
• Zoom, for live online classes and recordings
• Thinkific, for storing recordings and for online courses
• Microsoft (Outlook), for email
• WhatsApp, for class notices
• My insurer, FitPro, if there is an incident or claim
• HMRC or my accountant, for tax records

I never sell your data. Some of these services are based outside the UK, mainly in the USA (for example
Zoom and Stripe) and Canada (Thinkific). Zoom is certified under the UK extension to the Data Privacy
Framework (the "UK-US data bridge"), and Thinkific and Stripe use approved contractual clauses for UK
transfers.

How long I keep it

Information: Live class recordings 
How long: 12 months, then deleted
Why:  To let you catch up or revisit a class

Information: Health forms 
How long: For as long as you are a client, then 3 years after you leave
Why: To keep you safe in class; legal limits for injury claims; insurer requirements

Information: Accident and incident records 
How long: 3 years (longer if a claim arises)
Why: Insurance and safety

Information: Contact details and class records 
How long: 3 years after you leave 
Why: So you can easily return; basic admin

Information: Payment and invoice records
How long:  6 years 
Why: HMRC requirements

Information: Photos and videos
How long: Until you withdraw your consent
Why: Marketing

Information: Course accounts and progress
How long: For as long as your account is active, then 3 years
Why: Access and certificates

Information: Marketing emails
How long: Until you unsubscribe
Why: Your consent

Your rights
You have the right to see the information I hold about you, have it corrected, ask for it to be deleted,
restrict or object to how I use it, and take it with you in a usable format. Where I rely on your consent, you
can withdraw it at any time. I will respond within one month. To do any of these, just email me at
[email protected].

Keeping your information safe

I keep your information in password-protected accounts and devices. My records are kept digitally. I only
collect what I need and only keep it as long as I need it.

Children

My classes are for adults aged 18 and over. I don't knowingly collect information about children.

If you have a concern
Please contact me first and I will do my best to 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
I may update this policy from time to time. The latest version is always at www.southdownspilates.co.uk.
Last updated: October 2026.