Privacy Policy
Last updated: 1 September 2026
1. Who we are
This privacy policy explains how Align To Elevate Pilates Limited (“we”, “us” or “our”) collects, uses, stores and protects personal information when you:
enquire about our services;
book or pay for a Pilates class, course, online service, membership or wellness retreat;
attend an in-person or online Pilates session;
attend a wellness retreat;
provide health, dietary or accessibility information; or
subscribe to our marketing emails.
For the purposes of UK data protection law, the data controller is:
Align To Elevate Pilates Limited
Company number: 17316020
Registered office: Anbury, New Inn Fields, Bordon, England, GU35 9LH
Correspondence address: Anbury, New Inn Fields, Bordon, England, GU35 9LH
Email: info@aligntoelevatepilates.co.u
2. Personal information we collect
Depending on how you interact with us, we may collect:
Identity and contact information, such as your name, email address, telephone number, postal address, date of birth where relevant, and emergency contact details.
Booking and membership information, including the classes, courses, memberships or retreats you book, attendance records, appointment history, cancellations and communications about your booking.
Retreat information, including your accommodation preferences, room-sharing preferences, dietary requirements, accessibility requirements, arrival and departure details, transport arrangements and other information needed to administer a retreat.
Payment and transaction information, including amounts paid, payment status, instalments, refunds and limited billing information. Complete payment-card details are normally collected directly by our payment provider and are not stored by us.
Health information, such as injuries, medical conditions, pregnancy, allergies, medication, mobility limitations, accessibility needs or other information relevant to your safe participation in Pilates or a wellness retreat.
Dietary information, including allergies, intolerances and dietary preferences. This information may reveal health information or, in some circumstances, religious or philosophical beliefs.
Emergency information, including emergency contact details and information that may be relevant if you require assistance during a class or retreat.
Travel information, where reasonably required to coordinate retreat attendance, such as arrival and departure times, transport details and travel delays. We will only collect passport or identity-document information where it is genuinely necessary and we have explained why.
Enquiry and communication information, including information contained in emails, contact forms, messages, feedback or complaints.
Marketing information, including whether you have agreed to receive marketing and your communication preferences.
Technical and website information, such as your IP address, browser type, device information and essential cookie data generated when you use our website.
Online-session information, such as your display name and, where applicable, audio or video transmitted during a live online class.
Health information and certain dietary information are “special category personal data” and receive additional protection under data protection law.
Please provide only the health, dietary and other sensitive information that is relevant to your safe participation or that we reasonably need to provide the booked service.
3. How we collect personal information
We may collect personal information:
directly from you when you complete a form, make a booking, purchase a service, join a membership, book a retreat, subscribe to emails or contact us;
during classes, retreats or other communications with you;
through our website and essential cookies;
from booking, membership, payment, video-conferencing or email providers acting on our behalf;
from retreat venues, accommodation providers or activity providers where necessary to administer your booking or respond to an incident; and
from another person where they make a booking for you, provided they are authorised to give us your information.
If someone else books on your behalf, they must have your permission to provide your information and must direct you to this privacy policy.
Where we receive personal information from another source, we will provide the required privacy information within the period required by law unless an exception applies.
4. Why we use your information and our lawful bases
We only use personal information where we have a lawful basis for doing so.
Responding to enquiries
Purpose: Responding to enquiries and taking steps you request before entering into an agreement with us.
Information used: Identity, contact and enquiry information.
Lawful basis: Taking steps at your request before entering into a contract.
Managing bookings and payments
Purpose: Managing Pilates, membership and retreat bookings, payments, instalments, cancellations and refunds.
Information used: Identity, contact, booking, retreat and transaction information.
Lawful basis: Performance of a contract.
Delivering our services
Purpose: Delivering Pilates classes, online services, memberships and wellness retreats.
Information used: Identity, contact, booking, membership, retreat and online-session information.
Lawful basis: Performance of a contract.
