All You Yoga

Nottingham Yoga Classes. Beginner to advanced Hatha yoga classes and private yoga tuition in Hucknall and Bestwood Village, Nottingham. Yoga for adults, children, pregnancy and postnatal. Nottingham Yoga Blog.

 Image credit Álvaro Serrano

Image credit Álvaro Serrano

Privacy Policy

Information on how I collect, use and store personal data given to me in the course of my business and in relation to current UK tax laws and insurance requirements. Current version dated 18May18


Health Declaration Forms

You can subscribe to receive my latest blog posts directly to your email inbox.

The data I collect is

  • name
  • email address
  • mobile number
  • acknowledgment that you have read and understood that you accept personal responsibility for your own health and safety and that you will notify me of any injuries or issues ahead of any yoga class
  • any information pertaining to existing medical conditions that I should be aware of
  • information of how you heard about my yoga classes
  • if you would like to receive my email newsletters

This data is collected in the following ways

  • online – via my website, hosted by SquareSpace, and stored securely on Google Drive. I also receive the information automatically by email securely to my Gmail account for my reference.
  • In paper format – if a client hasn’t completed an online Health Declaration form, a paper copy must be completed ahead of the yoga class. This is scanned and stored securely on Google Drive and the data transferred to an electronic file stored on Google Drive. Post-scanning, the paper copy is cross-cut shredded and disposed of responsibly.

Ahead of each class, I ask if there are any injuries or issues that may affect your practice. If yes, I will speak with you privately and will direct any modifications as appropriate. There is an acknowledgement that each person is responsible for their own safety and to only move within their own personal range of comfortable movement.

Data in relation to health questionnaires will be destroyed 7 years after your last yoga class with me. Data is stored to uphold the legal requirements of my insurance policy. Data pertaining to children must be stored until 7 years after their 18th birthday in accordance with UK regulations, at which time it will be destroyed.

At any time, you can request all personal data held about yourself be returned and after your receipt of the data, will be deleted or destroyed. (NB You should be aware that to welcome you into my classes I am required by law to maintain accurate records in relation to business transactions for tax purposes and health information for insurance purposes.)

 

Booking a yoga class – business transacting

On booking a yoga class or event with me, the data I collect online on the payment screen of my website, hosted by SquareSpace, is as follows;

Screen 1

  • email address of the person making the payment
  • an option to join my email mailing list

In accordance with UK laws, I must retain information (email address) pertaining to business transactions for tax and accounting purposes.

Screen 2

  • name of the person attending the event
  • mobile telephone number of the person attending the event
  • information of how you heard about my yoga classes
  • Consent for using photographs of the person attending the event for marketing purposes

Mobile telephone numbers are collected in order to provide a reminder of the event by SMS text message and are only used in the rare event of a class cancellation or emergency. Details (name, email address and mobile telephone number) are stored on a complete class register, stored electronically on a password-protected MS Excel spreadsheet on Google Drive. Details are destroyed 7 years after the date of the clients last class or event with me. Information concerning how the client heard of my yoga class is used in my business planning and marketing.

Screen 3

  • credit or debit card number
  • billing address
  • acknowledgment that you have read and understood my Terms & Conditions of booking a yoga class
  • acknowledgment that you have read and understood that you accept personal responsibility for your own health and safety and that you will notify me of any injuries or issues ahead of any yoga class
  • any information pertaining to existing medical conditions that I should be aware of

Payment information is processed via my website, hosted by SquareSpace, by Stripe. Only the last 4 digits of the credit or debit card number is available to me, full information is stored within Stripe and securely on Google Drive. All accounting records are stored securely within Xero Ltd accountancy software. Persons with access to payment data are myself and Trident Accountancy. UK tax and accountancy laws require that this information be retained for 7 years after the business transaction has been made.

On receipt of a payment, an email notification is sent to my Gmail account for reconciliation purposes. An email confirmation of the order details is emailed from my website to me, hosted by SquareSpace.

Text message reminders are sent via ClickSMS, on the morning of an evening class (or the previous evening if it is a morning class). Only the mobile contact number is entered.

 

 

eMail Mailing Lists

You can subscribe to receive the following email correspondence

All Things Yoga

  • Ideas of how to incorporate your yoga practise into your life off the mat using traditional concepts of yoga philosophy as well as handy hints, breakdowns and tips of how to be more comfortable in different yoga poses.

