Privacy Policy
Last updated: July 2018
Please take the time to read through this information carefully.
We at Firefly Yoga take your privacy seriously and are committed to protecting your privacy.
This notice sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website at www.fireflyyoga.co.uk and us, the website owners. Furthermore, the way we use, store and protect any personal data we collect from you, or that you provide to us, will also be detailed within this notice.
In summary, your personal data remains confidential and will only be used for the overall management of your care. Any information you give us is used exclusively by Firefly Yoga. Firefly Yoga will never sell your personal data to a third party. We may use your contact details provided as a form of communication with regards to class times, future sessions, promotions or cancellations. You have the right to withdraw this ‘consent to be contacted’ (in writing) at any time.
The information we collect
A certain amount of personal data such as your name, email, address and telephone number or information relating to your medical background and lifestyle choices is collected by Firefly Yoga. This information is used to identify you and contact you about the classes you have booked. It is for the purposes of meeting insurance company criteria as well as for your health and safety when attending a group or 1:2:1 yoga class. Health information is also used to tailor sessions to suit your individual needs and ensure your experience is as effective as possible.
Whilst you use the website we also receive information about your computer such as your IP address, operating system and browser details. This information helps us provide a better website experience for you.
Consent
When you provide us with your personal information in the process of booking a yoga class, making payment, completing your client health questionnaire or contacting us about our services, you are giving your consent to us collecting that information and using it for that specific reason.
We will not use your personal information for any secondary reason, like marketing, unless we have asked you directly for consent to do so.
How do I withdraw my consent?
For the purpose of legal protection we are required to hold the personal information you have given to us in the course of providing you with a group or 1:2:1 yoga class and the notes about those sessions for a minimum of seven years. Seven years after your last class we will permanently delete all your personal information that we hold. If you withdraw your consent during the seven year retention period, we will archive your data until the seven year period expires. Whilst your information is archived, we will not access or process it in any way except if needed for legal protection or if I’m required to do so by law.
Should you wish to withdraw your consent at any time please email vicki@fireflyyoga.co.uk with your request.
How can I access, update or amend my personal information?
You have the right to review the personal information we store about you and your yoga classes at any time. These will be sent by email, in a PDF document attachment. You also have the right to request we update or amend your data if it is incorrect. To action any of these rights at any time please email vicki@fireflyyoga.co.uk with your request.
Disclosure
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Data handling & storage
Booking System
We use software called ‘Acuity’ to administer our online bookings. By booking through ‘Acuity’ your name, address, email, and phone-numbers, plus a record of the sessions you have booked, is stored on a system that only Firefly Yoga have access to. By booking this way you are agreeing to let us store your data in Acuity and send you the reminder e-mails and texts via Acuity. You may update or correct your account information at any time by logging in to your Acuity account and changing your settings. You can see Acuity’s Privacy Policy via this link: https://acuityscheduling.com/privacy.php
On booking you are also asked to agree to a list of terms and conditions. You are asked for your consent for us to send you occasional emails telling you of upcoming events or changes to our services (through a secure permission-based email system via Squarespace). You can unsubscribe from Firefly Yoga’s emails at any time by using the link at the bottom of each email.
Payment processing
Your payment is processed by Stripe which accepts most debit and credit cards or iZettle for card payments in person. We never store your credit card details it is always processed by third-parties. It is encrypted through the Payment Card Industry Security Standard (PCI-DSS). Stripe offer a service whereby you can pay quickly using credit or debit card details previously stored with them. We can’t see your stored card details or information. Braintree and iZettle all adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover.
You can find out more about Stripe and their security here: https://stripe.com/gb/privacy
Client health questionnaire
We ask everyone who books a class to fill in an online client health questionnaire. This service is provided by JotForm and is secure. Please see JotForm’s Privacy Policy here: https://www.jotform.com/privacy/
This asks you for your name, address and phone-numbers a large amount of health information.
To be able to teach you safely and effectively, particularly in the pre and postpartum period, we need to ask you information about health conditions. It is very important you give accurate and current information to us and keep us up-to-date with your state of health.
Client Health Questionnaires are electronically that only Firefly Yoga have access to.
Where a third party e.g. a solicitor or an insurance company request a copy of your records you must give written consent for Firefly Yoga to release the records.
Where the police require access to your records they will advise Firefly Yoga if your written consent has to be obtained. They will provide alternative legal authority to release your records if it’s not appropriate for Firefly Yoga to contact you.
Your relatives have no right to see your records without your written consent unless the relative holds a Power of Attorney or other legal authority for you.