Arranging retreat services
Purpose: Arranging retreat accommodation, catering, activities and transport included in or connected with your booking.
Information used: Identity, contact, booking, dietary, accessibility and relevant travel information.
Lawful basis: Performance of a contract.
Service and safety communications
Purpose: Communicating important information about your service, safety, itinerary or booking.
Information used: Identity, contact, booking and retreat information.
Lawful basis: Performance of a contract.
Financial, tax and business records
Purpose: Keeping financial, tax and business records.
Information used: Identity, transaction and limited booking information.
Lawful basis: Compliance with a legal obligation.
Protecting our clients, services and business
Purpose: Protecting our website, clients, participants, services and business; preventing fraud; and establishing, exercising or defending legal claims.
Information used: Identity, contact, transaction, communication and technical information.
Lawful basis: Our legitimate interests in operating and protecting our business, provided those interests are not overridden by your rights and interests.
Newsletters and marketing
Purpose: Sending newsletters, retreat announcements, offers and other direct marketing by email.
Information used: Contact details and marketing preferences.
Lawful basis: Your consent, unless the limited “soft opt-in” for existing customers lawfully applies.
Photographs and recordings
Purpose: Taking or using identifiable photographs or recordings for promotional purposes.
Information used: Your image, voice or participation information.
Lawful basis: Your consent.
Legal and regulatory requirements
Purpose: Complying with legal or regulatory requirements.
Information used: Relevant personal information.
Lawful basis: Compliance with a legal obligation.
Where we rely on legitimate interests, we consider whether the processing is necessary and balance our interests against your rights, interests and reasonable expectations.
Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
5. Health, dietary and accessibility information
Health information is special category personal data. Some dietary or accessibility information may also reveal health information, religious beliefs or philosophical beliefs.
We may ask for relevant information so that we can:
assess whether a class, activity or retreat may be suitable for you;
make reasonable adjustments or suggest exercise modifications;
communicate relevant allergies or dietary needs to a retreat venue or catering provider;
plan accommodation or accessibility arrangements;
support safer participation; and
respond appropriately if an incident or emergency occurs.
Our Article 6 lawful basis for processing this information is consent.
Where the information is special category data, our additional condition under Article 9 of the UK GDPR will normally be your explicit consent under Article 9(2)(a).
You may withdraw explicit consent by contacting us. If particular information is objectively necessary to provide a service safely or make requested arrangements, withdrawing consent may mean that we cannot provide all or part of that service. We will explain the consequences before acting on your request.
Pilates and wellness services are not substitutes for medical diagnosis, treatment or advice. You should consult an appropriately qualified healthcare professional if you have concerns about your ability to participate.
In a genuine emergency, we may use or disclose relevant information where necessary to protect your or another person’s vital interests and the applicable legal requirements are met.
6. Retreat bookings
When you book or enquire about a retreat, we may use your information to:
reserve your place and administer payments;
arrange accommodation, catering, Pilates sessions, wellness activities and other services included in the retreat;
manage room allocations and relevant preferences;
provide itineraries and joining instructions;
coordinate arrival, departure or transport arrangements where applicable;
make reasonable accessibility arrangements;
manage changes, cancellations, waiting lists or refunds;
communicate relevant dietary or allergy information to catering providers;
communicate information needed by retreat venues or activity providers to deliver their services; and
manage safety, incidents, insurance matters or emergencies.
We will share only the information reasonably required by each retreat provider. Where practical, dietary or accessibility requirements will be communicated without sharing unnecessary medical details.
Some retreat providers may act as our processors, while others may be independent controllers responsible for their own use of your information. Where another provider is an independent controller, its own privacy policy will apply.
If a retreat takes place outside the United Kingdom, personal information may need to be transferred to the destination country. Section 10 explains how we approach international transfers.
7. Marketing
We may send marketing emails only where:
you have actively consented to receive them; or
the law permits us to contact an existing customer about our own similar services under the “soft opt-in” rules.
