Privacy Policy
My Movement Medicine – Privacy Policy
Last updated: 25 August 2025
Who we are
My Movement Medicine (“we”, “us”, “our”) provides group and one-to-one exercise services online and face-to-face in London, UK. We are the data controller for the personal information we process. If you have questions, contact: mymovementmedicine@gmail.com.
Scope
This policy explains how we collect, use, share, and protect your information when you use our website, book or attend sessions, receive our resources, or interact with us by email, phone, text, social media, or in person.
The data we collect
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Information you give us
• Contact details: name, email, telephone, postal address.
• Account and booking details: login/username, password, session bookings, attendance.
• Health information (special category data): information you provide on health questionnaires or to your instructor (eg medical history, medications, cardiac status, symptoms), and any risk screening notes.
• Payment details: we receive payment confirmations/identifiers from our payment providers. Card details are handled by the provider, not stored by us.
• Communications: emails, messages, feedback, reviews, survey responses.
• Consent records: opt-ins for marketing, recordings, testimonials, or special uses. -
Information we collect automatically
• Technical data: IP address, device and browser type, operating system, general location (city/country).
• Usage data: pages visited, time on page, clicks, referral source, and similar analytics.
• Cookies and similar technologies (see “Cookies” below). -
Session participation data
• Online sessions (eg Zoom): display name, audio/video if you enable them, chat messages you send.
• Session recordings (only with your opt-in): audio/video of you if you appear on camera or speak.
How we collect your data
When you complete forms, create an account, make a booking, complete health questionnaires/waivers, contact us, or participate in sessions.
• Through cookies/analytics when you visit our site.
• From payment providers when you pay for services.
Why we use your data and our legal bases
We process your information only where we have a lawful basis under UK GDPR:
• To provide our services and manage your account, bookings, and access to online resources (contract – UK GDPR Art. 6(1)(b)).
• To assess suitability for exercise, keep appropriate records, and deliver safe, effective exercise under professional confidentiality (special category data for health purposes – Art. 9(2)(h); also substantial public interest and health care provisions under the Data Protection Act 2018, as applicable).
• To communicate about your bookings, service updates, safety notices, troubleshooting, and policy changes (contract/legitimate interests – Art. 6(1)(b)/(f)).
• To take payment and handle invoices/receipts, and to meet accounting/tax obligations (legal obligation/contract – Art. 6(1)(c)/(b)).
• To improve our services, website performance, and user experience using aggregated analytics (legitimate interests – Art. 6(1)(f)).
• To send marketing with your permission (consent – Art. 6(1)(a)); you can withdraw consent at any time.
• To use session recordings for catch-up viewing or marketing (consent – Art. 6(1)(a) and, where recordings capture health data, explicit consent – Art. 9(2)(a)). Consent is optional and can be withdrawn.
How we collect your data
When we ask for your consent
We will ask for clear, separate opt-ins for:
• Marketing emails/texts.
• Session recordings that identify you.
• Using testimonials, reviews, or images in marketing.
You can withdraw consent at any time (see “Your rights” below).
Session recordings
• Recordings are never required for participation.
• If you consent to appear, your image, voice, and display name may be captured.
• We may create two versions: (a) a secure playback for participants; and, if you consent separately, (b) short clips for marketing/social media.
• If you prefer not to be recorded, we’ll offer practical options (eg sit off-camera, keep video off, or join a non-recorded session when available).
Sharing your data
We only share your data with:
• Service providers acting on our instructions (“processors”), such as:
– Website host and platform (Wix.com Ltd.).
– Payment providers/gateways (eg Wix Payments/Stripe/PayPal, as applicable).
– Video and streaming tools (eg Zoom).
– Email and communication tools.
– Analytics and cookie tools.
• Professional advisers (eg accountants) and regulators where required by law.
• With your explicit consent, for example to share a testimonial.
We require all processors to protect your data and use it only for our stated purposes.
International transfers
Some providers may store/process data outside the UK/EEA. Where this occurs, we rely on appropriate safeguards (eg UK International Data Transfer Agreement/Addendum or EU Standard Contractual Clauses, or an adequacy decision) to protect your information.
How long we keep your data
We keep your data only as long as necessary for the purposes set out above:
• Account, booking, and communications: up to 6 years after your last interaction (to manage queries and meet tax/accounting rules).
• Health records related to exercise provision: typically up to 8 years after last contact (or until age 25 if you were under 18 at last contact), unless law or guidance requires a different period.
• Marketing data: until you unsubscribe or withdraw consent.
• Session recordings: for the period stated at the time of consent or until you withdraw consent.
We may retain minimal information to respect future opt-out requests.
Your rights (UK/EEA)
You have the right to:
• Access your data and get a copy.
• Correct inaccurate or incomplete data.
• Request deletion (in certain circumstances).
• Restrict or object to processing (especially for marketing).
• Data portability (for information you provided to us).
• Withdraw consent at any time (this won’t affect past lawful use).
To exercise your rights, email mymovementmedicine@gmail.com.
You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.
Cookies
We use essential cookies to make our site work, and (with your consent) analytics/functional/advertising cookies to improve performance and show relevant content. You can manage cookies through our cookie banner and your browser settings. Blocking some cookies may affect site functionality.
Security
We use appropriate technical and organisational measures to protect your information, including secure hosting, access controls, encryption in transit where supported, staff confidentiality, and regular review of our practices. No system is 100% secure; we will act promptly if we identify a risk.
Third-party links and platforms
Our site or communications may include links to third-party websites or platforms (eg Zoom, Instagram, YouTube). Those sites have their own privacy practices. Please review their policies before using them.
How we communicate with you
We may contact you about your account, bookings, service updates, safety notices, surveys, or policy changes by email, telephone, text, or post. We send marketing only if you’ve opted in, and you can unsubscribe at any time.
How to withdraw consent or opt out of marketing
You can withdraw consent or opt out of marketing at any time by emailing mymovementmedicine@gmail.com or using the unsubscribe link in our emails.
Changes to this policy
We may update this policy from time to time. We will post the new version with a new “Last updated” date and, if appropriate, notify you by email or on our website.
Contact us
For privacy questions or to exercise your rights, contact: mymovementmedicine@gmail.com.