GDPR and Policies

GDPR Statement

PRIVACY AND DATA PROCESSING STATEMENT

We have a legal obligation to retain your records for 7 years after your most recent appointment (or age 25 if this is longer), but after this period you can ask us to erase your records if you so wish. After 7 years (or age 25 if longer) we will dispose of your records safely.

Your records are stored

  • Electronically on our work computers. These are password protected and regular security updates to protect them.

When you supply your personal details to this service they are stored and processed for 4 reasons:

  1. We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment and our agreement to provide that care constitutes a contract. You can refuse to provide the information, but if you were to do that we would not be able to provide treatment.

  2. We have a ‘Legitimate Interest’ in collecting that information because without it we could not do our job effectively and safely.

  3. We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes ‘Legitimate Interest’ but this time it is your legitimate interest.

  4. Provided we have your consent, we may send you exercises electronically. You may withdraw this consent at any time.

We will never share your data with anyone who does not need access without your written consent. Only your practitioner has access in order that they can provide you with treatment.

You have a right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. If minimum legal period has elapsed, you can also ask us to delete your records.

We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.

If you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints should initially be raised to us. We hope to satisfy any complaints however if you are not satisfied with our response you have the right to raise the matter with the Information Commissioner’s Office.

Our Refund Policy

Payments are taken at time of booking, our specialist time is important to us and there may be other people wishing to book/on a waiting list. Therefore our current guidelines are:

  • Full refund if notified and cancelled 2 week or more prior to booking

  • Less than 2 weeks notice a refund minus £20 for room hire and admin fee will be deducted from refund amount.

  • Less than 1 weeks notice no refund is given.

All refunds will be processed to the original payment card/account.

If you are notifying us via email please ensure our receipt confirming cancellation. Alternatively you can contact us via our website to confirm cancellation of appointment.

If you are unhappy with a service or wish to discuss a cancellation, please do get in touch with us, and we will try our best to resolve it. Thank you.

Pilates Class T&C’s

A maximum of 11 clients can attend a group class. Group classes run for a total of 45 minutes. As a courtesy to others, mobile phones are not to be used during class. Please keep your phone switched off or on silent in your bag.
Please let your instructor know prior to the commencing of class if you have any injuries, concerns, or are pregnant. You must be at least 18 years of age to attend group classes.
Children are not permitted in the studio during classes.
You agree to be bound by and to uphold The M Word Physio terms and conditions. The guidelines may be changed or updated by The M Word Physio at any time at its sole discretion and without prior notice.
It is your responsibility to ensure that you correctly operate any studio facilities or equipment. If you are in doubt as to how to correctly operate or use any of the Pilates equipment, you must consult a staff member for assistance.

CANCELLATION POLICY
Once booked, cancellations of 6 week block bookings are not permitted. However it is also not possible to move your missed class to another date as room costs/admin costs have to be covered. The M Word Physio offers a flexible weekly booking system for those that wish for more flexibility of their sessions rather than block booking for 6 weeks.
We do not accept cancellations made by phone, text or social media. Any queries please do this via email themwordphysio@gmail.com
Private 1:1 sessions must be prepaid to secure the booking – please see our refund policy for details on 1:1 bookings. If you fail to cancel prior to this time, you will lose your session and the full amount will be deducted from your account or pack. Private sessions must be prepaid to secure the booking. The M Word Physio may cancel a class at any time and for any reason. You will be credited for any classes in this circumstance. If this is the case up to 2 hour before the class starts, unfortunately the class will be cancelled. The M Word Physio will contact you via phone or email. You will not be charged and your session will be refunded or added to the next block booking should you wish to transfer.