Shanti Bee C.I.C. Formalities Table of Contents

Privacy Policy

This policy was last updated on 04.04.2025 Shanti Bee CIC is committed to complying with the United Kingdom General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Looking after the personal information you share with us is very important, and we want you to be confident that your personal data is kept safely and securely and to understand how we use it.

We have published this notice to help you understand:

• How and why Shanti Bee CIC collect information from you
• Who Shanti Bee CIC share your information with, why and on what basis
• What your rights are

If we make changes to this notice we will update you on our website and in our policies, which you can read each time you book. You will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

Shanti Bee CIC is the data controller of the information you provide. Shanti Bee CIC is a company registered in England – registered companies number 09648671. Should you have any questions about this policy please write to us at rosie@shantibee.co.uk

Definitions and Interpretation In this Policy

Definitions and Interpretation In this Policy, the following terms shall have the following meanings: “Our Locations”            Includes: Online channels: www.shantibee.co.uk, the Shanti Bee booking portal at Acuity Booking System. “Our Site”        Refers to www.shantibee.co.uk

“Account” means Shanti Bee CIC or Acuity booking system account required to access and/or use certain areas and features of Our Locations “Personal Data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to us via any of Our Locations, online and in-person. This definition shall, where applicable, incorporate the definitions provided in the United Kingdom General Data Protection Regulation (“UK GDPR”); “We, Us ,Our” means Shanti Bee CIC

When do we collect your personal data?

• When you create an account at any of our locations, or register as a Steady Soul
• When you purchase a product at any of our locations or apply for concession pricing which requires proof of age, job seekers, student or disabled status
• When you book a service at any of our locations or ask to be added to a waiting list for a service
• When you visit our centre to attend a class
• When you redeem a gift card
• When you engage with us on social media
• When you contact us by any means with queries, complaints, send us your CV for a job application or complete an application form for one of our workshops or trainings, or space hire
• When you enter prize draws or competitions
• When you choose to complete any feedback requests or surveys we send you
• When you’ve given a third party permission to share with us the information they hold about you
• When you use our studios which may have CCTV systems operated for the security of both customers and Partners. These systems may record your image during your visit

What data do we collect and how do we use it

Depending upon your use of our locations, we may collect some or all of the following personal and non-personal data:

Data Protection says 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 place an order or book a class
• Consent – where you agree to us using your information in this way e.g. for storing your payment card details
• Legitimate Interests – this means the interests of Shanti Bee CIC in managing our business to allow us to provide you with the best products and service 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

In some cases, we may collect and process “special category data”, such as information about your physical or mental health, for example when assessing your needs for therapeutic sessions or equipment-based classes. We do this under Article 9(2)(a) of the UK GDPR – with your explicit consent – or under Article 9(2)(h) for the provision of health-related services by trained professionals and under our safeguarding responsibilities.

We will always seek your explicit consent before collecting or processing any special category data, such as health information, unless it is necessary for safeguarding or emergency medical care.

In certain situations, we may process special category data to ensure your wellbeing and to fulfil our safeguarding obligations under UK law.

What we store	Our Reasons (Legal Basis)	What we use the data for
Health information and emergency contact (we only request this when you take part in an equipment pilates class)	Explicit consent or legal basis under Article 9(2)(h)	To enable us to assess your suitability for the services and safeguard your health
Aggregated or anonymised data from our booking systems (including attendance, class types, and demographic summaries)	Legitimate interests	For funding reports, impact measurement, and service improvement. Analysis may be carried out by trained staff or volunteers under strict confidentiality protocols.

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Terms & Conditions

This site is owned and operated by Shanti Bee, a registered Community Interest Charity.

These terms and conditions include general terms and conditions for use of this Site, terms and conditions relating to the services provided by Shanti Bee on the site and in our centre.

Please read these terms and conditions carefully. Your use of the Site, the purchase of any Products or Services on this Site or in a studio will be subject to these terms and conditions. And you now hereby agree to our terms and conditions.

Availability & Booking

• Classes are always subject to availability but at Shanti Bee we will always do our best to accommodate you in your chosen class.
• Shanti Bee reserves the right to change the class schedule, including cancellation of individual classes and change of instructor without notice.
• Shanti Bee warrants that treatments and classes will be supplied with reasonable skill and care.
• When you are purchasing a class you are paying for a class and not an instructor. Instructors may be subject to change without notice.
• Payments for services are made at the time of booking, unless otherwise agreed with your chosen practitioner.
• Please be on time for your appointment, arriving late means you get a shorter time with us and nobody wants that.  We recommend arriving 5/10 minutes before the start of a session. 

