BYC hot yoga PRIVACY POLICY

  1. INTRODUCTION

BYC hot yoga (BYC) is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.

From 1st March 2018, BYC will ask its customers to “opt-in” for marketing communications. This is due to a change to the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force in May 2018. Therefore we are introducing a new approach that relies on you giving us your consent about how we can contact you. This means you’ll have the choice as to whether you want to receive these messages.

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us via email to studio@bychotyoga.co.uk, or telephoning 020 8995 9955.

We will never sell or share your personal data.
Questions?

Any questions you have in relation to this policy or how we use your personal data should be sent to studio@bychotyoga.co.uk or addressed to The Data Protection Officer, BYC hot yoga, The Studio, 1st Floor, Essex Place, London, W4 5UT.

You are about to embark upon a journey to better health in mind, body and soul.  BYC hot yoga offers a variety of yoga for a  profound, challenging workout for all. Here are a few things you need to know to get you started….

  1. ABOUT US

Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by BYC and only BYC, trading name Bikram Hot Yoga Chiswick Ltd a private limited company with registration number 08181330. Data controller number ????.

BC is based at The Studio, 1st Floor Essex Place, London, W4 5UT. For the purposes of data protection law, BYC will be the controller.

  1. WHAT INFORMATION WE COLLECT

Personal data you provide

We collect data you provide to us. This includes information you give when joining/registering, placing an online order or communicating with us. For example:

  • personal details (name, date of birth, email, address, telephone etc.) when you join as a student;
  • financial information (payment information such as credit/debit card or direct debit details, when purchasing online or setting up an Autopay contact with us. Please see section 8 for more information on payment security); and
  • details of your health and injuries (to ascertain you are fit to participate in the yoga and to help guide our teachers how best to support & teach you in class).

If you purchase BYC membership as a gift for someone, your details will be recorded (as will the recipients).

All the information we collect is entered into Mindbody Softwear. For more information about Mindbody and how they protect the information CLICK HERE.

Information created by your involvement with BYC hot yoga

Your activities (i.e. class you attend and purchase you make, as well as health updates) with BYC will result in personal data being created. This could include details of pregnancy, injuries, cancelled classes, all purchases etc

Information we generate

We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing when the last time you came to class was we can generate a special deal just for you and it helps us decide which of our communications are likely to interest you. Section 6 (Research and profiling) contains more information about how we use information for profiling and targeted advertising.

 

Information from third parties

We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you are coming to us from a 3rd party like GymFlex, PayAsUGym,RIG ).

We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.

Sensitive personal data

We do sometimes collect and store sensitive personal data (such as information relating to physical and mental health, pregnancy, emergency contact etc) about our members. When this happens we do take extra care to ensure your privacy rights are protected.

Accidents or incidents

If an accident or incident occurs on our property, we keep a record of this(which may include personal data and sensitive personal data).

Volunteer

If you are a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.

  1. HOW WE USE INFORMATION

We only ever use your personal data with your consent, or where it is necessary in order to:

  • enter into, or perform, a contract with you;
  • comply with a legal duty;
  • protect your vital interests;
  • for our own (or a third party’s) lawful interests, provided your rights don’t override the these.

In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):

Marketing

We use personal data to communicate with people, to promote BYC and inform our customers of special deals, and information pertinent to their yoga practice and BYC as well as purchase receipts. This includes keeping you up to date with our news, updates, campaigns and studio information. For further information on this please see Section 5 (Marketing).

Administration

We use personal data for administrative purposes, this includes:

  • receiving purchases (e.g. online purchase & Autopay contracts);
  • maintaining databases of our members;
  • performing our obligations under membership contracts;
  • fulfilling orders for goods or services (whether placed online, over the phone or in person);
  • helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).

 

Internal research and analysis

We carry out research and analysis on our customers, to determine the success of deals to better understand behaviour and responses and identify patterns and trends. This helps inform our approach towards campaigning and make BYC a stronger and more effective studio. Understanding our customers, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).

Supporter research and profiling

We evaluate, categorise and profile personal data in order to tailor materials, services and communications (including targeted advertising) and prevent unwanted material from filling up your inbox. This also helps us understand our supporters, improve our organisation and carry out research. Further information on profiling can be found in Section 6 (Research and profiling).

  1. DISCLOSING AND SHARING DATA

We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from BYC and are usually incorporated into our own marketing materials (e.g. advertisements in magazines or newsletters).

We will NEVER share personal data with any 3rd party.

  1. MARKETING

From 1st March 2018, BYC will ask its customers to “opt-in” for most communications. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about yoga, yoga postures, studio etiquette, information about BYC, deals & offers on yoga etc).