Class & Event Information and Booking

  • News relating to class times and dates along with details of props or information that you might need for your forthcoming class, workshop or course. (You will need to receive this information if you have booked a yoga class with me but in the event of the cancellation of a class, I will contact you by telephone or buy SMS text message so it is important to supply a valid mobile telephone number, too.)

Blog updates

  • I blog regularly with items relating to yoga philosophy and how to incorporate it into modern life, anatomy & physiology, events that I'm involved in and general musings on life and wellbeing. You can have these updates emailed to you.

 

The data collected for each of these mailing lists is

  • name
  • email address

This data is collected via my website, hosted by SquareSpace and stored Google Drive and on Mailchimp, the email service provider I use. It is quick and easy to unsubscribe from my mailing list at any time, an ‘Unsubscribe’ link is attached to each email for your ease and convenience and you are encouraged to update your preferences regularly.

 

Class Registers

A complete class register is stored electronically on a password-protected MS Excel spreadsheet on Google Drive and includes

  • date, time and venue of class
  • class theme or course details
  • name
  • email address
  • contact telephone number
  • equivalent value of the payment made for the particular class
  • date and time of SMS reminder
  • whether or the client attended
  • any special requirements ie, in the rare event of a class postponement or session swap, any props required, any ‘red flag’ pertaining to injury or health issue

A paper register is carried to each class to record

  • date, time and venue of class
  • class theme or course details
  • first name
  • surname
  • any cash received for accounting / recording

The paper register is carried only by me with my yoga equipment and is cross-cut shredded at the end of the course period.

 

Children’s Yoga Classes

A paper register is carried to each class to record

  • date, time and venue of class
  • class theme or course details
  • child’s name
  • any cash received for accounting / recording
  • parent’s name
  • parent’s emergency contact number

The paper register is carried only by me with my yoga equipment and is cross-cut shredded at the end of the class or course period.

I use this data for business accounting and planning and is viewable only to me.

My previous booking system was Fynder. Complete downloads of all transactions are stored securely as password-protected files on Google Drive.

 

Feedback & Opinions

Feedback can be provided verbally, online via my website, on paper, by email, SMS and Facebook messenger.

Feedback is used for class planning, continued personal development (CPD) and for marketing purposes. First name and location may be used in order to quote the feedback (eg David, Hucknall) however, clients can request their feedback remain anonymous. Feedback may sometimes be used as a text overlay of a photograph for business marketing.

Non-verbal feedback is gathered and stored in the following ways

  • Online via my website, hosted by SquareSpace, and stored securely in a password-protected spreadsheet in Google Drive
  • On paper which is scanned and stored digitally on Google Drive. Information is transferred onto an electronic file stored securely in a password-protected spreadsheet in Google Drive.
  • By email which is transferred onto an electronic file stored securely in a password-protected spreadsheet in Google Drive.
  • By SMS which is transferred onto an electronic file stored on Dropbox, the SMS is stored on my iPhone, backed up to iCloud.
  • By Facebook messenger / Facebook business page which is transferred electronic file stored securely in a password-protected spreadsheet in Google Drive. Messages are stored within the messenger app. (Clients are respectfully pointed towards using my AYY business email address.)

 

Children’s feedback

Children’s feedback is completely voluntary and anonymous. No identifiable information is asked of the child. The feedback is in paper which is scanned and stored digitally on Google Drive. Information is transferred onto an electronic file stored securely in a password-protected spreadsheet in Google Drive.

 

Children’s Yoga in Schools

Within a school setting, the register of children attending is held only by the school.

In an after-school club or event hosted by me, a complete class register is stored electronically on a password-protected MS Excel spreadsheet on Google Drive, to include

  • Child’s name
  • Child’s date of birth
  • Parent or carer name
  • Parent or carer email address
  • Parent or carer contact number
  • Health Declaration
  • Relevant health information
  • Any known allergies
  • Option to consent to photographs containing image of child to being used for marketing material

 

Photographs

Class photographs are taken on my iPhone and are backed up on iCloud. Images are transferred and stored securely on Google Drive. Photographs may be used for marketing purposes on leaflets, posters and flyers or on Facebook or Instagram. ‘Blur’ filters are often applied.

Clients can request the return or deletion of images that contain only them. If the image contains not just the client, I will best endeavour to ‘crop’ or pixelate the client’s image. The client should be aware that the image may have already been used in marketing material.

 


This Privacy Policy will be updated as business processes change and any significant changes will be notified to all clients by email.

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