IMPORTANT INFORMATION ABOUT THE POLEPEOPLE PRIVACY POLICY

This is the privacy policy of Polepeople Dance & Fitness Ltd [company number 06981479] and sets out how we collect and process your personal data. It explains how we protect your data and how we make use of the information you give us when you become our customer and use this website.

We are committed to safeguarding and respecting the privacy and security of your personal information. We endeavour to keep all personal data safe and secure and use it only for the purposes for which it was collected, and not do anything with your data that you would not reasonably expect.

If you are asked to provide information when using this website, it will only be used in the ways described in this privacy policy.

This policy is updated from time to time, so please check it regularly. This latest version was published on 22nd May, 2018.

For the purposes of relevant data protection legislation, we are the controller of the personal data you provide to us and as a controller we use the personal data we hold on you in accordance with this Privacy Policy.

Our Data Privacy Manager is Alison Hudd and if you have any questions about this policy, please email: alison@polepeople.co.uk

We never have and never will share your Data with any Third party companies.

WHAT TYPE OF PERSONAL DATA WE COLLECT:

Individual Data This includes personal data you provide to us in person, via our website or by telephone, including the personal and contact details (such as your first name, middle name, last name, username or similar identifier, title, date of birth and gender, billing address, delivery address, email address and telephone numbers, family and associate details, and physical or mental health details) you supply when booking a class or course, signing up to our newsletter or contacting us for information about press, brand collaboration, marketing, general enquiry
Sales Data which includes personal data relating to which classes and courses you have booked onto, details about payments to and from you, details of the products, services, classes, courses and bundles you have purchased from us
Economic and Financial Data which includes personal data which relates to your finances, such as your bank account and payment card details and information which we collect from you for the purposes of the prevention of fraud. We never keep any of these details.

Health Data which includes personal data which is gathered for health and safety purposes including any accident report or claim log.

HOW WE OBTAIN YOUR PERSONAL DATA:

Directly from you, either in person (at our studios or otherwise), via our website, by telephone or via our Booking Software TeamUp. This could include personal data which you provide when you purchase our products or services, create an account with TeamUp, subscribe to our newsletter, request information on our services, enter into a competition or promotion, complete a survey from us or give us feedback, when you visit any of our studios
Automated technologies, such as cookies, server logs and other similar technologies. We may automatically collect Information technology data about your browsing actions and patterns by using cookies, server logs and other similar technologies. Please see our Cookie Policy below for further details. For security purposes, audio and visual data may be collected on you if you attend any of our studios.
Third parties, such as analytics providers [eg. Google Analytics], advertising networks [eg. Google and Facebook], search engine providers [eg. Google], providers of technical, payment and delivery services [eg, RomanCart, Stripe, TeamUp]

HOW WE USE YOUR PERSONAL DATA:

We need to obtain personal data from you, for you to be able to book onto and enjoy our services – namely our classes, courses, events, competitions, goods, merchandise and all services. We also may need to process your personal data in order to comply with the law, for example in Health and Safety matters.

More specifically, we use your Personal Data:

To register you as a new customer.
In order to perform our contractual obligations to you. This includes processing fees and charges, collecting and recovering money owed, fulfilling any order placed by you
In order to provide you with important information about our classes, courses, and all services and goods,
In order to provide information you have requested, and to deal with your enquiries
In order to ask you to leave a review or feedback about your experience with us
In order to inform you about last minute changes to class times and locations due to unforeseen circumstances
In order to comply with our own legal obligations, e.g. health and safety legislation, or to assist in an investigation (e.g. from the Police).
In order to make suggestions and recommendations to you about goods or services that may be of interest to you and to measure or understand the effectiveness of our advertising.
To communicate with you about, and administer your participation in, special events, programs, promotions, any prize draws or competitions
In order to manage our relationship with you, including sending you important notices such as communications about changes to our terms and conditions and policies
In order to use your personal data in life or death situations when there is no time to gain your consent (e.g. in the event of an accident and we have to give your personal details to medical personnel).
For internal purposes to use data analytics, to identify usage trends, determine and measure the effectiveness of promotional campaigns and advertising and to improve our website, relationships and experiences

In order to deal with recruitment where you have submitted a CV or job application. We may for a reasonable period keep your details on file for future reference should a suitable position subsequently become available and we may send you information about job opportunities.

WHO HAS ACCESS TO THE PERSONAL DATA YOU PROVIDE

We may disclose the personal data you provide to us to:

our third-party data processors who may process data on our behalf to enable us to carry out our usual business practices, for example GoTeamUp and iContacts. Any such disclosure will only be so that we can process your personal data for the purposes set out in this Privacy Notice
HMRC, legal and other regulatory authorities, including those who request your personal data or to report any potential or actual breach of applicable law or regulation;
External professional advisers such as accountants, auditors, bankers, insurers and lawyers
law enforcement agencies, courts or other relevant party, to the extent necessary for the establishment, exercise or defence of legal rights
third parties where necessary for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties
third parties operating plugins or content [eg. Facebook, Twitter, Instagram] on our website which you choose to interact with

HOW LONG WE WILL KEEP YOUR PERSONAL DATA

We will hold your personal data on our systems for as long as it is necessary to fulfil the purposes of which it was collected for. For example, we will hold payment information for a minimum period to enable us to comply with our statutory HMRC accounting, reporting and legal obligations.

KEEPING YOUR PERSONAL DATA UP TO DATE

It’s important that we keep your information up to date and accurate, as this is part of our obligation in order to comply with GDPR. We would also like to be able to stay in touch with you.

If any of the information that you have provided to Polepeople Dance & Fitness changes, for example if you change your e-mail address, name or address please email hello@polepeople.co.uk or change your personal information in your TeamUp account.

YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA

You have the right to ask us to restrict, stop or suspend processing of your personal data, and assuming that it’s not essential for the purpose that it was provided, we will do so.
You have the right to ask us to stop sending you any direct marketing materials, and can exercise your right to prevent such processing at any time by contacting us at hello@polepeople.co.uk
You have the right to request access to the personal information we hold about you (commonly known as a “data access request”). If you would like access to your information then please send your request in writing to hello@polepeople.co.uk detailing the information that you would like to see. We can only accept information requests in writing from the individual themselves, and charges may be made for any multiple or excessive requests for information.
You have the right to request correction of the personal information that we hold about you, in order to correct any incomplete or inaccurate information we hold about you.
You have the right to request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.

COOKIES AND HOW WE USE THEM

A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website. Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.

We may use cookies to:

Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.
Identify whether you are signed in to our website. A cookie allows us to check whether you are signed in to the site.
Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content.
Store information about your preferences.The website can then present you with information you will find more relevant and interesting.
To recognise when you return to our website. We may show your relevant content, or provide functionality you used previously.
Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

CONTROLLING COOKES

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies. However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

To learn more about cookies and how they are used, visit All About Cookies.

SECURITY

We will always hold your information securely. To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards. We also follow stringent procedures to ensure we work with all personal data in line with the Data Protection Act 1998, the Privacy & Electronic Communications [EC Directive] Regulations 2003 and the General Data Protection Regulation [GDPR]

LINKS FROM OUR SITE TO OTHER WEBSITES

Our website may contain links to other websites. Please note that we have no control of websites outside the www.polepeople.co.uk domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy. If you link to another website from our website, you should remember to read and understand that website’s privacy policy as well. We are not responsible for any use of your personal data that is made by unconnected third party websites.