Marketing may include information about Pilates classes, memberships, online services, wellness retreats, events and related offers.
Booking a class or retreat, making an enquiry, or receiving a booking confirmation does not automatically subscribe you to marketing.
You can unsubscribe at any time by:
using the unsubscribe link in a marketing email; or
contacting info@aligntoelevatepilates.co.uk.
We may retain a minimal suppression record after you unsubscribe so that we can respect your preference and avoid sending further marketing.
8. Payments
Payments are processed by Stripe.
Our payment provider collects and processes payment-card information under its own privacy policy. We may receive limited information, such as your name, billing details, transaction reference, payment status and amount paid.
We do not normally receive or store complete payment-card details.
Where a retreat permits instalment payments, we may retain information about the payment schedule, amounts due and payment status.
9. Who receives your information
Where necessary, we may share personal information with:
Stripe;
Hostinger;
UScreen
retreat venues and accommodation providers;
catering providers;
transport providers where transport forms part of the retreat arrangements;
retreat instructors, facilitators and activity providers;
website hosting, IT support, cloud storage and security providers;
accountants, insurers, professional advisers and payment or debt-recovery services;
emergency services or healthcare professionals where necessary;
courts, regulators, law-enforcement bodies or public authorities where disclosure is required or permitted by law; and
a prospective buyer, investor or professional adviser in connection with a genuine proposed sale or restructuring of our business, subject to appropriate confidentiality protections.
We will give a provider only the information it reasonably needs for the relevant purpose.
Service providers processing personal information on our behalf must use it only in accordance with our instructions, protect it appropriately and comply with their contractual and legal obligations.
We do not sell personal information.
10. International transfers
Some of our technology providers or retreat providers may process personal information outside the United Kingdom.
A retreat outside the United Kingdom may require us to transfer relevant booking information to accommodation, catering, transport or activity providers in the destination country.
Where information is transferred to a country that has not been recognised as providing adequate protection, we will use an appropriate safeguard where required. This may include the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another lawful transfer mechanism. We will also carry out any transfer risk assessment required by law.
In limited circumstances, a transfer may be necessary to perform a contract with you or to conclude or perform a contract in your interests, such as making an overseas retreat reservation you have requested. We will only rely on such an exception where the legal requirements are satisfied.
You may contact us for further information about the safeguards applying to your information.
11. How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including applicable legal, tax, accounting, insurance and dispute-resolution requirements.
Our intended retention periods are:
Enquiries that do not result in a booking
Information: Enquiries from people who do not subsequently make a booking.
Typical retention period: 12 months after our last contact with you.
Client, Pilates booking and membership records
Information: Client details and records relating to Pilates bookings, attendance and memberships.
Typical retention period: Six years after the end of our relationship with you.
Retreat booking and attendance records
Information: Records relating to retreat bookings, itineraries and attendance.
Typical retention period: Six years after the retreat, subject to applicable insurance and legal claim requirements.
Financial and transaction records
Information: Payment, refund, invoice, accounting and transaction records.
Typical retention period: 7 years after the transaction.
Health, dietary and accessibility information
Information: Health questionnaires, medical information, allergies, dietary requirements and accessibility information.
Typical retention period: 6 years after the relevant event.
Temporary retreat arrangement information
Information: Dietary preferences, rooming arrangements, accessibility details and travel information collected to organise a retreat.
Typical retention period: We will delete this information promptly after the retreat unless we need to retain it for a legal, accounting, insurance or claim-related purpose.
Identity or travel documents
Information: Copies of identity or travel documents, if exceptionally required to arrange a retreat.
Typical retention period: We will delete these documents securely as soon as the specific purpose for which they were collected has been completed, unless the law requires us to retain them.
Emergency contact details
Information: The name and contact details of your nominated emergency contact.
Typical retention period: For the duration of your active client relationship with us or until the relevant retreat has ended, unless the information is required in connection with an incident.
