RightFit Coaching Privacy Policy

Last Updated: 23/09/2024

At RightFit Coaching, we take your privacy seriously. This Privacy Policy outlines how we collect, use, and protect your personal information when you use our services or visit our website.

1. Information We Collect

We collect the following types of information to provide you with the best possible service:

  • Personal Information: Name, email address, phone number, billing information, and payment details.

  • Health and Fitness Data: Information provided voluntarily about your health, fitness goals, medical history, and dietary preferences. This includes any information submitted via our app or website for the purpose of personalized coaching.

  • Technical Data: Your IP address, browser type, device information, and usage data are collected via cookies or other tracking technologies when you visit our website.

  • Communication Data: Information shared during communications with us, including emails, messages, or feedback.

2. How We Use Your Information

We use the data we collect for the following purposes:

  • Personalization: To create tailored fitness and nutrition plans based on your personal and health data.

  • Communication: To send you updates about your training plan, progress check-ins, or general service announcements.

  • Billing and Transactions: To process payments and manage your subscriptions securely.

  • Improvement of Services: To analyze user data to improve our programs and website experience.

  • Marketing: With your consent, we may send promotional content or newsletters. You can opt-out at any time.

  • Legal Compliance: To comply with legal obligations, such as tax reporting and regulatory requirements.

3. Sharing Your Information

We do not sell or rent your personal data. However, we may share your information in the following situations:

  • Third-Party Service Providers: For payment processing (e.g., Stripe), coaching platforms (e.g., Trainerize), and email marketing (e.g., Mailchimp, Apollo). These providers only have access to data necessary to perform their services.

  • Legal Obligations: When required by law, regulation, or legal process (e.g., court order), we may disclose personal information.

  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal information may be transferred.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Improve User Experience: Cookies help us remember your preferences and improve the website’s functionality.

  • Analytics: We use third-party analytics services (e.g., Google Analytics) to understand website traffic and behaviour patterns.

You can control the use of cookies through your browser settings. However, disabling cookies may affect the functionality of our website.

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, including legal, accounting, and business obligations.

  • Client Data: Retained during the course of your active subscription and for 6 years thereafter for record-keeping purposes, in line with legal obligations such as accounting, tax, and contractual records.

  • Health Information: Retained for as long as necessary to provide ongoing coaching services or as required by applicable laws, such as health regulations and safety standards. If coaching is discontinued, we will retain this information for a maximum of 6 years unless you request deletion or unless it is needed for legal purposes.

  • Financial Data: Payment and financial records will be retained for 6 years following the termination of your subscription, as required by HMRC and other applicable tax laws.

  • Marketing Data: If you have consented to receive marketing communications, we will retain your contact details until you unsubscribe or withdraw consent. Once consent is withdrawn, your data will be securely deleted or anonymized.

Once the retention period has ended, your personal data will either be deleted or anonymized to ensure it can no longer identify you.

6. Security of Your Information

We implement appropriate technical and organizational measures to secure your personal data, including encryption, access controls, and secure servers. However, no method of transmission or storage is entirely secure, and we cannot guarantee absolute security.

7. Your Rights Under GDPR (Applicable for UK/EU Clients)

As a data subject under GDPR, you have the following rights:

  • Access: You can request a copy of the personal data we hold about you.

  • Rectification: You can request that we correct any inaccuracies in your personal data.

  • Erasure: You can request that we delete your data, subject to legal or contractual obligations.

  • Data Portability: You can request that we transfer your data to another provider.

  • Right to Object: You can object to certain data processing activities, such as direct marketing.

To exercise these rights, please contact us at robert@rightfitcoaching.co.uk.

8. International Data Transfers

If you are located outside the UK, your personal data may be transferred to and processed in other countries where our service providers operate. We ensure appropriate safeguards are in place to protect your data when transferring internationally.

9. Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children without verifiable parental consent.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with the revised date.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at:
Email: Robert@rightfitcoaching.co.uk