WELCOME INFORMATION AND POLICIES

We understand that sometimes life throws obstacles in our way and you may need to change your bookings from time to time. Be:Poised clients are juggling commitments such as work and childcare, which is why the Be:Poised Pilates cancellation policy has been designed to be as fair as reasonably possible, whilst still enabling sufficient time for waiting list clients to take up available spaces in the event of a cancellation.

A cancellation policy is necessary to protect our business and ensure that all clients have fair access to sessions, particularly where there may be a waiting list in place.

All bookings must be paid for in advance. Clients with an outstanding balance or unpaid bookings will not be able to attend the session until the balance is paid by either purchasing a compatible pass or making payment at the studio.

The below cancellation periods apply to all bookings with Be:Poised Pilates Ltd:

• Group classes: Minimum of 12 hours before the class start time

• Private Sessions (1:1 & Duet): Minimum of 24 hours before the session start time

• Courses, Workshops and Events: Minimum of 24 hours before the event start time

To cancel your booking log into your BSport account via the www.bepoisedpilates.co.uk website or the BSport app. If you are unable to cancel your booking online please email gina@bepoisedpilates.co.uk or text 07895 789624.

If you cancel in accordance with the timelines specified above your pass will be credited for the cancelled session, enabling you to book an alternative session within the validity period of your pass.

Late cancellations and no-shows will not be credited and you will be charged in full for the session.

If you hold a Gold Membership package, you will be charged a late-fee for any late cancellations or no shows.

Refunds or credits are not given for missed or cancelled sessions, other than in extremely exceptional circumstances and at the discretion of Be:Poised Pilates Ltd.

If Be:Poised Pilates Ltd has to cancel your session at any time due to unforeseen circumstances such as non-availability of the studio or teacher, your pass will be credited.

We reserve the right to suspend or remove you from the studio if you seriously or repeatedly break the conditions of Be:Poised Pilates Ltd policies, including our Cancellation Policy, Illness Policy and Studio Guidelines, or do not pay sums owing to us on or before the due date. If we remove you from the studio you will cease to be a client of Be:Poised Pilates and all unused passes and booked sessions will be forfeited.

Be:Poised Pilates Ltd policies can be viewed on the www.bepoisedpilates.co.uk website.

Joseph Pilates described his method as a system for “bodily wellness”. As such, client wellbeing and wellness is at the heart of everything we do at Be:Poised Pilates.

This illness policy is designed to help uphold the principle of bodily wellness and applies to all clients in all situations (classes and private sessions, in studio and at any other location).

FEVER

If you have any illness with a fever (38 degrees celsius or above) or are feeling “feverish” (e.g. bodily aches, chills, feeling hot or “hot and cold”) please do not attend any class or session, including online sessions, until your fever subsides and you are feeling better. This is for your own wellbeing. If you have a fever, it usually means your body is actively fighting an infection. The best thing for your body at this time is rest.

You are also more likely to be infectious when experiencing a fever so please do not come to the studio during this time.

SICKNESS/DIARRHOEA

Tummy bugs causing sickness and/or diarrhoea can be incredibly infectious. In line with public health guidance please do not attend the studio whilst experiencing sickness/diarrhoea or for at least 48 hours after the last episode of sickness or diarrhoea.

COVID-19

COVID-19 continues to have the potential to cause serious complications in some individuals. We have a high number of clients attending the studio who have compromised immune systems or other underlying conditions that place them at particular risk should they contract COVID-19. In addition, should a Be:Poised Pilates Ltd teacher contract COVID-19 this may result in a temporary studio closure to avoid further transmission to clients.

In line with NHS guidance, if you test positive for COVID-19, or think you might have COVID-19, please do not come into the studio for a minimum of 5 days.

When returning to classes/the studio please do let me know if you are experiencing any ongoing symptoms/complications, such as fatigue, breathlessness, palpitations or other symptoms that may affect you during physical activity.

OTHER CONTAGIOUS DISEASES

If you have any other contagious disease, please use common sense and consideration when deciding whether or not it is appropriate to attend classes/come to the studio. If you feel particularly unwell you may be better staying home and focussing on rest and recovery. If you have a fever you should not come to class. Please apply due consideration to the nature of the disease and potential to infect others when visiting the studio or a class in person.