Reschedule & Cancellations

• If you cannot make a Class or Appointment we request that you give us at least 24 hours notice. This frees up the space in our system and allows that another client may be given the opportunity of your treatment time.
• As late cancellations and ‘no-shows’ disrupt the conscientious and prompt service we aspire to provide to all; Health Therapy appointments cancelled with less than 24 hours notice,  or non-attendance at your appointment will result in the full charge of the treatment being retained by Shanti Bee for lost business.
• As late cancellations and ‘no-shows’ disrupt the conscientious and prompt service we aspire to provide to all; One on One Yoga appointments cancelled with less than 24 hours notice,  or non-attendance at your appointment will result in the full charge of the treatment being retained by Shanti Bee for lost business.
• As late cancellations and ‘no-shows’ disrupt the conscientious and prompt service we aspire to provide to all; Class bookings cancelled with less than 6 hours notice,  or non-attendance of your appointment will result in the full charge of the treatment being retained by Shanti Bee for lost business
• A booked appointment (Health Therapy, One on One Yoga or Class) may be rescheduled up to two times without penalty. A non-attendance recorded for the appointment after a second rescheduling has been made will result in no refund be given and the full charge of the appointment being retained by Shanti Bee for lost business .
• If you are taken ill or there is an emergency, we are reasonable, please let us know at the earliest available instance (i.e.; first thing in the morning) and we can discuss waiving our fees. Thank you.
• The rights of cancellation and refund and any limitation expressed in these terms and conditions do not affect your statutory rights as a consumer.
• Refunds in relation to our services may only be credited to the credit or debit card originally used to make the purchase.

Your Health & Belongings

• People with low/high blood pressure and/or cardiac irregularities should not attend class until they have written permission from their doctor.
• Please advise us if you are pregnant.  Therapies and Yoga sessions can be adapted for pregnancy, but are advised after 12 weeks.
• Before commencing any exercise regime, you should consult your doctor.
• Please advise us of any long term medical conditions so we can look after you.
• Neither Shanti Bee, nor its partners, instructors and employees are responsible for any injuries suffered by you caused whole or in part by your failure to faithfully follow the instructions of the instructor or by any physical impairment of yours not fully disclosed to Shanti Bee in writing.
• Neither Shanti Bee, nor its partners, instructors and employees are responsible for loss or damage to your personal belongings.

Discounts, Vouchers & Class Passes

• Our sliding scale discounts are in place to make our services accessible to all. Please use the system fairly. We trust you will.
• If you are eligible for, and wish to take advantage of our sliding scale of prices, please select the appropriate code from our website.
•  For your class or therapy, you will need to have it to hand before completing your booking.
• Gift Vouchers are valid for the purchased amount and redeemable against eligible classes and therapies provided by Shanti Bee.
• The 10 Class Pass expires in 60 days and starts from the date the first class is taken.
• The 30 Day Unlimited Class Pass expires in 30 days and starts from the date the first class is taken.

Suspension, Use and Termination of Service

The Site may include links to external sites. Shanti Bee has included links to these sites to provide you with access to information and services that you may find useful or interesting, However, Shanti Bee is not responsible for the content of these sites or pages.

Shanti Bee may suspend the operation of the Site for repair or maintenance work or in order to update or upgrade the contents or functionality of the Site from time to time. Access to or use of the Site or any Sites or pages linked to it will be not necessarily be uninterrupted or error free.

What personal data we collect and why we collect it

Cookies

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

For users that register on our website (if any), we also store the personal information they provide in their user profile.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We will only share your data (contact details), with the teachers and therapists of Shanti Bee with whom you have booked an appointment.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

General

Shanti Bee may change these terms and conditions from time to time. By browsing the Site you are accepting that you are bound by the current terms and conditions. You should check these each time you revisit the Site. These terms and conditions form the entire understanding of the parties and supersede all previous agreements, understandings and representations relating to the subject matter.

These terms and conditions shall be governed and interpreted in accordance with English law, and you consent to the non-exclusive jurisdiction of the English courts.