Privacy Notice

MOVEMENT BY GWENDOLEN

PRIVACY NOTICE

Last updated: 14 August 2026

Movement By Gwendolen is committed to respecting your privacy and protecting your personal information.

This Privacy Notice explains how Gwendolen Nelson-Dummett, trading as Movement By Gwendolen, collects, uses, stores and protects personal information when you:

  • visit the Movement By Gwendolen website;

  • book or attend a studio class;

  • book or participate in an online class;

  • book or purchase 1:1 online coaching;

  • purchase a coaching package;

  • purchase an online course, programme or digital product;

  • communicate with Movement By Gwendolen;

  • subscribe to marketing communications; or

  • otherwise interact with Movement By Gwendolen.

This Privacy Notice should be read alongside the Movement By Gwendolen Terms & Conditions and Cookie Policy.

1. WHO IS RESPONSIBLE FOR YOUR INFORMATION?

Movement By Gwendolen is the trading name of Gwendolen Nelson-Dummett, a sole trader.

For data protection purposes, Gwendolen Nelson-Dummett is the data controller responsible for deciding how and why your personal information is processed.

Contact details

Movement By Gwendolen
Trading name of Gwendolen Nelson-Dummett
Sole trader

Correspondence address:
Unit 135822, PO Box 7169
Poole
BH15 9EL
England

Email: info@movementbygwendolen.com

If you have any questions about this Privacy Notice or how your information is handled, please contact me using the email address above.

2. INFORMATION I MAY COLLECT

Depending on how you interact with Movement By Gwendolen, I may collect different categories of information.

Information you provide directly

This may include:

  • name;

  • email address;

  • telephone number, where provided;

  • billing or correspondence information;

  • booking and appointment information;

  • information submitted through booking or intake forms;

  • information about your movement experience and goals;

  • information relating to injuries, physical limitations or other health circumstances where you choose or are asked to provide this for coaching or participation purposes;

  • communications you send to me;

  • feedback, testimonials or other information you voluntarily provide.

Transaction information

When you purchase a service or product, information relating to the transaction may include:

  • what you purchased;

  • purchase date;

  • price paid;

  • payment status;

  • transaction or payment identifiers; and

  • relevant billing information.

Payment card details are processed by the relevant payment provider rather than being directly stored by Movement By Gwendolen.

Website and technical information

When you visit the website, information may be collected automatically through the website and associated technologies, depending on your consent and settings.

This may include:

  • IP address;

  • browser and device information;

  • pages visited;

  • referring pages;

  • approximate location derived from technical information;

  • interactions with the website;

  • timestamps; and

  • information collected through cookies or similar technologies.

The specific cookies and technologies used are explained in the Movement By Gwendolen Cookie Policy.

3. HEALTH AND MOVEMENT INFORMATION

1.1 When you participate in 1:1 coaching or certain movement services, you may provide information about injuries, physical limitations, medical conditions or other health-related circumstances.

3.2 Some health information constitutes special category personal data under UK data protection law.

3.3 I only request or use health-related information where it is reasonably relevant to providing, adapting or safely delivering the service.

3.4 This information may be used to:

  • understand your circumstances before a session;

  • adapt exercises or movement recommendations;

  • make appropriate coaching decisions;

  • support safe participation;

  • maintain appropriate records of your coaching relationship; and

  • respond appropriately if a concern arises during a session.

3.5 Health-related information will not be used for marketing purposes without an appropriate separate legal basis and, where required, your explicit consent.

4. CHILDREN AND YOUNG PEOPLE

4.1 Services for under-18s

Movement By Gwendolen may provide selected services to children and young people aged 8 to 17, including 1:1 online movement and flexibility coaching.

Where services are provided to an under-18 client, additional privacy and safeguarding measures may apply.

4.2 Parent or guardian information

Where appropriate, I may collect information about the child's parent or person with parental responsibility, including:

name;

contact details;

relationship to the child;

consent and authorisation information;

emergency contact information; and

information reasonably necessary to administer the child's coaching arrangement.

4.3 Child's information

Depending on the service, information collected about an under-18 client may include:

name;

age or date of birth where reasonably necessary;

contact information;

coaching goals;

movement experience;

relevant health or injury information;

booking information;

communications relating to the service; and

photographs, videos or recordings where separately authorised.

Only information reasonably necessary for the relevant purpose will be collected.

4.4 Parental consent

For under-18 clients, a parent or person with parental responsibility may be required to authorise the booking and provide relevant consent. Where consent is relied upon as the legal basis for processing a child's personal information, the requirements applicable to children's consent will be followed.

For online services provided directly to children, the UK GDPR has specific rules where consent is relied upon: children aged 13 or over can generally provide their own consent for this purpose, while for children under 13 parental authorisation is required and reasonable efforts must be made to verify that authorisation.

However, Movement By Gwendolen may choose to obtain parental consent for under-18 clients more generally as a safeguarding and business practice, regardless of the child's age.

4.5 Age-appropriate privacy

Where appropriate, information about privacy and the use of personal information will be explained to young clients in language appropriate to their age and level of understanding. Children and young people have their own data-protection rights, and their views and developing capacity will be taken into account alongside the role of their parent or guardian. 