Incident and accident records
Information: Records of accidents, injuries, emergencies or other incidents occurring during a Pilates service or retreat.
Typical retention period: 6 years after the event.
Marketing consent records
Information: Records showing when and how you agreed to receive marketing communications.
Typical retention period: For as long as we send marketing to you and then for an appropriate period afterwards to demonstrate compliance with our legal obligations.
Marketing suppression records
Information: Minimal information recording that you have unsubscribed or objected to receiving marketing.
Typical retention period: For as long as necessary to respect your preference and ensure that we do not send you further marketing.
Photographs and recordings
Information: Photographs, video recordings or audio recordings used with your consent.
Typical retention period: Until you withdraw your consent or the material is no longer required, subject to reasonable practical and legal limitations.
Website security logs
Information: Technical and security information generated through your use of our website.
Typical retention period: Between 30 and 90 days, unless the information is required to investigate a security incident.
We may retain information for longer where necessary to establish, exercise or defend a legal claim, respond to an incident, meet insurance requirements or comply with a legal obligation.
When personal information is no longer required, we will securely delete or anonymise it.
12. Cookies
Our website may use cookies and similar technologies that are strictly necessary for functions such as security, bookings, payments, account access or remembering privacy settings.
If we use analytics, advertising or other non-essential cookies, we will provide clear information and obtain consent before placing or accessing them where required by law.
13. Photographs and recordings
We will not use an identifiable photograph or recording of you for promotional purposes without your consent.
Where photographs or recordings are planned during a retreat or class, we will explain:
what will be captured;
how the material may be used;
where it may be published; and
how you can decline to participate.
Where reasonably possible, we will provide a way for participants who do not consent to avoid being photographed or recorded.
Live online sessions will not be recorded unless participants have been informed in advance and we have an appropriate lawful basis.
14. Security
We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure, access or destruction.
These measures may include access controls, strong passwords, multi-factor authentication, encryption where appropriate, secure service providers, software updates, backups and restricting access to people who need the information.
Because health, dietary and emergency information may be particularly sensitive, we limit access to those who reasonably need it for safety, administration or legal purposes.
No website or electronic transmission is completely secure. If a personal data breach occurs, we will assess it and notify the Information Commissioner’s Office and affected individuals where required by law.
15. Your data protection rights
Depending on the circumstances, you may have the right to:
ask for access to your personal information;
ask us to correct inaccurate or incomplete information;
ask us to delete your information;
ask us to restrict how we use your information;
object to processing based on legitimate interests;
object at any time to direct marketing;
receive certain information in a portable, machine-readable format;
withdraw consent at any time; and
ask not to be subject to a decision based solely on automated processing where it has a legal or similarly significant effect.
These rights are not absolute, and exemptions may apply. We may need to verify your identity before acting on a request.
We will normally respond within one month, although the law permits an extension in certain circumstances.
To exercise a right, contact info@aligntoelevatepilates.co.uk.
16. Automated decision-making
We do not currently use personal information to make decisions based solely on automated processing that have a legal or similarly significant effect on you.
If this changes, we will update this policy and provide the information required by law.
17. Children
Our services are intended for people aged 17 or over.
If we offer classes, memberships or retreats to children, we will provide age-appropriate privacy information and obtain consent or authorisation from a parent or guardian where required. We will take additional steps to protect children’s information.
18. Links to other websites
Our website may contain links to third-party websites or services. Those organisations are responsible for their own privacy practices. You should read their privacy information before providing personal information.
19. Complaints
Please contact us first if you have a concern about how we use your information:
Align To Elevate Pilates Limited
info@aligntoelevatepilates.co.uk
Anbury
New Inn Fields
Bordon
Hampshire
GU35 9LH
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/
20. Changes to this policy
We may update this policy when our services, retreat arrangements, providers or legal obligations change. The latest version will be published at www.aligntoelevatepilates.co.uk with its effective date.
Where a change materially affects how we use personal information, we will take reasonable steps to bring it to your attention.