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Privacy Policy and GDPR Requirements

Privacy Policy and GDPR Requirements

We are committed to protecting your personal information and respecting your privacy. The data you provide is always treated with the utmost respect, never passed on to any third parties and only used for reasons that you would expect as outlined within the body of this policy. We aim to be clear with the reasons for asking for your personal data and completely transparent with where it is stored, how it is used and the procedures taken to ensure it is kept safe.

Please make time to read our privacy policy and be aware that it shall be reviewed regularly, and any noteworthy changes will be communicated directly to those who use a service provided by Coached by Rhoda.

 

Privacy Policy Updates

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. 

 

​What Information Do We Ask For, Why and Where Do We Keep It?

At Coached by Rhoda we ask that on enrolment to one of our courses or classes you complete an enrolment form (PAR-Q Form), and/or contract. Within the forms we may ask for personal data such as your name, postal address, email address, phone number and details of your health and next of kin. It also asks for you to consent to the use of your personal information for the purposes herein.

To be able us to teach Pilates safely and effectively, we need to ask you information about health conditions and injuries. It is very important you give accurate and current information to us and keep us up-to-date with your state of health.
Your personal information is only ever collected for coaching and monitoring purposes and Coached by Rhoda asks for necessary information to enable us to work with you.

Your enrolment form (PAR-Q Form) or contract is stored digitally on a password protected computer, which is also stored in a secure place. Only Rhoda Cameron, owner of Coached by Rhoda, has access to the personal data held.

We do not discuss you or any details of your health with anyone outside of Coached by Rhoda.

 

Health Information

You are asked to provide some information about your health on enrolment. This information is to give us relevant information to ensure you are safe within the service we provide, avoiding any exercise or advice that may contraindicate your current condition of health. In short, we just want to make sure we can look after you and make sure you are safe whilst in our care.

 

Next of Kin

The name and phone number of your next of kin are stored in two places, the health questionnaire you return when you start work with us and within a password protected, secure database accessible to the owner of Strawberry Pilates / Coached by Rhoda. This information is only ever used in the case of an emergency. We hope to never use it, however it is important to have it accessible to the instructor in the unlikely event we do need to contact your next of kin should an emergency arise.

Website

We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile.

When you conduct a transaction on our website, as part of the process, we collect personal information you give us such as your name, address and email address. Your personal information will be used for the specific reasons stated above only.

Our company is hosted on the Gohighlevel.com platform and Wix website. Go High Level and Wix provide us with the online platform that allows us to sell our products and services to you. Your data may be stored through Gohighlevel.com’s and Wix.com’s data storage, databases and the general Gohighlevel.com and Wix.com applications.

 

How and Why Your Information Will be Used

Your contact details will be used to contact you to maintain the service we provide.

This includes email correspondence, text messages or social media messages (if applicable) to provide information or the service you have requested from us – including booking 1:1 appointments and courses, responding to enquiries and requests and special events we periodically offer.

To provide you with a valued service we may contact you to ask how you are progressing with your practise and whether there is anything we can assist you with in order to enhance the service provided and therefore the benefits you may achieve.

To provide you with other information that may be of interest to you. This may include, newsletters, video links and blog entries, events including workshops and retreats. Details of promotions, new classes, programmes and competitions.

Your name and attendance will be used to maintain a register of each class, the register is used only for confirmation of your attendance and for health and safety requirements.

To administer and process payments you make for services.

Your telephone numbers to notify you of any disruptions.

 

Disclosures of your personal data
 

We may have to share your personal data with the parties set out below:
 

  • Service providers who provide IT and system administration services.
     

  • Professional advisers including lawyers, bankers, auditors and insurers.
     

  • Government bodies that require us to report processing activities.
     

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

Rhoda Cameron has access to your personal information provided by yourself on enrolment for the purposes set out in the policy only, that being to provide you the client with the service provided by Coached by Rhoda.

Physical and technical safeguards are in place to protect all information provided by you and ensure that all information is kept purely confidential.

Data retention

 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Cookies

All visitors are asked to agree to allow any cookies when they visit our website.

A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website and other uses. We will use the persistent cookies to enable our website to recognise you when you visit.

Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites. Payment services providers may also send you cookies.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Your Legal Rights

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data.

Request correction of your personal data.

Request erasure of your personal data.

Object to processing of your personal data.

Request restriction of processing your personal data.

Request transfer of your personal data.

Right to withdraw consent.