How we use your contact information
When booking you agree to your email and phone number being used by Firefly Yoga to inform you of urgent changes to your booking. We may, from time to time, use your phone number to contact you. We will only do this if you have booked a session or class and we need to contact you urgently or if you have added yourself to a yoga class waiting list. If you do not wish us to contact you in this way, please inform us in person or by emailing vicki@fireflyyoga.co.uk.
Your personal data used for communication purposes may also be stored electronically on a laptop or phone.
You may, of course, decline to submit your email and phone number to Firefly Yoga, which in some cases may mean that we are not able to provide certain services to you.
If you do not wish to submit your email, and therefore are unable to book online, you can book your session or class by contacting Vicki Cocker on 07968 426650.
If you wish to alter any of your data, review how it is used or wish to request its return to you, please contact Vicki Cocker on vicki@fireflyyoga.co.uk or 07968 426650.
Emergency contact information
Emergency Contact information is collected solely for use in an emergency, if we need to contact your next of kin or give this information to the emergency services. This is the only information that would be shared with a third party, and only in the context of an emergency.
Links to other web sites
Firefly Yoga is not responsible for the practices employed by websites linked to or from Firefly Yoga, nor the information or content contained in them. Please remember that when you use a link to go from Firefly Yoga to another website, our Privacy Notice is no longer in effect. Your browsing and interaction on any other website, including those that have a link on our website, is subject to that website’s own rules and policies. Please read over those rules and policies before proceeding.
Security
To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.
If you provide your credit card information, the information is encrypted using secure socket layer technology (SSL) and stored with an AES-256 encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we follow all PCI-DSS requirements and implement additional generally accepted industry standards.
Cookies and IP addresses collected by this website
We may store information about you using cookies (files which are sent by us to your computer or other access device) which we can access when you visit our site in future. We may also collect your device’s IP address as part of the basic functioning of this website. We do this to allow the website to function properly and to collect anonymous information about how this website is used, through Google Analytics.
If you wish to stop or control the use of cookies on your browser, please refer to your browser’s settings for cookies. More information on how to do that can be found on the website All About Cookies (https://www.aboutcookies.org/how-to-control-cookies) and on the Information Commissioner’s website (https://ico.org.uk/for-the-public/online/cookies/)
Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site and that the functionality of the site may suffer as a result.
Here are some links for the more popular browsers
Chrome: https://support.google.com/chrome/answer/95647
Firefox: http://support.mozilla.org/en-US/kb/block-websites-storing-site-preferences
Safari: http://support.apple.com/kb/PH11913
Internet Explorer: http://windows.microsoft.com/en-gb/windows7/block-enable-or-allow-cookies
To provide website visitors more choice on how their data is collected by Google Analytics, Google have developed the Google Analytics Opt-out Browser Add-on. The add-on instructs the Google Analytics JavaScript not to send any information about the website visit to Google Analytics. If you want to opt-out of Analytics, download and install the add-on for your current web browser. The Google Analytics Opt-out Browser Add-on is available for Microsoft Internet Explorer, Google Chrome, Mozilla Firefox, Apple Safari and Opera. http://tools.google.com/dlpage/gaoptout
Changes to our privacy notice
We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. When we change the notice in a material way, we will update the ‘last modified’ date at the top of this Privacy Notice. If we make material changes to this policy, we will notify you that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We reserve the right to determine the form and means of providing notifications to you and you may have opted out of certain means of notification as described in this Privacy Notice.
If this business is acquired or merged with another business, your information may be transferred to the new owners so that they may continue to provide you with the services you have requested.
Your rights
Data Protection Law means that you have extensive rights regarding the collection, storage and use of your data.
Under the GDPR (General Data Protection Regulation) you have the following rights as an individual regarding your data:
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling
If you would like to find out more about these rights, or if you would like to report a breach of them then you can contact the ICO (Information Commissioners Office)
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ or call their helpline on 0303 123 1113. Further contact details for the ICO can be found here: https://ico.org.uk/global/contact-us/helpline/
Questions & contact information
If you have any questions about this Privacy Notice, the practices of this site, or your dealings with this website, please contact Vicki Cocker at vicki@fireflyyoga.co.uk or 07968 426650
Complaints
If, for any reason, you are unhappy with how we are handling your data, please raise your concerns with us first, so that we can seek a resolution. If you are still not satisfied, then you have the right to complain to the Information Commissioner’s Office (ICO).
Legal basis for storing data
This information is collected by Firefly Yoga in accordance with the guidelines set out in the General Data Protection Regulation (GDPR), Articles 6.1(b), 9.2(h) and 9.3. Firefly Yoga will never lease, distribute or sell your personal information to any third parties.
Contact details
Firefly Yoga
49 Moreton End Lane
Harpenden
Herts AL5 2HA