Effective: 01.03.2025
1. Introduction
Welcome to Kaha Pilates (“we", "our", "us"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website www.kahapilates.co.uk (the "Site"), which sells retail products, including fitness equipment and Pilates reformers, and when you make purchases through the Site and how to contact us if you have any complaints in relation to your privacy. Please read this policy carefully.
2. What is Personal Information?
‘Personal information’ includes information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether or not the information is true and whether or not the information is recorded in a material form. For example, this may include your name, age, gender, postcode and contact details.
Personal information includes ‘sensitive information’, which is a special subset of personal information. Sensitive information includes identifying health information about you (eg: details of your health and medical history). Sensitive information also includes information about racial or ethnic origin, political opinions or associations, religious or philosophical beliefs, and sexual orientation or practices.
3. Information We Collect
We may collect and process the following types of personal data:
Personal Identification Information: Name, email address, phone number, shipping/billing address, payment details.
Account Information: Username, password, preferences, and order history.
Technical Data: IP address, browser type and version, device information, location data, and browsing behaviour.
Transaction Data: Details about purchases made through the Site.
Marketing Data: Preferences for receiving marketing communications, and your response to those communications.
4. How We Collect Information
We collect your personal information in a lawful and fair way and in a manner that is not unreasonably intrusive.
We collect your personal information in the following ways:
Direct interactions: When you fill out forms on the Site (e.g., to create an account, subscribe to newsletters, or make a purchase).
Automated technologies or interactions: As you navigate through the Site, we may automatically collect information about your equipment, browsing actions, and patterns through cookies and similar technologies.
Third parties: We may receive information about you from third-party partners, such as payment processors, shipping providers, or customer support services.
5. How We Use Your Information
We may use the personal data we collect for the following purposes:
To process your orders and payments: This includes fulfilling your order, delivering products, and communicating order status.
To provide customer support: To respond to your queries, issues, and requests related to our products or services.
To improve our services and website: We use information to personalise and enhance your experience on the Site, including analysing usage patterns and improving our product offerings.
Marketing and Communications: If you opt-in, we may send you promotional emails and newsletters. You can opt-out at any time.
Compliance with Legal Obligations: To comply with legal requirements, including financial and tax regulations.
6. Sharing Your Information
We do not sell your personal data to third parties. However, we may share your data with trusted third-party service providers for the following reasons:
Payment processors (e.g., PayPal, Stripe) to complete transactions.
Shipping companies to deliver products.
Marketing platforms (if you’ve opted in) for email communications.
Legal obligations: If required by law, regulation, or legal process (e.g., in response to a subpoena, court order, or other legal request).
Where personal information is transferred or disclosed to such third parties, their access, storage and use will be subject to their own privacy policies. To the full extent permitted at law, we are not liable for any loss, damage or claim arising out of a third party’s access, storage or use of your personal information where we have transferred or disclosed the personal information to such third party in a manner consistent with this Privacy Policy, we were authorised by you or by law to provide that third party with your personal information.
We refer you to the privacy policies of our third party providers:
Squarespace - https://www.squarespace.com/privacy
7. Payments
We use third party payment gateway providers to process your payment, including but not limited to:
Shopify;
Stripe;
Payment;
Debit Success;
Apple Pay;
Google Pay;
Afterpay;
LayBuy;
When you make a payment to us via any of these providers, you will be required to submit your banking and card information. This data is held by the provider and used by the provider in accordance with its own terms and conditions and privacy policy.
8. Data Retention
We will retain your personal data for as long as is necessary to fulfil the purposes outlined in this Privacy Policy, or as required to comply with legal, accounting, or reporting requirements. When we no longer need to retain your personal data, we will securely delete or anonymise it.
9. Your Rights
Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:
Right to Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request that we correct any inaccuracies in your data.
Right to Erasure: You can request that we delete your data, subject to certain conditions.
Right to Restrict Processing: You can ask us to restrict the processing of your data in certain circumstances.
Right to Object: You can object to the processing of your data for marketing purposes.
Right to Data Portability: You can request that we transfer your personal data to another organisation, or to you, in a machine-readable format.
To exercise any of these rights, please contact us at info@kahapilates.co.uk.
10. Direct Marketing
If we intend to engage in any marketing communications, we may send you such communications in accordance with any previous consent you have provided or any marketing communication preferences that you have notified to us.
If you have previously agreed or consented to receiving marketing communications, but no longer wish to receive such marketing communications you can contact us using our contact details set out below to modify your preferences, or you can simply opt-out of such communications using the instructions or opt-out link provided in the marketing communication sent to you.
When you unsubscribe from our marketing communications, we will no longer contact you with marketing messages. However, this will not remove your personal information from our systems and will not result in you not receiving any communications from us. We will still have the right to communicate with you regarding operational and administrative matters in respect of the products we have supplied to you, the Website or the App (eg: we may contact you in respect of payment information, your member account or to require you to update your computer settings). If you would like for us to completely remove your personal information, you can contact us using our contact details set out below however we are not required to delete your personal information if we have a regulatory, operational or administrative requirement to keep it.
