AMB Physio-Pilates Limited’s:
● Privacy Policy
● Disclaimer
● Terms of Service
● UK GDPR/Data Protection Act 2018 Policy
(together defined as the “Terms”)
Last Updated: March 2026
PRIVACY POLICY
1. Data Collection and Purpose
AMB Physio Pilates Limited (“AMB”), which is a limited company owned and operated by Ann-Marie Walton, a registered Physiotherapist, collects personal data from clients, patients and potential clients and/or patients in the ways described in the Privacy Policy, Disclaimer, Terms of Service and UK GDPR/Data Protection Act 2018 policy (together defined as the “Terms”) in order to provide Physio-led Pilates services, Physiotherapy services, essential communication about AMB’s services and to assist in the operation of AMB as well as to adhere to relevant laws and regulations. By enquiring with AMB, using any of AMB’s services and associated methods of communication, all clients, patients and potential clients/patients, hereinafter referred to as (“You” or “Your”) agree to these Terms. If You do not agree with any of, or any part of these Terms, or at any point in the future you no longer so agree, You should no longer use any of AMB’s services. By using AMB’s services You are deemed to agree with the Terms.
● Health Data: By completing our questionnaire, You provide explicit consent for AMB to process this "Special Category Data".
● Data Sharing: To maintain safety standards, Your health questionnaire will be shared with any qualified physiotherapy instructor arranged by AMB to cover a class.
2. Communication & WhatsApp Community
● Visibility: By joining the AMB WhatsApp group for class updates and registration, you consent to your name and phone number being visible to all other members.
● Opt-out: Participation is optional and You may remove yourself by emailing info@ambphysio-pilates.co.uk at any time however, there are currently no other means of registration and so, should you wish to continue using AMB’s services, you will need to Opt-in to the Whatsapp Community.
3. Photography and Videography
AMB or hired professionals may capture media during classes for promotional purposes. By agreeing to these terms, you consent to your image being used on our website, promotional material and social media. If you have opted to be excluded, media capture of the Physio-Pilates classes which you attend may still be used for these purposes, but you will not be shown in them, or You may be asked to stand out of view.
TERMS OF SERVICE
4. Booking and Cancellation Policy
4 (a) PILATES SERVICES:
Medical Screening: You must have completed the AMB Physio Pilates Limited Health Questionnaire prior to attending any class. This is a mandatory requirement for your safety and insurance purposes. It is your responsibility to notify your instructor of any changes to your health—such as new injuries, medical conditions, or pregnancy—prior to the start of any class or new block.
Block Bookings: Payments for block bookings are due one week before the block starts and are non-refundable. No carry-over, credits, or refunds are provided under any circumstances, save for a class not going ahead due to instructor unavailability. If you cannot attend a rescheduled class, you will receive a pro-rata refund (the cost per class within that block).
Securing a Drop-In Space: A drop-in space is not guaranteed until you secure a space on the poll and make immediate payment. Failure to pay immediately after polling may result in your space being offered to the next person on the waiting list.
Drop-In Cancellations (More than 24 hours’ notice): If you cancel with more than 24 hours' notice, you may carry over one credit to the following week only, subject to space availability. If you fail to secure a space in that following week, the credit is lost. AMB cannot manually track credits beyond one week or guarantee a space in the following week's class.
Drop-In Cancellations (Less than 24 hours’ notice): If you cancel with less than 24 hours' notice for any reason, the payment or credit is lost and cannot be carried over. To ensure a sustainable business, AMB cannot make individual exceptions or consider specific reasons for cancellation.
Cancellations by AMB: If you have made a drop-in payment for a specific class and the class is cancelled by AMB, you may opt for a refund of the drop-in fee or a credit valid for use in the following week’s classes.
Substitute Instructors: AMB reserves the right to provide a substitute Physiotherapist instructor for any class at any time. We will endeavour to notify you of such changes prior to or during your block.
Payment Deadlines: A block booking reservation is not guaranteed if payment is not received by the deadline set by AMB.
4(b) PHYSIOTHERAPY SERVICES:
At AMB, we are committed to providing high-quality care to all our clients. To ensure fairness and maintain an efficient schedule, we have established the following policy:
1. Notice Period:
We require a minimum of 24 hours’ notice for any appointment cancellations or rescheduling requests.
2. Late Cancellations & No-Shows:
Late Cancellations/Rescheduling/No-Shows: If You cancel or reschedule with less than 24 hours' notice, or fail to attend, the full session fee will be charged.
Timely Cancellations: No fees apply to appointments cancelled or moved with at least 24 hours' notice.
3. Provider Cancellations:
If Your physiotherapist, or as a result of a third-party or event unrelated to You, needs to cancel Your appointment, no fees apply. We will reschedule Your session as a priority at no additional cost.
4. Payments & Refunds:
Outstanding Fees: Cancellation fees will be invoiced via email and must be settled prior to Your next appointment.
Prepaid Sessions: Fees for late cancellations will be deducted from Your prepaid session balance.
Refunds: Refunds for prepaid appointments are reviewed on an individual basis and are solely at the discretion of AMB.
AMB appreciates Your support in helping us run a sustainable small business. If You have any questions, please contact us directly.
5. Late Arrival Policy:
Your appointment time is reserved exclusively for You. To ensure You receive the full benefit of Your treatment and to respect the schedules of all our clients, please note the following:
Reduced Treatment Time: If You arrive late, Your session will still end at the scheduled time so the next client is not delayed. This means Your treatment or class time will be shorter.
