Hotpod Yoga is committed to a robust, transparent policy governing how data is collected, stored, and shared.
i. Who’s Involved?
When it comes to collecting data about customers on this website or app (together, the “Site”) there are three parties to mention:
- Hotpod Yoga Ltd, and all its worldwide subsidiaries, franchises and affiliates, together known as “Hotpod Yoga”, “we”, “us” or “our”. Hotpod Yoga owns the Site and it provides the Hotpod Yoga services (the “Services”).
- Hotpod Yoga’s Customer (“Customer”, “you”, “your”). That’s you, the person who uses the Services.
- TeamUp Sports, Inc (“TeamUp”). TeamUp are the people that manage and run the booking system for Hotpod Yoga on the Site.
ii. What types of information do we collect?
Personal data means any information relating to a person who can be identified either directly or indirectly; it may include name, address, email address, phone number, gender, age, credit / debit card number, next of kin / emergency contact details, IP address, location data, purchase history (“Personal Data”). We have categorised Personal Data into two sub-categories: Identity Data and Usage Data.
We use TeamUp’s services to provide a booking system on our Site to facilitate the relationship between us and our Customers. TeamUp collects Personal Data from our Customers on our behalf. The Personal Data that TeamUp collects will be your name, email address, phone number, gender, date of birth, payment details and sometimes may include other information that we ask them to collect (“Identity Data”).
Once TeamUp has collected your Identity Data we, together with TeamUp, are able to access and use that Identity Data (you can see how and why we use your Identity Data below).
As part of its business operations, TeamUp collects information about how Customers interact with the Site and the TeamUp system. This will include your IP address, browser, operating system, referral source, length of visit, and clickstream data (“Usage Data”).
Your Usage Data contains an identifier that allows TeamUp to determine which Customer made the request. This Usage Data is used to troubleshoot, analyse, optimize, and improve the Service, and is retained by TeamUp indefinitely for compliance and troubleshooting purposes.
Hotpod Yoga also intermittently checks and analyses Customer activity and Usage Data through the TeamUp system. This helps us to better understand our business and improve the Services and the Site.
What this all means is that TeamUp and Hotpod Yoga Ltd are both data controllers in relation to your Personal Data.
iii. How do we collect personal information?
Identity Data is collected when you provide it directly to TeamUp or, if you have asked us to, sometimes we will share your data with TeamUp so that you can use our Services (for example if you are switching to TeamUp from an alternate system, or we are setting up your account for you, or when you ring us up and ask to book into a particular class rather than using the Site yourself).
Usage Data is automatically collected as you interact with the Site. Usage Data is automatically collected by using cookies and other similar technologies.
iv. How we use personal information
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Your Personal Data will only be used in ways that are in line with why it was originally provided. For example, we will not contact someone designated as your emergency contact for marketing purposes.
We use your Personal Data:
1. To facilitate the relationship between a Customer and our Services
We use your Personal Data to facilitate the normal operation of our business and allow us to provide the Services to you. This includes:
- registering you as a new Customer;
- processing your bookings and providing the Services to you;
- managing our relationship with you (for example by providing you with notifying you about changes to our terms or asking you to take a survey); and
- enabling you to take part in a promotion, prize draw or competition.
2. To provide, troubleshoot, and improve our services
We use your Personal Data to help us provide and improve our Services and our Site. This includes:
- administering and protecting our business and this Site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data);
- using data analytics to improve our Site, Services, marketing, customer relationships and experiences;
- analysing Personal Data so that we can prioritise features that are relevant to our Customers;
- identifying patterns to help improve the Site and the Services we provide and helping us to more accurately market our services to new audiences.
3. To provide communications and announcements about the Service
As a necessary part of the Services, we use Personal Data to send Customer communications – this includes notifications to confirm activities such as bookings, cancellations or payments being made by you. We will also let you know if a service is disrupted or changed.
We also, from time to time, will send marketing emails to our Customers who have not opted out of marketing communications. These marketing emails will only contain information that we think will be of interest to you because it relates to services that you have already purchased from us. These marketing communications will always come from us, not third parties and they will always include the option to unsubscribe from future marketing. If you have created an account or have had an account created for you by Hotpod Yoga (following your request) you will be included in such marketing communications unless you tell us otherwise.