This means you’ll have the choice as to whether you want to receive these messages via email.

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact The Team at BYC by emailing studio@bychotyoga.co.uk, or writing to The Team at BYC, The Studio, 1st Floor, Essex Place, London, W4 5UT.

What does ‘marketing’ mean?

Marketing does not just mean offering things for sale, but also includes news and information about:

  • our charity days, campaigns;
  • Special Workshops
  • Changes to our Schedule;
  • our events, and activities
  • products, services and offers (our own, and those of third parties which may interest you);
  • information about yoga and yoga postures
  • email reminders when your class card is about to expire

 

Fundraising

From time to time, we will contact members with fundraising material and communications. This might be about an appeal, a competition we’re running, or to suggest ways you can raise funds for a charity we are supporting.

As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, unsubscribe at any time).

  1. RESEARCH AND PROFILING

This section explains how and why we use personal data to build profiles which enable us to understand our customers, improve our relationship with them, and provide a better supporter experience.

Analysis and grouping

We analyse our customers to determine common characteristics and preferences. We do this by assessing various types of information i.e. last visit, last purchase etc

By grouping people together on the basis of common characteristics, we can ensure that group is provided with communications, products, and information which is most important to them. This helps prevent your inbox from filling up, and also means we aren’t wasting resources on contacting people with information which isn’t relevant to them.

Profiling to help us understand our customers

We profile supporters in terms of your visits, how often, how long since you have been etc This information helps us to ensure communications are relevant and timely.

Anonymised data

We may aggregate and anonymous personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as to identify trends or patterns within our existing customers.  This information helps inform our actions and improve our campaigns, products/services and materials.

  1. YOUNG PEOPLE

Please be advised BYC is for 14yrs +

14-15yrs of age need to be accompanied by an adult (18yrs+) for

every class they attend.

16-17yrs will need to be accompanied by an adult (18+) for their

1st class.

In both cases an adult (18+) will need to countersign their completed

registration form and therefore require Parental Permission to add their email address in to our system so that they may reserve marketing information from us.
Information for parents

We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children.  If your child is under 18, we will only use his or her personal data with your consent i.e. you have opted them in to receive emails from us. We will never share this information with a third party.

  1. HOW WE PROTECT DATA

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.

Payment security

All electronic BYC forms that request financial data are run by Mindbody. CLICK HERE for more information on the security measures Mindbody employ to make sure your data is protect and secure.

If you use a credit card to purchase a membership or purchase something on-line we will pass your credit card details securely to our payment provider (Netbanx or Worldpay. Other payment methods (e.g. Apple Pay) are handled in a similar manner. BYC hot yoga complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.

Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.

CCTV

We do not currently have our own CCTV. However if we decided to install this you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and BYC. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage would only be stored temporarily. Unless it is flagged for review CCTV will be recorded over.

If we decided to install CCTV BYC will comply with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.

  1. STORAGE

Where we store information

BYC’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do if your data is adequately protected.

For example, we use Mindbody software. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (as Mindbody is certified under the USA’s Privacy Shield scheme).

How long we store information

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails address for marketing purposes (though we’ll keep a record of your preference not to be emailed).

We continually review what information we hold and delete what is no longer required.

In regards to any card information that it taken for online payments or for Autopays these are taken by Mindbody. For more information on the security measures Mindbody employ to make sure your data is protect and secure CLICK HERE

  1. KEEPING YOU IN CONTROL

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

  • the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
  • the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
  • the right to have inaccurate data rectified;
  • the right to object to your data being used for marketing or profiling; and
  • where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please write to The Team at BYC, The Studio, 1st Floor, Essex Place, W4 5UT or email studio@bychotyoga.co.uk.

Complaints

You can complain to BYC directly by contacting our team using the details set out above. If wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so using the same details.

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk

  1. COOKIES AND LINKS TO OTHER SITES

Cookies

Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). Further information can be found in our Cookies Policy at www.bychotyoga.co.uk/cookiespolicy

Links to other sites

Our website contains hyperlinks to a few other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the top of the page).

If an external website requests personal information from you (e.g. in connection with an order for goods or services), the information you provide will not be covered by BYC’s Privacy Policy. We suggest you read the privacy policy of any website before providing any personal information.

When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with BYC.

CHANGES TO THIS PRIVACY POLICY

We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.

This Privacy Policy was last updated on 01/03/18

Have fun!

Enjoy your class.

This is time for you and your body will thank you for it!

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BYC hot yoga, The Studio, 1st Floor, Essex Place, Chiswick, London, W4 5UT 
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