Full Fee Applies: Regardless of the length of the session due to a late arrival, the full session fee will still apply.
Late Arrivals: Arrivals more than halfway through the duration of Your appointment may be treated as a missed appointment and charged in full.
6. Medical Screening & Consent: You must complete the AMB Physio Pilates Limited Health Questionnaire and Consent Form prior to attending your appointment. This is a mandatory requirement for clinical safety and insurance purposes. It is your responsibility to notify your Physiotherapist of any changes to your health—such as new injuries, medical conditions, or changes in medication—at the start of any physiotherapy session.
DISCLAIMER
5. Safety and Participation
● Footwear: For safety and stability, participants in Physio Pilates’ services should wear grip socks. Slipping is at Your own risk.
● Balance Exercises: When choosing balance options, You must work at a level sensible to Your ability to prevent falling. You may choose to start with holding a steady support such as the wall initially. Always try the most basic level of practice first and only progress if you feel this is sensible for You to do so.
● General Risk: Always consult a GP before participating. By attending, You acknowledge the risk of physical injury and perform exercises at Your own risk.
● Equipment: Use of resistance bands (some latex), foam rollers and soft balls is at Your own risk; eye protection is recommended.
● Substitute Physiotherapists: To ensure consistency of services and to avoid cancellations, AMB may, at its sole discretion, choose to sub-contract the provision of services to another registered Physiotherapist other than Ann-Marie Walton. By using any services provided by a substitute Physiotherapist, You agree to adhere to all instructions and guidance given by that substitute Physiotherapist, and are deemed to be aware of, and accept, that this substitute Physiotherapist is acting as a self-employed sub-contractor and is not an employee of AMB.
6. Data Retention in respect of Physiotherapy services, including Physio-led Pilates
As a registered Physiotherapist providing physiotherapy services, including Physio-led Pilates, AMB is legally required to retain client records for eight years after Your last visit. Digital data is stored in password-protected environments and paper records are kept in a locked file.
7. Contacting AMB
If You have any questions about AMB or AMB’s Terms, please contact AMB by email at info@ambphysio-pilates.co.uk. Please ensure that Your query is clear, particularly if it is a request for information about the data AMB holds about You.
8. Changes to AMB’s Terms
AMB may change the Terms from time to time (for example, if the law changes). Any changes will be immediately posted on our website and You will be deemed to have accepted the updated Terms on Your first use of AMB’s services following the alterations. AMB recommends that You check the website regularly to keep up-to-date.
UK GDPR AND DATA PROTECTION ACT 2018 POLICY
9. The following terms of the above policy are set out below. To the extent that any of the terms set out in the Privacy Policy and Terms of Service are incompatible with these terms, the UK GDPR and Data Protection Act 2018 Policy/the laws set out within the UK GDPR and the Data Protection Act 2018 take precedence, save where AMB has a duty to maintain and keep records of clients and patients in accordance with AMB’s duties as a Physiotherapist. AMB (“we”, “us”, “our”) is committed to protecting and respecting your privacy.
10. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
11. Who We Are (Data Controller): AMB is the data controller responsible for your personal data.
Company details:
● Company name: AMB Physio Pilates Limited
● Registered in: England & Wales
● Registered address: 32 The Riding, Kenton, Newcastle, NE3 4LQ
● Email: info@ambphysio-pilates.co.uk
12. What Personal Data We Collect: We may collect and process the following categories of personal data:
a) Information you provide
● Name
● Email address
● Phone number
● Postal address
● Any information submitted via forms or correspondence
b) Automatically collected data
● IP address
● Browser type and version
● Device information
● Website usage data (via cookies)
c) Business-related data
● Customer records
● Transaction details
● Communication history
13. How We Use Your Data (Purpose & Lawful Basis): We only process your personal data where we have a lawful basis under UK GDPR.
Purpose
Lawful Basis
To provide services
Contract
To respond to enquiries
Legitimate interests
To manage customer relationships
Legitimate interests
To comply with legal obligations
Legal obligation
Marketing communications
Consent
Under UK GDPR, organisations must clearly explain why data is collected and the legal basis for doing so.
14. How We Share Your Data: We may share your personal data with:
● Service providers (IT, hosting, payment processors)
● Professional advisers (lawyers, accountants)
● Regulatory authorities (where legally required)
We do not sell your personal data.
15. International Transfers: If we transfer your data outside the UK, we ensure appropriate safeguards are in place (e.g. adequacy decisions or standard contractual clauses).
16. Data Retention: We retain your personal data only as long as necessary for the purposes we collected it, including legal, accounting, or reporting requirements. Retention periods are determined based on:
● Legal obligations
● Business needs
● Nature of the data
17. Your Data Protection Rights: Under UK GDPR, you have the right to:
● Access your personal data
● Rectify inaccurate data
● Erase your data (“right to be forgotten”)
● Restrict processing
● Data portability
● Object to processing
● Withdraw consent at any time
These rights must be clearly communicated in a privacy policy. To exercise your rights, contact: info@ambphysio-pilates.co.uk.
18. Cookies: We use cookies to improve your experience on our website. You can control cookies via your browser settings.
19. Data Security: We implement appropriate technical and organisational measures to protect your data, including:
● Secure servers
● Encryption
● Access controls
20. Complaints: If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Phone: 0303 123 1113