REBOOT FITNESS COACHING

Privacy Policy

Effective Date: 15 January 2025

This privacy policy explains how Reboot Fitness Coaching collects, uses, stores and protects your personal information. It applies to everything we do online and through coaching services.

If you have any questions, contact us at [email protected].

Quick Summary

Here is the simple version. Details follow later in the policy.

• We collect information you give us, such as contact details, PAR Q forms, session notes, photos and videos used for coaching.
• We also collect information automatically from your device when you visit our website.
• We use your information to provide coaching, communicate with you, run our business, and meet legal obligations.
• We use third party platforms such as Superset, Stripe, Pulse and Google to deliver our services.
• We do not sell your data.
• You have rights under UK GDPR and EU GDPR, including accessing, correcting or requesting the deletion of your information.
• If you ever want to use these rights, email: [email protected].

1. WHO WE ARE

Reboot Fitness Coaching is run by Alvin Nurse, operating as a sole trader in the United Kingdom.

For data protection purposes, Alvin Nurse is the Data Controller for all personal information we process.

2. WHAT INFORMATION WE COLLECT

We collect information in two main ways.

A. INFORMATION YOU PROVIDE DIRECTLY

This includes:

• Name
• Email address
• Phone number
• Payment and billing information
• PAR Q and Informed Consent forms
• Notes or messages you send us
• Health, injury and lifestyle information you choose to share
• Photos and videos you upload for coaching
• Coaching progress data (check ins, assessments, training logs)

Payment information is processed by our secure payment partners. We do not store full card details ourselves.

B. INFORMATION AUTOMATICALLY COLLECTED

When you use our website, we collect:

• IP address
• Browser type
• Device information
• Location (based on IP)
• Pages visited and links clicked
• Cookies and tracking data for analytics and advertising

This helps us maintain the website, improve services and run ads effectively.

3. HOW WE USE YOUR INFORMATION

We use your data to:

• Provide coaching and support
• Keep your training records up to date
• Deliver online programs
• Process payments
• Respond to messages and questions
• Send service updates or important account information
• Improve our website and services
• Run analytics and advertising
• Meet legal, tax or accounting requirements
• Keep coaching safe and appropriate for your needs

We only use your information when we have a valid legal basis to do so.

4. LEGAL BASIS FOR PROCESSING (UK and EU GDPR)

Depending on the situation, we rely on:

Consent

For things like receiving marketing emails or using photos in coaching progress.

Performance of a Contract

When we need your information to deliver coaching services you have purchased.

Legitimate Interests

For running and improving the business, advertising responsibly, and maintaining secure systems.

Legal Obligations

Where we must keep records for tax or regulatory reasons.

5. SHARING YOUR INFORMATION

We only share your information with trusted third parties that help us run the business. These include:

• Superset (training delivery platform)
• Pulse (coaching delivery and CRM system)
• Stripe and GoCardless (payment processors)
• Google (email, analytics, storage)
• Website hosting and security providers

Each provider has its own privacy standards and processes your data only on our instructions.

We do not sell your data.

6. INTERNATIONAL TRANSFERS

Some of our service providers store data outside the UK or EU.

In these cases, we use approved safeguards such as Standard Contractual Clauses to keep your data protected.

7. HOW LONG WE KEEP YOUR INFORMATION

We keep your information only for as long as necessary to:

• Deliver coaching
• Maintain accurate records
• Meet legal obligations

Coaching records and PAR Q forms are normally kept for up to six years for insurance and legal reasons.

When data is no longer needed, we delete it or anonymise it.

8. HOW WE PROTECT YOUR INFORMATION

We use reasonable technical and organisational measures such as:

• Secure passwords and authentication
• Encrypted platforms
• Restricted access to client information
• Secure payment processing
• Regular system updates

No system can ever be completely secure, but we follow best practices to reduce risk.

9. INFORATION ABOUT CHILDREN

We do not knowingly collect data from anyone under 18.

If you believe we hold information about a minor, email us so we can remove it.

10. YOUR RIGHTS UNDER UK GDPR AND EU GDPR

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to certain uses
• Request data portability
• Withdraw consent (where relevant)

To use any of these rights, email [email protected].

If you are unhappy with how your data is handled, you can contact:

• The Information Commissioner’s Office (ICO) in the UK
• Your local EU data protection authority (if you live in the EU)

11. COOKIES AND TRACKING

We use cookies and analytics tools to:

• Improve the website
• Understand visitor behaviour
• Deliver relevant advertising

You can manage or disable cookies in your browser settings.

For details, see our Cookie Policy on the website.

12. UPDATES TO THIS POLICY

We may update this privacy policy from time to time.

The updated version will always include a new effective date.

13. CONTACT INFORMATION

If you have questions about this policy or want to make a data request:

Reboot Fitness Coaching
Unit 4300
PO Box 92
Cardiff
CF11 1NB
United Kingdom

Email: [email protected]

Phone: +447414112161