Important note: Please be aware that we teach a number of pregnant women, both in a group classes and in the private studio. With this in mind, if you have chicken pox, slapped cheek syndrome, rubella, or zika virus please contact us before attending any class/the studio - remember you might not know if someone else in your class is pregnant, particularly during the first trimester when they may still be attending a regular class/session.

Thank you for your respectful consideration.

Be:Poised Pilates Ltd is a small independent studio. This privacy policy explains how we process any personal data we collect when you visit our website, make bookings with us, register for our mailing list or purchase products from us.

Be:Poised Pilates Ltd takes your privacy seriously and is committed to ensuring that your personal data is protected. We will ask you to provide certain information when registering on our booking system or website, and after making your first booking. Access to the electronic systems used by Be:Poised Pilates is restricted and password protected.

The information collected about you is used to ensure we can contact you regarding your bookings and have the necessary health information to help us teach exercises that are most suited for your body. You can be assured that it will only be used in accordance with this privacy statement. We do not share or sell your data with external third parties.

Electronic Systems:

Be:Poised Pilates Ltd utilises electronic systems for its website (SquareSpace), booking and client management platform (BSport) and accounting software (Xero).

The website provider for www.bepoisedpilates.co.uk is SquareSpace. Squarespace collects personal data when you visit this website, including: Information about your browser, network and device, Web pages you visited prior to coming to this website, Web pages you view while on this website, Your IP address. Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalized form. When you submit information to this website via a contact form, we collect the data requested in the webform in order to track and respond to your submissions. We share this information with Squarespace, our online hosting provider, so that they can provide website services to us.

The booking platform provider for Be:Poised Pilates Ltd is BSport. Your name, email address and other relevant personal data such as phone number, date of birth and gender (where appropriate) is collected when you register through our booking system BSPORT. This is necessary in order to carry out basic communication, fulfil bookings, and give you the best service. Payment information is collected at time of first purchase and is handled by BSport using the secure online banking system Stripe. All payment information process is encrypted. The BSport platform also records information such as booking history and attendance for the purposes of record keeping and managing your bookings.

Be:Poised Pilates Ltd uses Xero software for accounting purposes. If you are invoiced or make a payment to Be:Poised Pilates outside of the BSport platform limited information such as name, email and payment details may be collected within Xero for accounting purposes. Access to Xero is protected and restricted to the Be:Poised Pilates Ltd Director and contracted accountant only.

Health Information and Member Records:

After completing your first booking we will ask you to provide health information via a health form called a PAR-Q. Completion of the health form is for your safety and wellbeing as it provides essential information required to work within our professional and studio guidelines. Your PAR-Q responses and any associated clients notes such as session plans and notes regarding adjustments required to help you work safely in the studio are stored in your member records within BSport. Your member records are viewable by Be:Poised Pilates Ltd teachers for your safety and wellbeing. Be:Poised Pilates Ltd management have access to all member records. Any additional teachers can only view limited records that are relevant to clients in their class/es for their health and safety. Health forms are retained by Be:Poised Pilates for as long as a person remains a client and thereafter for such a duration as may be required for legal and insurance purposes. Professional integrity and the safety of all clients is of utmost importance, and therefore Be:Poised Pilates Ltd is unable to accept clients/class members without a Health Screening form on file.

We do not share your information with any third party. If you are under the care of another practitioner, such as a doctor or physiotherapist if is helpful if you can pass on any relevant information to us. We will only liaise with your practitioner directly where necessary and with your express permission.

Contacting you:

The primary form of communication will be via email. This includes booking confirmations and reminders. We may also use text, WhatsApp or phone calls to communicate urgent information regarding your bookings such as cancellations or amendments. We also periodically send general email newsletters via the BSport platform about products and services we offer to both existing and previous customers, or those who have directly enquired about our services or visited for studio events and have opted into marketing communications. You can opt out of marketing communications at any time.