In no instance will we:
sell or transfer your personal information to a third party for their marketing purposes; or
use your sensitive health information for marketing purposes.
11. How We Protect Your Information
We take reasonable steps to protect personal information we hold about you from misuse, interference and loss, and from unauthorised access, modification, disclosure and destruction.
We use physical and technological security measures to protect the personal information we hold. We endeavour to work with suppliers and providers who work to keep data secure.
We may hold your personal information in a number of ways (including electronically and in physical format). When we store information electronically, this may be on our computer systems, databases, software programs, third party clouds, internet servers and hosted internet solutions, which are protected through necessary security systems including firewalls, security systems and passwords.
We use a third-party platform with cloud storage provider with servers located in Australia which uses industry standard security measures.
When your personal information is no longer required to be retained under law or retained for our operational or administrative purposes (including account keeping and compliance purposes), we will take steps to securely destroy the information or to ensure that the information is permanently de-identified. Where a third party provider holds your personal information, their retention is subject to their own privacy policy (eg: a payment service may be required by law to retain certain account and financial information).
12. Security
We implement a range of security measures to protect your personal data. These include encryption, firewalls, and secure servers. However, please note that no data transmission over the internet is completely secure, and we cannot guarantee the absolute security of your data.
13. Cookies
We use cookies and similar technologies to enhance your user experience on our Site. Cookies are small files stored on your device that collect information about your use of the Site. For more information about our use of cookies, please refer to our Cookie Policy.
Where you upload information via our Website or the App, including via the "Contact Us" contact form, by the very act of your upload you consent to us keeping your personal information for the purposes of dealing with your inquiries and our supply of goods and services to you.
We will deal with any personal information collected via our website in accordance with this Policy and the law.
We also collect data through our use of ‘cookies’, 'beacons' and other internet technologies.
Cookies are small data files which are stored on your device’s browser. Cookies are stored in order for your internet browser to navigate a website. Cookies will not identify you, but they do identify your internet service provider, browser type and browsing habits.
A web beacon is a technique used on web pages and emails to unobtrusively check that a user has accessed some content.
We will not use cookies or beacons to collect your identifying personal information. They may collect statistical information about your visit to our Website or App (such as the pages you visit on the Website) in order to remember your preferences and allow you to navigate the Website or App more easily.
The default setting of most internet browsers is to accept cookies automatically, but you can choose whether to allow cookies through your browser settings. Please note that if you deactivate your cookies, you may have difficulty accessing or using our Website and App.
We also collect your IP address to create an audit trail of events that take place on our Website and App, and to track and aggregate non-identifiable information, your referring website addresses, browser type and access times.
14. Link
If we provide links through our Website or App to third-party websites, add-ins, plug-ins and applications, those links are provided for convenience and may not remain current or be maintained.
Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites, add-ins, plug-ins or applications, and have no control over or rights in those linked websites, add-ins, plug-ins or applications. The privacy policies that apply to those other websites, add-ins, plug-ins or applications may differ substantially from our Privacy Policy, so we encourage individuals to read them before using those websites, add-ins, plug-ins or applications.
15. International Transfers
If we transfer your personal data outside of the UK, we will ensure that appropriate safeguards are in place to protect your data, as required by applicable data protection laws.
16. Links to Other Websites
Our Site may contain links to third-party websites. This Privacy Policy only applies to this Site, and we are not responsible for the privacy practices of other websites. We encourage you to read the privacy policies of those sites before providing them with any personal data.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we will notify you if the changes are significant. The date of the last revision will be indicated at the top of the page.
18. Privacy Related Questions and Complaints
We respect your privacy and we take all feedback, input, complaints and concerns regarding privacy very seriously.
If you have any questions about privacy-related issues, you would like to request access to or correction of your personal information, you would like further information about this Privacy Policy, or you have a concern or complaint your privacy or the handling of your personal information by us, you may lodge your question, concern or complaint in writing to us at:
Contact Us: www.kahapilates.co.uk or
Telephone number: +44 7740193009; or
Address: Kaha Pilates, Grove Road, Womersley. Doncaster, South Yorkshire. DN6 9BT (Attn: Privacy Officer)
Email: info@kahapilates.co.uk
Where you contact us, we will respond to you as soon as possible, but no later than 30 days from receipt of your question or complaint.
If you are not satisfied with our response, or if you do not wish to raise a question or complaint with us directly, you may wish to contact the Information Commissioner's Office ( ICO )at https://www.gov.uk/data-protection
We may update this Privacy Policy from time to time. We will make the most current version of this Policy available on our website at www.kahapilates.co.uk
19. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at:
Kaha Pilates
Grove Road
Womersley
Doncaster
South Yorkshire
DN6 9BT
info@kahapilates.co.uk
07740193009