Data Protection Policy

The purpose of this Policy is to provide transparent and clear information about how we collect, process and protect your personal data through your use of our website (www.harmonisetrainingacademy.com) and other interactions you may have with us as a learner or someone with an interest in what we do. Using personal information enables us to gain a better understanding of our learners and website visitors, to provide you with relevant and timely information, and allows us to provide our services.

We are committed to upholding your privacy and aim to be transparent about the data we collect. We will communicate as clearly and openly as we can about what personal data we gather and how it will be used.

Please read this policy with care.

Harmonise Training Academy complies with the Data Protection Principles set out in the Data Protection Act 2018 and the United Kingdom General Data Protection Regulation (UK GDPR).

These principles state that personal data shall:

• be obtained and processed fairly and lawfully and shall not be processed unless certain conditions are met
• be obtained for a specified and lawful purpose and not be processed in any manner incompatible with that purpose
• be adequate, relevant, and not excessive for that purpose
• be accurate and kept up to date
• not be kept for longer than is necessary for that purpose
• be processed in accordance with the data subject’s rights
• be kept safe from unauthorised access, accidental loss, or destruction

Data Protection laws state that we are allowed to collect and use your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons:

• Contract – your personal information is processed in order to fulfil a contractual arrangement e.g. to book onto a course, workshop, retreat or other event.
• Consent – where you agree to us using your information in this way e.g. when signing up or opting in to receive our newsletter.
• Legitimate Interests – this means the interests of Harmonise Training Academy in managing our business to allow us to provide you with the best services in the most secure and appropriate way
• Legal Obligation – where there is statutory or other legal requirement to share the information e.g. when we have to share your information for law enforcement purposes.

Harmonise Training Academy and all staff who process or use personal information must ensure that they follow these principles at all times. Harmonise Training Academy adheres to Data Protection Laws through the following measures:

• Fully observing conditions regarding the fair collection and use of information
• Meeting its legal obligations to specify the purposes for which information is used
• Collecting and processing appropriate information only to the extent needed to fulfil operational needs or comply with legal requirements
• Ensuring the quality of information used
• Ensuring that information is held no longer than necessary
• Ensuring that the rights of people about whom information is held can be fully exercised under the Act (including the right to be informed that processing is being undertaken, to access personal information, to prevent processing in certain circumstances, and to correct, rectify, block, or erase inaccurate information)
• Taking appropriate technical and organisational security measures to safeguard personal information

Data Security

Harmonise Training Academy staff maintain technical and physical safeguards that are designed to protect the security and integrity of your Personal Data, and to guard it against accidental or unauthorised access, use, alteration or disclosure to unauthorised third parties.

Personal information is not disclosed—whether orally, in writing, on web pages, or by any other means—accidentally or otherwise, to any unauthorised third party. Where we keep Personal Data files on local devices these devices are password protected and accessible only to authorised personnel.

We regularly review our security systems to ensure that your Personal Data remains safe and secure.

Any security breaches will be immediately reported to the Information Comissioner’s Office (ico.org.uk)

Data Retention & Data Sharing

Harmonise Training Academy needs to keep certain information about its’ learners in order to record learner achievements, manage customer correspondence effectively, monitor the effectiveness of its qualifications, and comply with awarding body guidelines. To comply with the law, information must be collected and used fairly, stored safely, and not disclosed to any other person unlawfully.

Details of learners’ personal information, registrations, assessment results, and qualification or unit achievements are retained by Harmonise Training Academy for a minimum of 1 year.

Pilates Teacher Trainees data will be shared with YMCA who will hold this information for a minimum of 6 years. Unless authorised by a learner, this information will not be shared with any third party other than Harmonise Training Academy and YMCA.

• Learners wishing to access personal details relating to YMCA qualifications will be required to complete an identity check before any information is disclosed.
• In accordance with Condition D4.2 of the Ofqual Conditions of Recognition, YMCA is not obliged to disclose information if doing so would breach a duty of confidentiality or any other legal obligation.

We contract with some other third parties to provide services to you on our behalf. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law. 

In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal requirements, a court order, or a governmental authority.

We use the following third party data processors. We have determined the processing and transfer of this data to be adequate.

• Mailerlite – For sending our email marketing (newsletters). You can review their Privacy Policy here.
• Acuity Scheduling (by Squarespace) – For accepting applications and event bookings. You can review their Privacy Policy here.
• Stripe – For processing payments. You can review their Privacy Policy here.

We will never sell your information.

When you visit the website

As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

Cookies

A cookie is a small piece of data that is sent from our web server to your browser. It is stored on your hard drive. They do not provide any information which might disclose the identity of a specific person but they may potentially identify your computer, your browser and your internet settings. A cookie cannot read data off your hard disk or read cookie files created by other websites, and will not damage your system. You can reset your browser to refuse cookies or alert you when a cookie is being sent.
If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.

Links

The Harmonise Training Academy website may, from time to time, contain links to the websites of other organisations which may be of interest to you. Linked websites are responsible for their own privacy practices and you should check those websites for their respective privacy statements.

Social Media

This website may include social media sharing buttons to 3rd party sites such as Facebook, Instagram, YouTube which may set 3rd party cookies. Please refer to these sites’ individual privacy statements for further information.

Marketing and Communications Data

This includes your preferences in receiving marketing from us and your communication preferences.

We use Mailerlite to send out emails to our mailing lists. Mailerlite records both the open rates and clicks by an individual. This allows us to manage our relationship with you and ensures you only receive communications from us that are relevant and timely. It also allows us to maintain our list and remove users who appear to no longer be interested in the services we provide.

You can update your subscription preferences or unsubscribe from our marketing communications at any time by following the link in the footer of the last email you received from us or by contacting us directly by email with your request.

Your rights

By law, you have a number of rights as a data subject* including:

• the right to be informed if, how, and why your data are being processed;
• the right to access and get a copy of your data;
• the right to have your data corrected or supplemented if it is inaccurate or
  incomplete;
• the right to have your data deleted or erased;
• the right to limit or restrict how your data are used;
  the right to data portability;
• the right to object to processing
  of your data;
• and the right not to be subject to automated decisions without human involvement, where it would significantly affect you.

*The right to data protection is not an absolute right. It must always be balanced against other values, fundamental rights, human rights, or public and private interests and there may be circumstances under which an organisation may have grounds to refuse to grant an individual’s request to exercise their data protection rights. You can find out more about your rights under the GDPR here.

If you are unhappy or wish to complain about how your information is used, you should contact us directly in the first instance to resolve your issue.

Contacting Us

If you would like to know what information we hold about you or if you have any other queries or complaints in relation to this Data Protection Policy, or our Website or Services, our contact details are as follows:

Clare Francis
Revitalise (c/o Harmonise Training Academy)
123a Western Road
Hove
BN3 1DB

clare@harmonisetrainingacademy.com

If we have not been able to satisfactorily resolve a problem about our handling of your personal information, you have the right to make a complaint to the Information Commissioners Office.

---

We will update this Privacy Notice from time to time to reflect changes in our business. All such changes will be posted to our website and if we consider it to be appropriate we will notify subscribers of any material changes by email.

Reviewed: April 2025