Access to your information:

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email gina@bepoisedpilates.co.uk or write to us at: Be:Poised Pilates Ltd, Lavant House, West Lavant, West Sussex PO18 9AB. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. Requests for access, amendment or removal of information will be handled according to relevant UK law.

GENERAL GUIDELINES:

Be kind and courteous of other people using the studio. Our studio is a welcoming space where clients can feel safe and respected.

Outdoor shoes are not permitted in either the mat or apparatus studio. Please leave outdoor shoes in the designated location in the lobby area.

Belongings brought into the studio should be kept to a minimum and must not encroach on another person’s space or cause a trip hazard. If you have items of value it is recommended that you bring these into the studio with you. Other items, such as coats and shoes, can be left in the lobby. All items are left at your own risk.

Only water should be brought into the studio. Please refrain from bringing other food or beverages into the studio unless with the express permission of the teacher.

To minimise disruption and distraction within the studio we kindly request that phones are set to silent (no vibration) or do not disturb when possible.

Socks must be worn in the studio. If you are in the apparatus studio grip socks are mandatory for your safety. If you are in the mat studio grip socks are preferred but other thin socks may be acceptable. Grip socks can be purchased directly from Be:Poised Pilates via the BSport app, booking system or directly at the studio.

If you are unsure of an exercise, or experience pain, discomfort or feel unwell you must tell your teacher.

APPARATUS STUDIO:

Only those who have received proper training from one of our teachers are permitted to use the apparatus.

Follow your own programme at all times. Refrain from copying other people as their programme may be different from yours.

If you are unsure how to perform an exercise or set up the apparatus correctly please seek assistance from a studio teacher

Always follow your teacher’s instruction for the appropriate apparatus settings for you, including spring settings. Do not deviate without your teacher’s agreement.

Be aware of those around you and ensure you maintain a safe working space at all times.

Ensure you complete your exercise with the springs out of tension to avoid the carriage/pedal/springs “snapping” back which could cause injury or damage to the apparatus

Concentration and Control are two of the main Pilates principles. These principles must be applied on the apparatus at all times to reduce risk of falling, injury or damage to you, the apparatus or others around you.

If you feel unbalanced on any of the apparatus or find an exercise particularly challenging please stop and wave your teacher over to spot and assist you.

We source high quality apparatus for our studio, and take care in our routine apparatus maintenance. If, however, you notice any signs of damage on the apparatus please inform your teacher immediately.

Clothing:

Clothing worn should be appropriate to avoid risk of material getting caught in the apparatus. Long hair should be tied back.

Strictly no zips on clothing or sharp jewellery to be worn. This is for your comfort, safety and to avoid costly damage to the apparatus upholstery.

Cleanliness:

All apparatus must be cleaned after use. Use the spray and cloths provided.

Please spray the cloth directly and use this to wipe the upholstery. Please do not spray or wipe the non-upholstered parts such as springs and metal work as this may damage the apparatus over time.

Additional safety guidance for Reformer:

Ensure at least1 spring is attached before getting on or off the carriage

When standing on the carriage alight by the fixed point first (e.g. footplate, footbar)

Remember, thumbs forwards on the footbar

Maintain concentration and control throughout your exercise. Remember the Reformer is a moving carriage and you may be working in positions or movements that require control and balance. Ensure the carriage is always returned “home” safety before removing straps or alighting the carriage.

Additional Safety Notes for Tower and Pedi-Pole

Ensure all clips and springs are securely fastened

Take particular care when attaching and working with the Tower push through bar. If springing the push through bar from below the safety chain must be attached.

Feet must be placed on the Pedi-pole base before taking hold of the handles.

Additional Safety Notes for Wunda Chair

Ensure 1 spring is attached at all times. Removal of all springs can result in the pedal dropping and may cause injury if not properly supported.

When dismounting the chair release the pedal slowly with control before dismounting.

If you are using the classical Wunda Chair for standing work on the seat (such as Front Step Up) please wave your teacher over to spot you

Use of the apparatus studio is at the user’s own risk. Be:Poised Pilates Ltd will not be held responsible for any injury to persons or damage to possessions resulting from users neglecting to adhere to studio guidelines.