Ultimate Pilates - Privacy Policy
Ultimate Pilates Limited Last updated: 10 October 2026
This privacy notice explains how Ultimate Pilates Limited handles personal information in connection with class enquiries, bookings, attendance and communications. It must be checked against the actual website and booking systems before publication.
1. Who we are
Ultimate Pilates Limited is responsible for determining how personal information is used for its class business.
Trading address: 35 Angus Road, Goring-by-Sea, West Sussex, BN12 4BL.
Registered office: 36a Goring Road, Goring By Sea, West Sussex, BN12 4AD.
Privacy contact: use our contact form.
2. Information we collect
Depending on your interaction with us, we may collect your name, contact details, class choices, booking and payment status, attendance and communications. Before attending, you complete a health questionnaire that may include health conditions, injuries, mobility restrictions and other information relevant to safe participation. Our website may also collect technical information needed to operate its services; see Section 8.
3. Why we use your information
We use booking and contact information to process bookings, communicate class details, supply Zoom links, administer renewals and respond to enquiries. Health questionnaire information is used only within Ultimate Pilates Limited to assess suitability for classes, identify health or movement limitations and determine appropriate modifications. We do not use health questionnaires for marketing, and we do not sell personal information.
4. Our legal basis
Ordinary booking information is generally used where needed to fulfil your booking contract, comply with legal obligations or pursue legitimate business interests (such as customer service and appropriate business administration), depending on the processing activity.
Health information is special-category data and requires both an Article 6 lawful basis and a separate Article 9 condition.
5. Who can access information
Health questionnaire information is used by Ultimate Pilates Limited to assess class suitability and support client safety. Access for these purposes is intended to be limited to authorised Ultimate Pilates personnel.
Our email mailbox is hosted through Microsoft 365. Microsoft hosts and processes our email information to provide the mailbox service. This is the exception to our own-premises infrastructure; we do not provide health questionnaires to outside practitioners or other providers for class assessment or marketing.
Separate payment, booking and online-class services may handle other personal data as needed to operate those services.
6. Storage and security
Our website hosting and client-record databases are operated on infrastructure on our own premises and controlled by Ultimate Pilates Limited. Our email mailbox is hosted through Microsoft 365, as explained in Section 5. We are responsible for managing access to our information and protecting it against unauthorised access, loss, misuse or disclosure.
Health questionnaire information is used by Ultimate Pilates Limited to assess suitability for classes, identify health or movement limitations and determine appropriate modifications.
7. Retention
Client records are retained while someone is an active client and for a reasonable, justified period following cancellation, subject to applicable legal and insurance requirements.
The period depends on the type of information and why it is needed, including class safety, administration, financial record-keeping and any relevant complaint or legal claim. Records should not be retained indefinitely merely because they may be useful in the future. When information is no longer needed for a justified purpose, it should be securely deleted or anonymised.
8. Cookies and website analytics
This version of our website does not use advertising, analytics or other tracking cookies or similar tracking technologies.
Necessary cookies may be used to protect forms, maintain a shopping basket or keep you signed in when you use those features. They support the service you request and are not used to track you for advertising or analytics.
9. Your rights
Subject to applicable exemptions, you may request access to, correction or deletion of personal information; restriction or objection to certain processing; and, in some cases, data portability. Where processing relies on consent, you may withdraw it without affecting processing already carried out. Contact us via the contact form. You can also complain to the UK Information Commissioner's Office at https://ico.org.uk.
10. Changes and contact
We may update this notice to reflect changes to our processes or law. The latest version will appear on our website.
Contact: Ultimate Pilates Limited, 35 Angus Road, Goring-by-Sea, West Sussex, BN12 4BL; use our contact form.
For class booking rules, please read our Class Booking Terms & Conditions.