Policies

 

Privacy policy

URBAN SOULS HEALTH AND FITNESS LIMITED

YOUR PRIVACY IS IMPORTANT TO US

It is Urban Souls and Fitness Ltd’s policy to respect your privacy regarding any information we may collect while operating our website and providing our service to you.

We have developed this Privacy Policy for you to understand how we collect, store, use and disclose your personal information. There are steps you can take to control what we do with your data and these have been outlined below.

Data within this Privacy Policy refers to personal data which identifies you, such as your name and contact details.

We will collect personal information by lawful and fair means and, where appropriate, with the knowledge or consent of the individual concerned. By submitting information and/or your continued use of the website, you signify your consent to us in using your personal information in line with this Policy. This will be deemed as acceptance of any amendments that may be made from time to time.

We may change this policy from time to time, depending on changes in the law and our internal privacy processes. We encourage you to check it from time to time when you visit our website.

This Policy was last updated on 17th January 2019.

WHO IS RESPONSIBLE FOR YOUR DATA?

We, Urban Souls Health and Fitness are responsible for your data. We are a registered limited company and our registered address is Acre House, 11/15 William Road, London, United Kingdom, NW1 3ER. We are the data controller and we control the data that is collected from you, and as such the ways in which your personal information is collected and the purpose of its use.

PERSONAL DATA WE COLLECT ABOUT YOU

What kind of personal information we collect:

We collect the following information from you when you complete the Registration Form. This form is contained our business management software MindBodyOnline and is stored by MindBodyOnline. We will access this information to perform our services to you.

•Personal and contact details including history such as first name, surname, email, address and phone number

•Your date of birth, gender and age

•Emergency contact information

•Information about your health – only when relevant to the provision of our services to you

•Purchase information – including any products you currently hold with us and/or have purchased in the past

•Visit information – including past and future appointments and class attendance dates

•Records of your contact with us

•Marketing information including history of communications with you by email, and whether you open them or click on links

•Financial and transactional data – when you make a payment with us in studio, over the phone, or on our website or app the transaction is processed by our business management software MindBodyOnline. When you make a payment or store billing information with us your personal information is collected by their third party payment processors directly and not by us, and will be subject to the third party’s privacy policy. We have no control over, and are not responsible for, third parties’ collection, use and disclosure of your Personal Information.

•IP Address- this is a string of numbers unique to your computer that is recorded by our web server when you request any page or component on the Website. This information is used to monitor your usage of the Website.

•Data recorded by the Website - this allows us to recognise you and your preferred settings, this saves you from re-entering information on return visits to the site. Such data is recorded locally on your computer through the use of cookies. Most browsers can be programmed to reject, or warn you before downloading cookies, information regarding this may be found in your browser's ‘help’ facility.

WHAT WE USE YOUR PERSONAL INFORMATION FOR AND THE LEGAL GROUNDS

Where it is needed for performance of a contract to provide our products or services, such as:

•Administer and manage the product or service you have with us

•To process new orders you make and the management of your client account

•To manage the product or service you have with us

•To monitor and keep records of our interactions with you and our staff

•To improve the quality of our service provision to you

Where it is in our legitimate interests to do so, such as:

•For management and auditing of business operations

•For market research and analysis

•To develop new products and services and review/improve current products and services

•For direct marketing communications so we can make you aware of any offers, products and services we think of you might be interested in by email. We will only contact you and show you offers in this way if you have given your consent to receive news and offers from us.

To comply with our legal obligations

•To understand any injuries, illnesses or medical conditions you may have to ensure your health and safety in the use of our services and products

Although we do not make it compulsory to give us every item of information we ask for and will always make it clear what information is and isn’t optional, the more information you volunteer (and the more accurate it is), the better we can tailor your experience with us.

Please note: if you withhold information from us relating to any injuries, medical conditions or other issues that could affect your ability to exercise or to perform specific exercises safely, we cannot be held responsible or liable for any injuries you suffer as a result.

HOW WE USE YOUR PERSONAL DATA

We collect your personal data in order for us to:

a) Provide our service to you.

b) maintaining your records on our booking systems

c) booking your sessions

d) communicating with you in order to send you information about your booking

e) to fulfil our administration including accounting and billing

MARKETING: HOW TO MANAGE THE MESSAGES WE SEND TO YOU

We do not provide your personal information to any other business for marketing purposes.

