Privacy Policy

Date of Last Review: 6th August 2026
Date of Next Review: 6th August 2027

Policy owner: Pilates Awards Executive Director

Version: v01

1. Introduction

Pilates Awards Ltd ("Pilates Awards", "we", "our", or "us") is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

  • Visit the Pilates Awards website.

  • Contact us by phone, email or online form.

  • Apply for centre approval.

  • Register as a learner, assessor, IQA, EQA or centre representative.

  • Use any Pilates Awards services.

  • Interact with us in connection with our qualifications and awarding activities.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

2. Who We Are

Pilates Awards Ltd

Registered Address: 151 Beauchamp Road, London, SE19 3DA Email: info@pilatesawards.com Website: www.pilatesawards.com Pilates Awards is the Data Controller for the personal information covered by this Privacy Policy.

3. Information We Collect

We may collect and process the following categories of information:

Information You Provide:

  • Name

  • Address

  • Email address

  • Telephone number

  • Job title

  • Organisation name

  • Qualification and training records

  • Centre approval information

  • Communications and correspondence

  • Learner Information

Where relevant to qualification delivery and certification:

  • Learner registration details

  • Assessment and certification records

  • Reasonable adjustment requests

  • Special consideration applications

  • Appeals and complaints information

Technical Information

When you visit our website we may collect:

  • IP address

  • Browser type and version

  • Device information

  • Operating system

  • Website usage information

  • Pages visited

  • Cookies and similar technologies

4. How We Use Your Information

We use personal information to:

  • Deliver and administer qualifications.

  • Process learner registrations and certifications.

  • Manage centre approval and monitoring.

  • Conduct quality assurance activities.

  • Respond to enquiries and requests.

  • Process complaints and appeals.

  • Manage malpractice and maladministration investigations.

  • Fulfil legal and regulatory obligations.

  • Improve our website and services.

  • Communicate important updates.

5. Legal Basis for Processing

We process personal information under one or more of the following legal bases:

  • Performance of a contract.

  • Compliance with legal obligations.

  • Legitimate interests.

  • Consent (where required).

  • Protection of vital interests.

  • Performance of tasks carried out in the public interest where applicable.

6. Sharing Your Information

We may share information with:

  • Approved Centres.

  • Assessors, IQAs and EQAs.

  • Professional advisers.

  • IT and system providers.

  • Regulatory authorities.

  • Law enforcement agencies where required by law.

  • External quality assurance providers.

Information is shared only where necessary and in accordance with applicable legal requirements.

7. Regulatory and Awarding Organisation Requirements

As an awarding organisation, Pilates Awards may be required to process and disclose information in connection with:

  • Qualification registration and certification.

  • Quality assurance activities.

  • Regulatory reviews.

  • Appeals and complaints.

  • Malpractice and maladministration investigations.

  • Learner protection arrangements.

Where required by law or regulation, information may be shared with relevant regulators or authorities.

8. Special Category Data

In some circumstances we may process limited special category data, including information relating to disability or health where required for:

  • Reasonable adjustments.

  • Special considerations.

  • Accessibility arrangements.

This information is processed only where necessary and with appropriate safeguards.

9. Data Security

Pilates Awards takes appropriate technical and organisational measures to protect personal information from:

  • Unauthorised access.

  • Accidental loss.

  • Misuse.

  • Alteration.

  • Disclosure.

  • Destruction.

Security measures include:

  • Role-based access controls.

  • Secure cloud storage.

  • Password protection.

  • Encryption where appropriate.

  • Staff training.

  • Confidentiality requirements.

10. Data Retention

Personal data is retained only for as long as necessary to:

  • Deliver qualifications.

  • Meet regulatory requirements.

  • Resolve complaints or appeals.

  • Comply with legal obligations.

  • Maintain qualification records.

  • Retention periods are defined within our internal data retention procedures.

11. Cookies

Our website uses cookies and similar technologies to:

  • Ensure website functionality.

  • Improve user experience.

  • Monitor website performance.

  • Analyse visitor behaviour.

Users can manage cookie preferences through their browser settings.

12. Your Rights

You may have the right to:

  • Access your personal data.

  • Correct inaccurate information.

  • Request deletion of data (where appropriate).

  • Restrict processing.

  • Object to processing.

  • Request data portability.

  • Withdraw consent where processing is based on consent.

  • Requests should be submitted using the contact details provided below.

13. Complaints

If you have concerns about how we process your personal information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO): Information Commissioner's Office** Website: https://www.ico.org.uk

14. Contact Us

For questions about this Privacy Policy or our use of personal information, please contact: Pilates Awards Ltd Email: info@pilatesawards.com

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, regulation, technology or our services. The latest version will always be available on the Pilates Awards website.