 

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at Support@coachedbyrhoda.co.uk

  

Contact

You may contact our data controller Rhoda Cameron should you have any queries.

Phone: 07909 657526 or Email: Support@coachedbyrhoda.co.uk



 

TERMS AND CONDITIONS

Please read all these terms and conditions.

As we can accept your order and make a legally enforceable agreement without further reference to you, you must read

these terms and conditions to make sure that they contain all that you want and nothing that you are not happy with. If you

are not sure about anything, just phone us on 07909657526.

Application

1.

These Terms and Conditions will apply to the purchase of the services and goods by you (the Customer or you). We

are Rhoda Cameron trading as Coached by Rhoda of 36 Orchard Park, Beauly, Highland, IV4 7DU

with email address support@coachedbyrhoda.co.uk; telephone number 07909657526; (the Supplier or us or we).

2.

These are the terms on which we sell all Services to you. Before placing an order on the Website, you will be asked to

agree to these Terms and Conditions by clicking on the button marked 'I Accept'. If you do not click on the button, you

will not be able to complete your Order. You can only purchase the Services and Goods from the Website if you are

eligible to enter into a contract and are at least 18 years old.

Interpretation

3.

Consumer means an individual acting for purposes which are wholly or mainly outside their trade, business, craft or

profession;

4.

5.

Contract means the legally-binding agreement between you and us for the supply of the Services;

Delivery Location means the Supplier's premises or other location where the Services are to be supplied, as set out in

the Order;

6.

Durable Medium means paper or email, or any other medium that allows information to be addressed personally to

the recipient, enables the recipient to store the information in a way accessible for future reference for a period that is

long enough for the purposes of the information, and allows the unchanged reproduction of the information stored;

7.

8.

Goods means any goods that we supply to you with the Services, of the number and description as set out in the Order;

Order means the Customer's order for the Services from the Supplier as submitted following the step by step process

set out on the Website;

9.

Privacy Policy means the terms which set out how we will deal with confidential and personal information received

from you via the Website;

10. Services means the services advertised on the Website, including any Goods, of the number and description set out in

the Order;

11. Website means our website www.coachedbyrhoda.co.uk on which the Services are advertised.

Services

12. The description of the Services and any Goods is as set out in the Website, catalogues, brochures or other form of

advertisement. Any description is for illustrative purposes only and there may be small discrepancies in the size and

colour of any Goods supplied.

13. In the case of Services and any Goods made to your special requirements, it is your responsibility to ensure that any

information or specification you provide is accurate.

14. All Services which appear on the Website are subject to availability.

15. We can make changes to the Services which are necessary to comply with any applicable law or safety requirement.

We will notify you of these changes.

 

Customer responsibilities

16. You must co-operate with us in all matters relating to the Services, provide us and our authorised employees and

representatives with access to any premises under your control as required, provide us with all information required to

perform the Services and obtain any necessary licences and consents (unless otherwise agreed).

17. Failure to comply with the above is a Customer default which entitles us to suspend performance of the Services until

you remedy it or if you fail to remedy it following our request, we can terminate the Contract with immediate effect on

written notice to you.

Personal information

18. We retain and use all information strictly under the Privacy Policy.

19. We may contact you by using e-mail or other electronic communication methods and by pre-paid post and you

expressly agree to this.

Basis of Sale

20. The description of the Services and any Goods in our website does not constitute a contractual offer to sell the

Services or Goods. When an Order has been submitted on the Website, we can reject it for any reason, although we will

try to tell you the reason without delay.

21. The Order process is set out on the Website. Each step allows you to check and amend any errors before submitting

the Order. It is your responsibility to check that you have used the ordering process correctly.

22. A Contract will be formed for the Services ordered only when you receive an email from us confirming the Order (

Order Confirmation). You must ensure that the Order Confirmation is complete and accurate and inform us

immediately of any errors. We are not responsible for any inaccuracies in the Order placed by you. By placing an Order

you agree to us giving you confirmation of the Contract by means of an email with all information in it (ie the Order

Confirmation). You will receive the Order Confirmation within a reasonable time after making the Contract, but in any

event not later than the delivery of any Goods supplied under the Contract, and before performance begins of any of the

Services.

23. Any quotation or estimate of Fees (as defined below) is valid for a maximum period of 7 days from its date, unless

we expressly withdraw it at an earlier time.

24. No variation of the Contract, whether about description of the Services, Fees or otherwise, can be made after it has

been entered into unless the variation is agreed by the Customer and the Supplier in writing.