This Site is not intended to be used by anyone under the age of 16. A parent or guardian may utilize the Site on behalf of a child so long as they are using it for its intended purpose. If we learn someone under the age of 16 has used the Site, we will take appropriate action to remove that child’s Personal Data and restrict any future access by that Customer.
vi. International data transfer
Hotpod Yoga will not transfer your data to third parties located outside the EEA except when it is sending your Personal Data to TeamUp.
TeamUp operates on and all data that it controls is stored on computers physically located within the United States. All data collected internationally will be transferred to, processed, and stored within the United States. TeamUp will maintain relevant certifications to ensure this transfer of data is compliant with local laws and regulations.
vii. Disclosure to other parties
Third Parties: Hotpod Yoga works with third parties to manage or provide the Site and the Services on our behalf (including, without limitation, payment processing, support, hosting, and administration). We require all third parties to respect the security of your Personal Data and to treat it in accordance with the law. We do not allow our third-party service providers to use your Personal Data for their own purposes and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.
Legal Requirements: Hotpod Yoga will comply with any lawful request it receives from a government, law enforcement agency, or private party that we believe to be reasonably necessary and appropriate to prevent or stop any activity that we consider to be illegal, unethical, unauthorized, harmful, or malicious.
viii. Security and Retention
We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your Personal Data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
ix. Requesting, changing, or deleting data
Data protection law provides data subjects with numerous rights, including the right to: access, rectify, erase, restrict, transport, and object to the processing of, their Personal Data. Data subjects also have the right to lodge a complaint with the relevant data protection authority if they believe that their Personal Data is not being processed in accordance with applicable data protection law.
Right to make subject access request (SAR). Data subjects may, where permitted by applicable law, request copies of their Personal Data. If you would like to make a SAR, i.e. a request for copies of the Personal Data we hold about you, you may do so by writing to us at [email protected]. The request should make clear that a SAR is being made. You may also be required to submit a proof of your identity and a fee.
Right to rectification. You may request that we rectify any inaccurate and/or complete any incomplete Personal Data.
Right to withdraw consent. You may, as permitted by applicable law, withdraw your consent to the processing of your Personal Data at any time. Such withdrawal will not affect the lawfulness of processing based on your previous consent. Please note that if you withdraw your consent, you may not be able to benefit certain service features for which the processing of your Personal Data is essential.
Right to object to processing. You may, as permitted by applicable law, request that we stop processing your Personal Data.
Right to erasure. You may request that we erase your Personal Data and we will comply, unless there is a lawful reason for not doing so. For example, there may be an overriding legitimate ground for keeping your Personal Data, such as, a legal obligation that we have to comply with, or if retention is necessary for us to comply with our legal obligations.
Your right to lodge a complaint with the supervisory authority. We suggest that you contact us about any questions or if you have a complaint in relation to how we process your Personal Data. However, you do have the right to contact the relevant supervisory authority directly. To contact the Information Commissioner’s Office in the United Kingdom, please visit the ICO website for instructions.
If you want to exercise any of these rights in relation to the Personal Data that:
- Hotpod Yoga holds about you, you should contact us at [email protected]om.
Continued use of the Site and our Services will constitute acknowledgement and acceptance of the Policy.
xi. Our Details
Hotpod Yoga Ltd is incorporated in the UK and our principal place of business is 40 St Matthew’s Road, London, SW2 1NL. We and our Data Security Manager can be contacted at [email protected].
1.1 “Company” refers to Hotpod Yoga Limited
1.2 “Customer” refers to anyone who has booked a class or bought a voucher online
1.3 “Class” or “Classes” refer to The Company’s hot yoga sessions
1.4 “Terms and conditions” refer to this document.
1.5 If you access and use this website (the “Site”), you accept and agree to be bound by and comply with these terms (the “Terms”). If you do not accept the Terms, you should not use the site.
1.6 The Company reserves the right to change the Terms and therefore ask Customers to check the Terms regularly, prior to booking.
