EDINBURGH COMMUNITY YOGA PRIVACY POLICY

INTRODUCTION

This Website (www.edinburghcommunityyoga.com.uk) is operated by Edinburgh Community Yoga Ltd, a company limited by guarantee under the Companies Act (company number 502872), having its registered office at 25 Palmerston Place, Edinburgh, EH12 5AP (“we”, “our”, “us”, “Edinburgh Community Yoga” or “ECY”). Edinburgh Community Yoga is a social enterprise and all profits go into the delivery of our outreach programmes. More can be found out about this here. Edinburgh Community Yoga includes its subsidiary brand, Ayatana Yoga, which does not operate as a separate company, and this privacy policy will also cover the domain www.ayatanayoga.org.

This privacy policy will outlines how Edinburgh Community Yoga Ltd (ECY) protects and uses the information you give the company via our websites, at our events and via forms accessed on our websites.

Topics

OUR RELATIONSHIP WITH YOU
WHAT INFORMATION DO WE GATHER?
HOW DO WE USE THIS DATA?
CONTROLLING YOUR PERSONAL INFORMATION
CONSENT TO MARKETING COMMUNICATIONS
COOKIES
LINKS TO OUR SITE

Our relationship with you

Our relationship with you will impact on why, how and what personal information we process.
• Clients – current and prospective (participants in public classes, events, retreats and other services)
• Yoga teachers – current and speculative
• Volunteers
• Outreach and corporate partners

What Information do we gather?

The type of personal information we collect will depend on the specific category of relationship we have with you (as set out above). The personal information we process includes (but is not limited to):

Clients
Name
Email address (personal/work)
Address
Telephone number
Social media handles
Relevant details of any health conditions and injuries

Teachers
Name
Email address (personal/work)
Address
Telephone number
Social media handles
Insurance details

Volunteers
Name
Email address (personal/work)
Address
Telephone number
Social media handles

Speculative teachers/volunteers
Name
Email address (personal/work)
Address
Telephone number
Social media handles

Outreach/corporate partners
Name
Work email address

How do we use this data?

We collect and use information about you to:
• deliver our services to you
• better understand your needs and how they may be met
• keep our records up to date
• to process bookings
• to fundraise
• to contact you in response to queries via our website or directly to our email address
• if you agree, contact you by post or email about important updates or changes to our services, including information on classes, events, retreats and any other information that we think will be interesting to you
• we may in the future use automated processing to deliver personalised services and information

Data Security:

We never share your data with third parties and all data is stored securely by ECY, and protected by passwords. We will always hold your information securely and will work with all personal data in line with current UK and applicable EU laws and regulation. We never send your information internationally.

Controlling your personal information

How long do we keep your data?

We only keep personal information for as long as is necessary to be able to deliver our services to you or to fulfil the contractual relationship between us. This will vary depending on our relationship with you – see below:

Clients: We’ll keep your information for two years after you have stopped attending classes or last attended an event or a retreat.

Teachers, volunteers, speculative teachers and speculative volunteers: We’ll keep your information for as long as is necessary for the employment/volunteering relationship between us, and until two years after you last taught a class/ event/ retreat/ outreach event or carried out a volunteering activity. For speculative teachers/volunteers we will retain your information for two years after you have submitted an application form or query.

Outreach or corporate partners: We will retain your personal information for as long as necessary to carry out our services to you, and for period of two years thereafter.

We will carry out regular, 6-monthly reviews of all registration forms and registers and we’ll delete any data that is no longer in use. “In use” means an individual is still attending classes, events or retreats, or is a teacher, volunteer, speculative teacher or speculative volunteer within the two-year timescale outlined above.

Where you have given consent to us processing your details for marketing, we’ll keep the relevant information until you withdraw this consent (see Withdrawing consent to using your information below).

Access to and correcting your information – It’s important to us to make sure that the personal information that we hold about you is accurate, complete and up to date. If you think any of the information we hold about you doesn’t meet these standards, you can let us know by contacting us on the details at the end of this statement. You can also contact us to ask for a copy of the personal information that we hold about you.

Deletion of your information – You have the right to ask us to delete personal information about you where:

• You consider that we no longer require the information for the purposes for which it was obtained
• You have withdrawn your consent to us using your information for direct marketing – see Consent to marketing communications below
• Our use of your personal information is contrary to law

Restricting how we may use your information – In certain cases, you may ask us to restrict how we use your personal information. For example, you no longer attend classes but you don’t want us to delete your data, as you would like to stay informed about Edinburgh Community Yoga. In this case, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Consent to marketing communication

From time to time, we would like to send you information about ECY and our products and services, events, retreats and updates on our outreach work. Where you have given your consent (via opt-in forms on our websites, off-line or in person) we will contact you by post or email. You can change your preferences at any time by updating your preferences via our email provider, Mailchimp, or by emailing us at info@edinburghcommunityyoga.co.uk.

Objecting to the use of your information – You have the right at any time to the use of your personal information for direct marketing purposes.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

We may in the future use this information to tailor news and offers to suit you, this is known as profiling, or automated processing. You have the right to object to profiling in this way, just let us know, and you can also set your browser not to accept cookies. The websites below tell you how to remove cookies from your browser. This means however in a few cases some of our website features may not function as a result. For further information visit www.aboutcookies.org or www.allaboutcookies.org.

Please contact us using the contact details set out below if you wish to exercise any of these rights.

Links To Our Site

Our website contains links to other sites.

We don’t have any control of websites outwith the domains www.edinburghcommunityyoga.co.uk and www.ayatanayoga.org, so if you visit any other sites you should read their privacy policy.

If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Changes To Our Privacy Policy

We keep this privacy statement under regular review and will place any updates on this website. If you have any questions about this policy, or to obtain paper copies, email info@edinburghcommunityyoga.co.uk or write to Edinburgh Community Yoga, 25 Palmerston Place, Edinburgh, EH12 5AP.

This privacy statement was last updated on 26/03/2018.

Edinburgh Community Yoga, 25 Palmerston Place EH12 5AP | Tel: 07966 502 085
© Edinburgh Community Yoga 2018 | Company number: 502872 | A company limited by guarantee, registered in Scotland.