25. We intend that these Terms and Conditions apply only to a Contract entered into by you as a Consumer. If this is not

the case, you must tell us, so that we can provide you with a different contract with terms which are more appropriate

for you and which might, in some respects, be better for you, eg by giving you rights as a business.

Fees and Payment

26. The fees (Fees) for the Services, the price of any Goods (if not included in the Fees) and any additional delivery or

other charges is that set out on the Website at the date we accept the Order or such other price as we may agree in

writing. Prices for Services may be calculated on a fixed price or on a standard daily rate basis.

27. Fees and charges include VAT at the rate applicable at the time of the Order.

28. You must pay by submitting your credit or debit card details with your Order and we can take payment immediately or

otherwise before delivery of the Services.

Delivery

29. We will deliver the Services, including any Goods, to the Delivery Location by the time or within the agreed period or,

failing any agreement:

 

a. in the case of Services, within a reasonable time; and

b. in the case of Goods, without undue delay and, in any event, not more than 30 days after the day on which the

Contract is entered into.

30. In any case, regardless of events beyond our control, if we do not deliver the Services on time, you can require us to

reduce the Fees or charges by an appropriate amount (including the right to receive a refund for anything already paid

above the reduced amount). The amount of the reduction can, where appropriate, be up to the full amount of the Fees or

charges.

31. In any case, regardless of events beyond our control, if we do not deliver the Goods on time, you can (in addition to

any other remedies) treat the Contract at an end if:

a. we have refused to deliver the Goods, or if delivery on time is essential taking into account all the relevant

circumstances at the time the Contract was made, or you said to us before the Contract was made that delivery on

time was essential; or

b. after we have failed to deliver on time, you have specified a later period which is appropriate to the circumstances

and we have not delivered within that period.

32. If you treat the Contract at an end, we will (in addition to other remedies) promptly return all payments made under the

Contract.

33. If you were entitled to treat the Contract at an end, but do not do so, you are not prevented from cancelling the Order

for any Goods or rejecting Goods that have been delivered and, if you do this, we will (in addition to other remedies)

without delay return all payments made under the Contract for any such cancelled or rejected Goods. If the Goods have

been delivered, you must return them to us or allow us to collect them from you and we will pay the costs of this.

34. If any Goods form a commercial unit (a unit is a commercial unit if division of the unit would materially impair the

value of the goods or the character of the unit) you cannot cancel or reject the Order for some of those Goods without

also cancelling or rejecting the Order for the rest of them.

35. We do not generally deliver to addresses outside England and Wales, Scotland, Northern Ireland, the Isle of Man and

Channels Islands. If, however, we accept an Order for delivery outside that area, you may need to pay import duties or

other taxes, as we will not pay them.

36. You agree we may deliver the Goods in instalments if we suffer a shortage of stock or other genuine and fair reason,

subject to the above provisions and provided you are not liable for extra charges.

37. If you or your nominee fail, through no fault of ours, to take delivery of the Services at the Delivery Location, we may

charge the reasonable costs of storing and redelivering them.

38. The Goods will become your responsibility from the completion of delivery or Customer collection. You must, if

reasonably practicable, examine the Goods before accepting them.

Risk and Title

39. Risk of damage to, or loss of, any Goods will pass to you when the Goods are delivered to you.

40. You do not own the Goods until we have received payment in full. If full payment is overdue or a step occurs towards

your bankruptcy, we can choose, by notice to cancel any delivery and end any right to use the Goods still owned by

you, in which case you must return them or allow us to collect them.

Withdrawal and cancellation

41. You can withdraw the Order by telling us before the Contract is made, if you simply wish to change your mind and

without giving us a reason, and without incurring any liability.

42. This is a distance contract (as defined below) which has the cancellation rights (Cancellation Rights) set out below.

These Cancellation Rights, however, do not apply, to a contract for the following goods and services (with no others) in

the following circumstances:

a. goods that are made to your specifications or are clearly personalised;

b. goods which are liable to deteriorate or expire rapidly.

 

Right to cancel

43. Subject as stated in these Terms and Conditions, you can cancel this contract within 14 days without giving any reason.

44. The cancellation period will expire after 14 days from the day on which you acquire, or a third party, other than the

carrier, indicated by you, acquires physical possession of the last of the Goods. In a contract for the supply of services

only (without goods), the cancellation period will expire 14 days from the day the Contract was entered into. In a

contract for the supply of goods over time (ie subscriptions), the right to cancel will be 14 days after the first delivery.