5. HOW YOUR INFORMATION IS COLLECTED

I may collect information:

  • when you visit the website;

  • when you submit a website form;

  • when you subscribe to an email list;

  • when you book through Acuity Scheduling;

  • when you complete an Acuity intake form;

  • when you purchase a product or service;

  • when you attend a studio or online class;

  • when you communicate directly with me;

  • when you interact with Movement By Gwendolen through social media; and

  • automatically through cookies and similar technologies where permitted.

6. WHY I USE YOUR INFORMATION

I use personal information only where there is an appropriate legal basis for doing so.

Depending on the circumstances, information may be used to:

Provide services

For example:

  • process bookings;

  • provide 1:1 coaching;

  • provide studio classes;

  • provide online classes;

  • provide online courses and digital products;

  • send joining/access information;

  • provide personalised coaching materials;

  • communicate about appointments; and

  • manage packages and memberships.

Manage payments

To:

  • process payments;

  • confirm transactions;

  • manage refunds;

  • prevent fraudulent transactions; and

  • maintain appropriate financial records.

Communicate with you

To:

  • respond to enquiries;

  • provide booking confirmations;

  • send appointment reminders;

  • provide service-related information;

  • respond to customer support requests; and

  • communicate important changes affecting a service you have purchased.

Improve services

Where permitted, information may be used to understand how customers interact with the website and services and to improve the Movement By Gwendolen experience.

Legal and administrative purposes

Information may be processed where necessary to:

  • comply with legal obligations;

  • maintain business and financial records;

  • establish or defend legal claims;

  • prevent fraud or misuse;

  • enforce contractual terms; or

  • protect the rights and safety of Movement By Gwendolen and others.

7. LEGAL BASES FOR PROCESSING

Depending on the purpose, I may rely on one or more of the following legal bases under UK data protection law:

Contract

Where processing is necessary to provide a service you have purchased or to take steps at your request before entering into a contract. For example, processing booking information to arrange your coaching session.

Legal obligation

Where processing is necessary to comply with a legal obligation. For example, maintaining financial records where required by law.

Legitimate interests

Where processing is necessary for legitimate business purposes and those interests are not overridden by your rights and interests.

Examples may include:

  • administering and improving services;

  • maintaining business records;

  • responding to enquiries;

  • preventing misuse or fraud; and

  • managing certain existing customer communications where permitted by law.

Consent

Where consent is legally required or is the most appropriate basis. This may include certain marketing activities and certain uses of cookies or similar technologies. Where processing is based on consent, you can withdraw your consent at any time.

8. MARKETING EMAILS

Movement By Gwendolen may send marketing emails about:

  • classes;

  • coaching;

  • online courses;

  • digital products;

  • new services;

  • offers;

  • events;

  • educational movement content; and

  • other relevant Movement By Gwendolen services.

Where required by law, marketing emails will only be sent where you have provided appropriate consent or where a lawful exception applies.

You can unsubscribe at any time by:

  • clicking the unsubscribe link in a marketing email; or

  • contacting info@movementbygwendolen.com.

Unsubscribing from marketing does not stop essential service communications such as booking confirmations, appointment reminders or information necessary to provide a service you have purchased.

9. MARKETING AND SOCIAL MEDIA

Movement By Gwendolen maintains social media profiles, including (but not limited to) Facebook and Instagram. Social media platforms may process personal information when you interact with their services or with Movement By Gwendolen content. Where appropriate, social media platforms may also be used for advertising, audience measurement or other marketing activities. I will not upload customer information to a social media advertising platform for audience matching unless there is an appropriate legal basis and the processing is consistent with applicable data protection and electronic marketing rules. 

PHOTOGRAPHS, VIDEOS AND RECORDINGS OF UNDER-18 CLIENTS

Where a coaching session, class or other activity involving an under-18 client is photographed, filmed or recorded, the purpose of the recording will be identified.

Recordings may be made for purposes such as:

  • coaching review;

  • movement analysis;

  • educational purposes;

  • providing feedback;

  • maintaining an appropriate record of a coaching session; or

  • marketing and promotional purposes, where separately authorised.

Marketing use

Identifiable photographs, videos or recordings of an under-18 client will only be used for marketing or promotional purposes where specific consent has been obtained from a parent or person with parental responsibility. Marketing consent will be separate from consent to participate in coaching. Where appropriate, the child will also be given an age-appropriate explanation of the intended use and their views will be taken into account.

Marketing content may be used on Movement By Gwendolen's:

  • website;

  • Instagram;

  • Facebook;

  • YouTube;

  • other social media channels;

  • email marketing;

  • promotional materials; and

  • other Movement By Gwendolen marketing channels, only where the relevant consent covers that type of use. Consent can be withdrawn at any time for future use by contacting: info@movementbygwendolen.com

Withdrawal will not affect processing that took place lawfully before consent was withdrawn.

