PRIVACY POLICY

1. About this policy

Imogen Yoga respects your privacy. This policy explains how we collect, use and protect personal information when you visit our website, contact us, join our mailing list, or book classes, private sessions and retreats. We follow applicable UK data protection law, including the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

The data controller is Imogen Houldsworth, trading as Imogen Yoga. Contact: imogen@imogenyoga.com | www.imogenyoga.com.

2. Information we collect

We may collect your name, contact details, booking details, payment and transaction records, correspondence, newsletter preferences and records of marketing permission. We may also collect technical website information, such as IP address and cookie preferences, and email engagement information where lawful.

For certain classes, private sessions or retreats, we may ask for relevant health or accessibility information to help support safe participation. Please only provide information that is relevant.

3. How we use your information

We use information to respond to enquiries; arrange and deliver classes, sessions and retreats; administer payments and bookings; meet legal obligations; protect our services; and, where permitted, send newsletters, yoga tips, class information and retreat updates. We may use aggregated or limited engagement information to improve our communications and manage inactive subscriptions.

4. Our lawful bases

Depending on the purpose, we rely on consent, performance of a contract, compliance with legal obligations or legitimate interests (such as proportionate business administration and security). For email marketing, we follow PECR and rely on valid consent or the existing-customer soft opt-in where all its conditions are met.

Health information is special-category data. We process it only where an Article 6 lawful basis and an appropriate additional Article 9 condition apply, such as explicit consent where appropriate. We will explain any necessary consent when collecting this information.

5. Newsletters and marketing

You may receive our newsletters and promotional emails if you have signed up or we are otherwise permitted to email you under the applicable existing-customer rules. Booking a class or retreat does not automatically sign you up to marketing.

We use trusted email service providers to deliver messages, manage subscription preferences and, where lawful, understand email engagement. We may use administrative and AI-assisted tools to help prepare communications and organise routine marketing work, using only information reasonably needed for those purposes. We do not use client health information for marketing profiling.

You can unsubscribe at any time using the link in a marketing email or by contacting us. We will respect your choice and may keep a minimal suppression record so we do not contact you again for marketing.

6. Service providers and sharing

We use trusted providers for website hosting, booking administration, email delivery, payment processing, cloud storage and business administration. Where they act as processors on our behalf, we use appropriate contractual and security safeguards. We may share necessary information with people involved in delivering a retreat or class, where lawful and appropriately protected. We do not sell your personal information or share mailing lists for other businesses’ independent marketing. We may disclose information where legally required.

7. International transfers

Some service providers may process information outside the UK. Where this happens, we use an applicable UK adequacy arrangement or other lawful transfer mechanism and appropriate safeguards. You can contact us for more information about relevant transfer arrangements.

8. Health information

We treat health and accessibility information confidentially and restrict access to those who reasonably need it to support participation and safety. Where necessary and lawful, limited relevant details may be shared with authorised teachers or retreat delivery partners. We do not add health information to general newsletter marketing lists.

9. Cookies and analytics

Our website may use essential cookies and optional analytics or marketing technologies. Where the law requires consent for non-essential cookies or similar technologies, we will seek it before using them and provide a way to manage your choice. Please refer to the cookie controls or cookie notice on our website for the technologies currently in use.

10. How long we keep information

We keep information only as long as necessary for its purpose, taking account of legal, tax, insurance and safeguarding requirements. Marketing information is reviewed periodically and inactive contacts may be suppressed or deleted. We may retain minimal records of unsubscribes or objections. Booking and financial records may need to be kept longer where required by law. Specific retention periods depend on the type of record and can be requested from us.

11. Your rights

Depending on the circumstances, you may request access to, correction or deletion of your information; restriction of processing; portability; or object to processing. You can withdraw consent at any time where consent is the lawful basis. You have an unconditional right to object to direct marketing. To exercise your rights, email imogen@imogenyoga.com. You may also complain to the Information Commissioner’s Office at ico.org.uk.

12. Security

We use proportionate organisational and technical measures to protect personal information, including limiting access to people and providers who need it. No internet-based service is completely risk-free, but we take reasonable steps to prevent unauthorised access, loss and misuse.

13. Photography and video

If we wish to use identifiable photos or videos of you for publicity, we will explain the proposed use and seek appropriate permission. Any photography or recording at classes or retreats will be handled with respect for participants’ privacy.

14. Updates and contact

We may update this policy as our services or legal requirements change. The latest version will be available on our website. For any privacy questions, contact Imogen Houldsworth at imogen@imogenyoga.com.