45. To exercise the right to cancel, you must inform us of your decision to cancel this Contract by a clear statement setting

out your decision (eg a letter sent by post or email). You can use the attached model cancellation form, but it is not

obligatory. In any event, you must be able to show clear evidence of when the cancellation was made, so you may

decide to use the model cancellation form.

46. You can also electronically fill in and submit the model cancellation form or any other clear statement of the

Customer's decision to cancel the Contract on our website www.coachedbyrhoda.co.uk . If you use this option, we will

communicate to you an acknowledgement of receipt of such a cancellation in a Durable Medium (eg by email) without

delay.

47. To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the

right to cancel before the cancellation period has expired.

Commencement of Services in the cancellation period

48. We must not begin the supply of a service (being part of the Services) before the end of the cancellation period unless

you have made an express request for the service.

Effects of cancellation in the cancellation period

49. Except as set out below, if you cancel this Contract, we will reimburse to you all payments received from you,

including the costs of delivery (except for the supplementary costs arising if you chose a type of delivery other than the

least expensive type of standard delivery offered by us).

Payment for Services commenced during the cancellation period

50. Where a service is supplied (being part of the Service) before the end of the cancellation period in response to your

express request to do so, you must pay an amount for the supply of the service for the period for which it is supplied,

ending with the time when we are informed of your decision to cancel the Contract. This amount is in proportion to

what has been supplied in comparison with the full coverage of the Contract. This amount is to be calculated on the

basis of the total price agreed in the Contract or, if the total price were to be excessive, on the basis of the market value

of the service that has been supplied, calculated by comparing prices for equivalent services supplied by other traders.

You will bear no cost for supply of that service, in full or in part, in this cancellation period if that service is not

supplied in response to such a request.

Deduction for Goods supplied

51. We may make a deduction from the reimbursement for loss in value of any Goods supplied, if the loss is the result of

unnecessary handling by you (ie handling the Goods beyond what is necessary to establish the nature, characteristics

and functioning of the Goods: eg it goes beyond the sort of handling that might be reasonably allowed in a shop). This

is because you are liable for that loss and, if that deduction is not made, you must pay us the amount of that loss.

Timing of reimbursement

52. If we have not offered to collect the Goods, we will make the reimbursement without undue delay, and not later than:

a. 14 days after the day we receive back from you any Goods supplied, or

b. (if earlier) 14 days after the day you provide evidence that you have sent back the Goods.

53. If we have offered to collect the Goods or if no Goods were supplied or to be supplied (ie it is a contract for the supply

of services only), we will make the reimbursement without undue delay, and not later than 14 days after the day on

which we are informed about your decision to cancel this Contract.

 

 

54. We will make the reimbursement using the same means of payment as you used for the initial transaction, unless you

have expressly agreed otherwise; in any event, you will not incur any fees as a result of the reimbursement.

Returning Goods

55. If you have received Goods in connection with the Contract which you have cancelled, you must send back the Goods

or hand them over to us at 36 Orchard Park, Beauly, Highland, IV4 7DU without delay and in any

event not later than 14 days from the day on which you communicate to us your cancellation of this Contract. The

deadline is met if you send back the Goods before the period of 14 days has expired. You agree that you will have to

bear the cost of returning the Goods.

56. For the purposes of these Cancellation Rights, these words have the following meanings:

a. distance contract means a contract concluded between a trader and a consumer under an organised distance sales

or service-provision scheme without the simultaneous physical presence of the trader and the consumer, with the

exclusive use of one or more means of distance communication up to and including the time at which the contract

is concluded;

b. sales contract means a contract under which a trader transfers or agrees to transfer the ownership of goods to a

consumer and the consumer pays or agrees to pay the price, including any contract that has both goods and

services as its object.

Conformity

57. We have a legal duty to supply the Goods in conformity with the Contract, and will not have conformed if it does not

meet the following obligation.

58. Upon delivery, the Goods will:

a. be of satisfactory quality;

b. be reasonably fit for any particular purpose for which you buy the Goods which, before the Contract is made, you

made known to us (unless you do not actually rely, or it is unreasonable for you to rely, on our skill and judgment)

and be fit for any purpose held out by us or set out in the Contract; and

c. conform to their description.

59. It is not a failure to conform if the failure has its origin in your materials.

60. We will supply the Services with reasonable skill and care.

61. In relation to the Services, anything we say or write to you, or anything someone else says or writes to you on our

behalf, about us or about the Services, is a term of the Contract (which we must comply with) if you take it into account

when deciding to enter this Contract, or when making any decision about the Services after entering into this Contract.

