MDIIY Data Protection Statement

What data do you hold about me?

MDIIY holds different data about members and non-members.  By joining MDIIY as a member, or by creating a basic account on our website, or by booking to attend an event at MDIIY, you are giving your consent to us to hold this data.

Current and previous members of MDIIY

When you join MDIIY or renew your membership, we ask you to tell us your name, address, phone number and email address; and who your teacher is, whether you are a teacher yourself and if so, what level teaching certificate you hold.

In addition, before your first class, we ask you to complete a medical form telling us emergency contact details, and information about any medical conditions you have or have had that may need reasonable adjustments or particular care in class.

Teachers keep registers of all classes taught, including your name and if provided, membership number and phone number.  These registers will be stored, on paper, for a minimum of six years.

Non-members of MDIIY

To book events on our website, we ask non-members to sign up for a basic, free account.  We ask you to tell us your name and email address.

All attending MDIIY

For security purposes, we have CCTV at the entrances to our building.

Why do you hold this data?

Current and previous members of MDIIY

We hold this information to be able to manage your membership of MDIIY.

This includes:

  • Allowing you to book for MDIIY classes and events
  • Ensuring that all regular class attendees are members of MDIIY
  • Contacting you about information that is relevant to you, through our mailing list

Class registers: We store these in case we need to demonstrate who attended a class in the previous six years.  For example, students wishing to start teacher training who need to provide evidence of regular class attendance; and for insurance purposes.

Medical forms: These allow us to ensure that your teacher is aware of any conditions or issues that may mean they need to tailor their teaching to ensure you are safe.

Non-members of MDIIY

We ask you to create a basic account so that we know who is booked in to our events.

When you do this, we will also subscribe you to our mailing list so we can keep you informed about information that is relevant to you.

How do you store it?

Membership and account details are stored on our secure website in an Access database.

In addition, when you book for events offline (i.e. not through our website) we will keep a written record of your booking.  This will be destroyed after the event.

Medical forms are stored in a locked box, accessible to MDIIY’s teachers and to our Executive Committee.  

Class registers are stored in the office.

Who can access my data?

There are three groups of people who can access your data:

  • The membership team, who process and manage membership applications
  • The website team, who manage the website
  • Our administrator, who is responsible for communicating with our members

Who do you share it with?

Current members of MDIIY

We are part of Iyengar Yoga (UK) and your membership fee for MDIIY includes your annual subscription to IY(UK).

Iyengar Yoga (UK) holds their own membership database, which is separate to MDIIY’s database.  We share data with them for the purpose of ensuring that both databases are up to date.  To find out more about Iyengar Yoga (UK) please visit their website.

We do not share your personal data with any other organisation or person.

Previous members of MDIIY and non-members of MDIIY

We do not share your personal data with any organisation or person.

How often do you update my data?

We will update our details when:

  • You ask us to
  • IY(UK) provide updated information that you have provided to them

How do you take care of my sensitive data?

We will destroy all medical forms 1 year after the date they were completed.

We will ask you to complete a new form once a year, or when anything in your medical history changes, at which point the previous form will be destroyed.

How and why will you contact me?

MDIIY mailing list

When you join MDIIY either as a member, or with a basic account, you will receive an invite to join our mailing list.  You can unsubscribe at any time either by clicking the link in the email or by emailing info@mdiiy.org.uk with the subject line “UNSUBSCRIBE”.

We send regular emails to our mailing list with relevant information about MDIIY or IY(UK), or relevant Iyengar yoga news.  We use Mailchimp to do this. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.

Annual journal

As part of our constitution, we produce an annual journal about Iyengar yoga.  This is posted to all current members.  If you no longer wish to receive it, please email info@mdiiy.org.uk with the subject line “NO JOURNAL”.

Other

Teachers may hold contact lists for their classes.  If you do not wish to be on this list, please contact your teacher directly.

We may also use your data to contact you for the following reasons, via email, phone, or text as appropriate:

  • To let you know if classes or events are cancelled at short notice. It rarely happens, but when it does we will try to reach you to ensure you know of the cancellation
  • To invite you to take part in Iyengar yoga related activities including opportunities for volunteering at our Institute
  • For other reasons related to your Iyengar yoga practise and study, where we have a reasonable belief that you would be willing to be contacted

Further help

Please email info@mdiiy.org.uk if you have any questions or concerns, or for any requests to provide or delete the data we hold about you.

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