2.1 Pre-booked classes must be paid for in advance on this Site.
2.2 Due to limited number of spaces per class, we cannot guarantee space for customers who have not booked in advance.
2.3 It is possible to pay on arrival, without booking, however, it is at the Customer’s own risk – there may not be space in the class.
2.4 If a customer has purchased a multiple class pass, online booking automatically deducts a class from the pass.
2.5 Once classes are shown to be full online, there will be no more spaces available, subject to there being no cancellations. In the case of cancellations there will be a waiting list. If a Customer commits to the waiting list and is then given a space in the class, they have confirmed the place and are subject to the Terms.
2.6 Prices are as stated on the Site, these may change from time to time, but all bookings made prior to change in price will remain unchanged.
2.7 Identity will be verified for multiple pass cards. Cards are assigned to one Customer and ownership may not be transferred.
2.8 The Company reserves the right to refuse entry or expel Customers from the studio should their conduct be deemed unfit or should they be deemed to be in breach of the Terms. In such instances The Company will not refund the Customer.
3.1 Cancellations policies vary from location to location and will be stated on the terms and conditions on the relevant booking system.
3.2 In some locations, 24 hrs is necessary – and other there is no time limit. Where cancellations are made in sufficient time, credit will be added back to the relevant account.
3.3 Deductions from multiple class passes operate under the same terms as stated in 3.1 & 3.2 – if a Customer books into a class with a multiple class pass, the deduction will be made from the pass unless the cancellation is made within the relevant time period.
3.4 Unused multiple class passes will not be liable for refunds.
3.6 The Company cannot be held responsible for a particular session or instructor becoming unavailable. If an instructor becomes unavailable we will ensure – where practically possible – that they are replaced by another instructor. Where this is not possible, or where a session is cancelled due to unforeseen circumstances, we will issue a credit note to all those who have previously booked that Class. The Company will not be liable for any other incurred costs or damages to the Customers from a cancellation.
5. Locations and Start Times
4.1 Our locations and times are liable to change from week to week but once it is scheduled online we will endeavour to keep the location and times as stated. Any changes made to the location and times will be highlighted on the Site and all booked customers will be informed by email.
4.2 Customers are asked to arrive to sign in at least 10 minutes prior to the start of the Class. The Company reserves the right to refuse entry to anyone arriving after the start of the Class.
6. Fitness and Health
5.1 The Company advises Customers not to take part in one of The Classes without first seeking medical advice if they have any concerns at all over their physical condition.
5.2 Customers with with low or high blood pressure or cardiovascular irregularities should not attend the Class without express and written permission from a medical professional.
5.2 The Company reserves the right to refuse access to any Customer if it in any way doubts the health of the Customer and their ability to safely take part in the Classes.
5.3 Customers accept the risk of injury from performing exercises in the Classes. The Company accepts no liability for injury to the Customer, except in so far as such injury is by law incapable of exclusion.
5.4 New Customers will be asked to fill out a Physical Activity Readiness Questionnaire, so the Company is better informed of the Customer’s physical condition. This form will also waive the Company’s responsibility for physical injury cause by the Classes.
7. Personal Belongings
6.1 Personal belongings brought to the Classes are brought at the Customer’s risk. All facilities have some form of storage space, but the safety of the possessions are not the responsibility of the Company. We do not accept liability for loss or damage of personal possessions except in so far as such loss or damage is by law incapable of exclusion.
8. Dress and Suitability
7.1 The Company request all Customers to dress appropriately for hot yoga. Details of recommended attire are featured on the Site.
7.2 Cleanliness and hygiene is essential – both of Customers themselves and their attire. Soiled clothes or poor personal hygiene will result in the Company exercising the right to refuse entry.
7.3 No admittance to under 16s with the exception of specific Children’s classes.
7.4 Shoes should not be worn during the Class.
7.5 Mats will be provided by the Company.
7.6 Towels must be bought to the Class by the Customer.
Customer Service Contact details: 40 St Matthew’s Road, Brixton, London, SW2 1NL
For the purpose of insurance only, Hotpod Yoga Ltd is an Introducer Appointed Representative of Balens Limited, Bridge House, Portland Road, Malvern, Worcestershire, WR14 2TA, who are authorised and regulated by the Financial Conduct Authority.
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