Anything you take into account is subject to anything that qualified it and was said or written to you by us or on behalf

of us on the same occasion, and any change to it that has been expressly agreed between us (before entering this

Contract or later).

Duration, termination and suspension

62. The Contract continues as long as it takes us to perform the Services.

63. Either you or we may terminate the Contract or suspend the Services at any time by a written notice of termination or

suspension to the other if that other:

a. commits a serious breach, or series of breaches resulting in a serious breach, of the Contract and the breach either

cannot be fixed or is not fixed within 30 days of the written notice; or

b. is subject to any step towards its bankruptcy or liquidation.

64. On termination of the Contract for any reason, any of our respective remaining rights and liabilities will not be

affected.

 

Successors and our sub-contractors

65. Either party can transfer the benefit of this Contract to someone else, and will remain liable to the other for its

obligations under the Contract. The Supplier will be liable for the acts of any sub-contractors who it chooses to help

perform its duties.

Circumstances beyond the control of either party

66. In the event of any failure by a party because of something beyond its reasonable control:

a. the party will advise the other party as soon as reasonably practicable; and

b. the party's obligations will be suspended so far as is reasonable, provided that that party will act reasonably, and

the party will not be liable for any failure which it could not reasonably avoid, but this will not affect the

Customer's above rights relating to delivery (and the right to cancel below).

Privacy

67. Your privacy is critical to us. We respect your privacy and comply with the General Data Protection Regulation with

regard to your personal information.

68. These Terms and Conditions should be read alongside, and are in addition to our policies, including our privacy policy

() and cookies policy ().

69. For the purposes of these Terms and Conditions:

a. 'Data Protection Laws' means any applicable law relating to the processing of Personal Data, including, but not

limited to the GDPR.

b. 'GDPR' means the UK General Data Protection Regulation.

c. 'Data Controller', 'Personal Data' and 'Processing' shall have the same meaning as in the GDPR.

70. We are a Data Controller of the Personal Data we Process in providing the Services and Goods to you.

71. Where you supply Personal Data to us so we can provide Services and Goods to you, and we Process that Personal

Data in the course of providing the Services and Goods to you, we will comply with our obligations imposed by the

Data Protection Laws:

a. before or at the time of collecting Personal Data, we will identify the purposes for which information is being

collected;

b. we will only Process Personal Data for the purposes identified;

c. we will respect your rights in relation to your Personal Data; and

d. we will implement technical and organisational measures to ensure your Personal Data is secure.

72. For any enquiries or complaints regarding data privacy, you can e-mail: rhodamcameron1@gmail.com.

Excluding liability

73. The Supplier does not exclude liability for: (i) any fraudulent act or omission; or (ii) death or personal injury caused by

negligence or breach of the Supplier's other legal obligations. Subject to this, we are not liable for (i) loss which was

not reasonably foreseeable to both parties at the time when the Contract was made, or (ii) loss (eg loss of profit) to your

business, trade, craft or profession which would not be suffered by a Consumer - because we believe you are not

buying the Services and Goods wholly or mainly for your business, trade, craft or profession.

Governing law, jurisdiction and complaints

74. The Contract (including any non-contractual matters) is governed by the law of Scotland.

 

 

75. Disputes can be submitted to the jurisdiction of the courts of Scotland or, where the Customer lives in England and

Wales or Northern Ireland, in the courts of respectively England and Wales or Northern Ireland.

76. We try to avoid any dispute, so we deal with complaints as follows: If a dispute occurs customers should contact us to

find a solution. We will aim to respond with an appropriate solution within 5 days..

Attribution

77. These terms and conditions were created using a document from Rocket Lawyer (https://www.rocketlawyer.com/gb

/en).

Model cancellation Form

To

Rhoda Cameron trading as Coached by Rhoda

36 Orchard Park, Beauly, Beauly

Beauly

Highland

IV4 7DU

Email address: support@coachedbyrhoda.co.uk

Telephone number: 07909657526

I/We[*] hereby give notice that I/We [*] cancel my/our [*] contract of sale of the following goods [*] [for the supply of the

following service [*], Ordered on [*]/received on [*]______________________(date received)

Name of consumer(s):

Address of consumer(s):

Signature of consumer(s) (only if this form is notified on paper)

Date

[*] Delete as appropriate.

Privacy
Terms
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