If you receive our newsletter, you control if you want to opt out by either clicking the unsubscribe link in the bottom of the most recent newsletter email that you’ve been sent, or logging in to your account.

In order to change your preference when logged in to your account, click the “my account” navigation, choose the “my info” option and then on the page that loads, click the “Edit your info” link. On the “edit my details” page, you can then select or deselect the newsletter option. For directions, use this link : https://support.mindbodyonline.com/s/article/How-to-subscribe-or-unsubscribe?language=en_US

If you’re unsure or need help, email us on info@urbansouls.yoga and we’ll adjust your preference according to your wishes.

HOW LONG WE KEEP YOUR DATA

We keep your account active whilst you are using our service. If you don’t log in to your account for more than three years, we will deem you as an inactive client.

HOW WE PROTECT YOUR DATA

We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.

Our suppliers have technical measures in place to protect your information so in order to keep your account secure. We limit who can access our systems and keep our security and policies under review.

WHO WE SHARE YOUR DATA WITH

Mindbody Inc: (our booking platform) –Registration, Financial and transactional data – when you make a payment with us in studio, over the phone, or on our website or app the transaction is processed by our business management software MindBodyOnline. When you make a payment or store billing information with us your personal information is collected by their third party payment processors directly and not by us, and will be subject to the third party’s privacy policy. We have no control over, and are not responsible for, third parties’ collection, use and disclosure of your Personal Information.

https://www.mindbodyonline.com/privacy-policy

Google (powers our internal email and document storage)

We use Google Analytics to analyse how users interact with our site to improve our business processes and your experience with us.

https://policies.google.com/privacy

Mailchimp: When you use our services your email data is transferred to our email marketing platform Mailchimp through which we send you marketing communications such as our newsletter and Studio news.

You will only receive these communications if you opt in to receive them. Information about how to opt in and out of the email communications we send can be viewed here: https://support.mindbodyonline.com/s/article/How-to-subscribe-or-unsubscribe?language=en_US

https://mailchimp.com/legal/privacy

Emailing systems for marketing and transactional emails

TRANSFERS OF DATA OUTSIDE OF EUROPE

Our booking platform provider Mindbody Inc. operates within Europe and the USA and are GDPR compliant.

The system that sends our marketing emails operates outside the EEA and is Privacy Shield Certified.

COOKIES

We use several cookies on our website in order to allow you to log in, book classes and for other purposes such as reporting and improving our website. These are explained in our cookie page where there’s guidance on how you can control them and transparency on what cookies we (and our suppliers) set on your device.

Cookie Name: __utma, __utmc, __utmz

Purpose: These cookies are used to collect information about how visitors use our site through Google Analytics. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

Cookie Name: Mindbodyonline

Purpose: This cookie is used if you sign up via urbansouls.yoga/timetable. Mindbodyonline.com is the supplier that provides our booking system.

Cookie Name: Quantcast

Purpose: This is a tracking cookie used by Mindbodyonline.com who provide our booking system.

YOUR RIGHTS

Under the GDPR, you have several rights that you can exercise.

The right of access (often called a ‘Subject Access Request’ (SAR))

The right to rectification (making sure your data is accurate)

The right to erasure (often called ‘right to be forgotten’ / deletion of your account)

The right to restrict processing

The right to object

The right to data portability

Should you wish to exercise any of these rights, please contact us on infor@urbansouls.yoga and we’ll help you. There’s no charge for these requests (unless repetitive), we aim to fulfil your request as soon as we can and within 30 days.

Profiling

We use basic profiling (segmentation) to tailor our newsletter content to better match your use of our services, but there are no exclusive offers for different segments of our clients, as we don’t discriminate between our clients. Should you wish to opt out of this, please let us know by info@urbansouls.yoga

Automated decision making:

We do not use automated decision making, so that is not something that our clients need to opt out or in from.

Contact Us

You can write to us at info@urbansouls.yoga

If you have any complaints on how we use your data, please email us at info@urbansouls.yoga

We have a dedicated data protection officer (DPO) who you contact with any questions regarding our privacy policy by emailing info@urbansouls.yoga

Alternatively, you can contact the Information Commissioner’s Office by telephone on 0303 123 1113 or visit their website located at ico.org.uk/concerns.