10. WHO YOUR INFORMATION MAY BE SHARED WITH

I use selected third-party service providers to operate Movement By Gwendolen. Depending on the service you use, these may include:

Squarespace

Used to host and operate the Movement By Gwendolen website and related website functions. Squarespace may process website visitor, account, transaction and technical information as part of providing its services.

Acuity Scheduling

Used to manage:

  • appointments;

  • bookings;

  • client information;

  • intake forms;

  • packages;

  • scheduling;

  • appointment communications; and

  • related booking administration.

Acuity is integrated with the Movement By Gwendolen website and Google Calendar.

Google / Google Meet

Google Meet is used to provide online 1:1 coaching sessions. Google may process technical and account information necessary to provide the service.

Google Calendar

Google Calendar is connected to Acuity to manage availability and prevent online coaching appointments from being booked over existing commitments. Your private Google Calendar information is not displayed to clients. Acuity uses relevant calendar information to determine availability.

Stripe

Stripe is used to process certain customer payments. Payment information is processed in accordance with Stripe's own privacy and security practices.

PayPal

PayPal is used to process certain customer payments. Payment information is processed in accordance with PayPal's own privacy and security practices.

Flodesk

Flodesk is currently used to manage Movement By Gwendolen's email marketing and subscriber communications.

Flodesk processes subscriber information on behalf of Movement By Gwendolen where it acts as a processor. Flodesk's current Data Processing Addendum identifies the customer/business as controller and Flodesk as processor for customer data.

Meta / Facebook / Instagram

Facebook and Instagram are connected to Movement By Gwendolen's social media and marketing activities.

Meta may process information when you interact with Movement By Gwendolen's social profiles, website integrations, advertisements or related technologies.

Other service providers

I may use additional service providers where reasonably necessary to operate the business, provide services, process payments, communicate with customers or comply with legal obligations.

Where a third party processes personal data on my behalf, I will take appropriate steps to ensure that the processing is subject to suitable contractual and data-protection arrangements where required.

11. INTERNATIONAL DATA TRANSFERS

Some of the third-party services used by Movement By Gwendolen may process or store personal information outside the UK.

Where personal information is transferred outside the UK, I will take appropriate steps to ensure that the transfer is made in accordance with applicable UK data protection law.

Depending on the circumstances, this may involve:

  • an adequacy decision;

  • appropriate contractual safeguards;

  • recognised transfer mechanisms; or

  • another lawful transfer mechanism.

12. HOW LONG I KEEP YOUR INFORMATION

I retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to provide services, maintain appropriate business records, comply with legal obligations and deal with potential disputes.

Different types of information may therefore be retained for different periods.

For example:

Booking and client records

May be retained for an appropriate period after your last interaction with Movement By Gwendolen to administer your customer relationship and deal with potential queries or disputes.

Financial records

May need to be retained for longer periods to meet tax and accounting obligations.

Marketing information

Will generally be retained while you remain subscribed to marketing communications and for an appropriate period afterwards to maintain suppression/unsubscribe records.

Health-related coaching information

Will be retained only for as long as reasonably necessary for the purposes for which it was collected, taking account of the nature of the coaching relationship and applicable legal requirements.

I will periodically review retained information and securely delete or anonymise information that is no longer required.

13. YOUR RIGHTS

Depending on the circumstances, you may have rights under UK data protection law including the right to:

  • access your personal information;

  • ask for inaccurate information to be corrected;

  • request deletion of personal information;

  • request restriction of processing;

  • object to certain processing;

  • request portability of information in certain circumstances;

  • withdraw consent where processing is based on consent; and

  • complain to the Information Commissioner's Office.

Not all rights apply in every circumstance and there may be lawful reasons why a request cannot be fulfilled in full.

To exercise your rights, contact:

info@movementbygwendolen.com

14. WITHDRAWING CONSENT

Where processing is based on your consent, you can withdraw that consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

You can withdraw marketing consent using the unsubscribe link included in marketing emails or by contacting me directly.

15. SECURITY

I take reasonable technical and organisational measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • destruction;

  • misuse;

  • alteration; and

  • unauthorised disclosure.

However, no online system or method of electronic transmission can be guaranteed to be completely secure.

16. CHILDREN

Movement By Gwendolen's services are primarily intended for adults unless a particular class, programme or service expressly states otherwise.

Where services are offered to children or young people, additional consent, safeguarding and information requirements may apply.

17. THIRD-PARTY WEBSITES

The Movement By Gwendolen website may contain links to third-party websites or platforms.

I am not responsible for the privacy practices of third-party websites.

You should review the privacy notice of any third-party website before providing personal information.

18. CHANGES TO THIS PRIVACY NOTICE

This Privacy Notice may be updated from time to time to reflect changes in:

  • the services provided;

  • the technology used;

  • the third-party providers used;

  • applicable law; or

  • the way personal information is processed.

The latest version will be published on the Movement By Gwendolen website with the updated date shown at the top.

19. CONTACT AND COMPLAINTS

If you have questions or concerns about how your personal information is handled, please contact:

Gwendolen Nelson-Dummett
Movement By Gwendolen
info@movementbygwendolen.com

You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO) ICO — Make a complaint