Updated 22/01/2020
Grace and Gravity Limited, company number 10423954, registered office Mulberry Cottage, The Coombe, Streatley, Berks, RG8 9QL takes the security and privacy of our customers very seriously and in relation to the management of client's and teacher's personal details we are fully committed to the new GDPR.
This policy explains how we may collect Personal Data about you, what we may use this data for, who will use it and how it is stored. This policy applies to the use of our website, booking system and any purchases you make online and at the studio.
It also explains some of the security measures we take to protect your Personal Data and tells you certain things we will do and not do. You should read this policy in conjunction with our Terms & Conditions.
Grace and Gravity Limited goes through an annual compliance regulation, completed by a third-party compliance certifier. We must pass and also adhere to these rules and regulations in order to run the Mindbody booking system.
When we first obtain Personal Data from you or when you take a new service or product from us, we will give you the opportunity to tell us if you do or do not want to receive information from us about other services or products. You can do this by ticking various boxes when creating your account and you may change your mind at any time when using our services or products by logging into your account and changing these under “data options”.
1. Collecting Information
We may collect Personal Data about you from a number of sources, including the following:
1.1 From you when you agree to use our service or buy a product from us, in which case this may include your contact details, date of birth, how you pay for the product or service and your bank details.
1.2 From you when you contact us with an enquiry or in response to a communication from us, in which case, this may tell us something about how you use our services.
1.3 From documents that are available to the public, such as the electoral register.
2. Using Your Personal Information
2.1 Personal Data about our customers is an important part of our business and we shall only use your Personal Data for the following purposes and shall not keep such Personal Data longer than is necessary to fulfil these purposes:
2.1.1 To help us to identify you when you contact us.
2.1.2 To help us to administer and to contact you about improved administration of any accounts, services and products we have provided before, do provide now or will or may provide in the future.
2.1.3 To allow us to carry out marketing analysis and customer profiling, conduct research, including creating statistical and testing information.
2.1.4 To help to prevent and detect fraud or loss.
2.1.5 To allow us to contact you in any way (including email, telephone, visit, text or multimedia messages) about products and services offered by us and selected partners unless you have previously requested us not to do so.
2.1.6 To possibly monitor and record communications with you (including phone conversations and emails) for quality assurance and compliance.
2.1.7 To potentially check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.
2.2 We will not disclose your Personal Data to any third party except in accordance with this Privacy Policy.
2.3 We may allow other people and organisations to use Personal Data we hold about you in the following circumstances:
2.3.1 If we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party, in which case Personal Data held by us, about our customers, will be one of the transferred assets.
2.3.2 If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.
2.3.3 If we employ companies and individuals (administrators, teachers, social media consultants, marketing and website consultants etc) to perform functions on our behalf and we may disclose your Personal Data to these parties for the purposes set out in clause 2.1. These parties are bound by strict contractual provisions with us and only have access to Personal Data needed to perform their functions and may not use it for other purposes. Further, they must process the Personal Data in accordance with this Privacy Policy and as permitted by the Data Protection Act 1998 and the GDPR. From time to time, these other people and organisations to whom we may pass your Personal Data may be outside the European Economic Area. We will take all steps reasonably necessary to ensure that your Personal Data is treated securely and in accordance with this Privacy Policy and the Data Protection Act 1998 and GDPR.
Grace and Gravity Limited uses MINDBODY App (governed by US Law) to manage their bookings and client information https://software.mindbodyonline.com
2.4 Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in this Privacy Policy and that they have not objected to such use of their Personal Data.
2.5 In connection with any transaction which we enter into with you:
2.5.1 If you provide false or inaccurate information to us and we suspect fraud, we will record this and may share it with other people and organisations. We, and other credit and insurance organisations, may also use technology to detect and prevent fraud.
3. Protecting Information
We have strict security measures to protect Personal Data.
3.1 We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.
3.2 We reveal only the last four digits of your credit card numbers when confirming an order. We transmit the entire credit card number to the appropriate credit card company during order processing.
3.3 We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.
3.4 It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.
3.5 We will not retain your Personal Data for any longer than required. If your account remains dormant for more than 12 months, we will contact you to ask if you would like to remain on our database. If we do not receive a reply, we will delete your details.
4. The internet
4.1 Please remember that communications over the internet, such as emails and instant messages are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control. Therefore, we do not wish to accept payment via communications over the internet.
4.2 The internet connection at Grace and Gravity studio is PCI compliant; our router has a firewall and we have the WPA2 version of encryption for our wifi. The computer used to collect personal and payment information is kept at the studio at all times.
5. Links
5.1 The Website may include third-party advertising and links to other websites. We do not provide any personally identifiable customer Personal Data to these advertisers or third-party websites.
5.2 These third-party websites and advertisers, or internet advertising companies working on their behalf, sometimes use technology to send (or ‘serve’) the advertisements that appear on the Website directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about internet advertising companies (also called ‘ad networks’ or ‘network advertisers’), including information about how to opt-out of their information collection.
5.3 We exclude all liability for loss that you may incur when using these third-party websites.
6. Further Information
6.1 If you would like any more information or you have any comments about our Privacy Policy, please either write to us at Data Controller, Grace and Gravity Limited, Annex W-13, Howbery Business Park, Wallingford, Oxon, OX10 8BA or email us at hello@graceandgravity.studio.
6.2 We may amend this Privacy Policy from time to time without notice to you, in which case, we will publish the amended version on the website. You confirm that we shall not be liable to you or any third party for any change to this Privacy Policy from time to time. It is your responsibility to check regularly to determine whether this Privacy Policy has changed.
6.3 You can ask us for a copy of this Privacy Policy and of any amended Privacy Policy by writing to or emailing us at the addresses mentioned in 6.1. This Privacy Policy applies to Personal Data we hold about individuals. It does not apply to information we hold about companies and other organisations.
6.4 If you would like access to the Personal Data that we hold about you, you can do this by writing to or emailing us at the addresses mentioned in 6.1.
6.5. We aim to keep the Personal Data we hold about you accurate and up to date. If you tell us that we are holding any inaccurate Personal Data about you, we will delete it or correct it promptly. Please email or write to us at the addresses mentioned in 6.1 to update your Personal Data.
Janine Bowers, Operations Director and Data Controller
Grace and Gravity Limited
Annex W-13
Howbery Business Park
Wallingford
Oxon
OX10 8BA
By accepting our Website Terms & Conditions or by visiting www.graceandgravity.studio you are accepting and consenting to the practices described in this Privacy Policy.
