​Our Commitment to Your Privacy

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At V Health & Fitness Ltd, we believe trust is an important part of coaching.

 

Whether you’ve contacted us through our website, booked a class, joined us for Personal Training or Pilates, or signed up for online coaching, you should feel confident that your personal information is treated with care, respect and confidentiality.

 

To provide safe and effective coaching, we need to collect some personal information about you. We only collect the information we genuinely need, we keep it secure, and we never sell your personal information.

 

This Privacy Policy explains what information we collect, why we collect it, how we use it, who we may share it with and the rights you have under UK data protection law.

 

V Health & Fitness Ltd is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

 

ICO Registration Number: ZA922423

 

Who We Are

 

V Health & Fitness Ltd provides:

 

• Personal Training

• Mat Pilates

• Small Group Training

• Online Coaching​

 

Our aim is to help people improve their health, build strength and develop sustainable habits that support long-term wellbeing.

 

We work with clients both in person and online and use a small number of trusted systems to help us manage bookings, coaching programmes and communication.

 

If you have any questions about this Privacy Policy or how your information is handled, please contact us:

 

Email: mail@vhealthandfitness.co.uk

 

 

What Information We Collect

 

The information we collect depends on how you interact with us.

 

If you contact us

 

We may collect:

 

• Your name

• Email address

• Telephone number

• Details of your enquiry

• Any information you choose to provide

 

If you become a client

 

To coach you safely and appropriately, we may collect:

 

• Date of birth

• Emergency contact details

• Medical history

• Current injuries or health conditions

• Medication relevant to exercise

• Exercise history

• Lifestyle information

• Health questionnaires (including PAR-Q)

• GP or healthcare professional recommendations where appropriate

 

Because this information relates to your health, it is classed as special category personal data under UK GDPR. We only collect it where it is necessary to provide safe, appropriate and effective coaching.

 

During your coaching

 

Depending on the services you receive, we may also record:

 

• Your health and fitness goals

• Exercise programmes

• Session notes

• Progress reviews

• Strength and fitness assessments

• Body measurements (if you choose to have them taken)

• Nutrition and lifestyle information where this forms part of your coaching

• Progress photographs, but only with your permission

 

We only collect information that is relevant to the services we provide and will never ask for information that we do not need.

 

Why We Collect Your Information

 

Your information helps us provide the best possible coaching experience.

 

We use it to:

 

• Deliver safe and effective coaching.

• Design programmes appropriate to your goals, experience and current health.

• Monitor your progress.

• Manage bookings and appointments.

• Communicate with you about your coaching.

• Respond to enquiries.

• Process payments.

• Send newsletters and updates where you have chosen to receive them.

• Improve our services and website.

• Meet our legal and professional responsibilities.

 

Our Legal Basis for Processing Your Information

 

UK data protection law requires us to have a lawful reason for processing personal information.

 

Depending on the circumstances, we rely on:

 

• Your consent.

• The performance of a contract when you purchase our services.

• Our legitimate interests in running and improving our business.

• Compliance with legal obligations.

 

Where we process health information, we do so because it is necessary to provide coaching safely and appropriately and, where required, with your explicit consent.

 

The Systems We Use

 

To help us run V Health & Fitness Ltd efficiently and securely, we use a small number of trusted service providers.

 

These include:

 

Wix

 

• Website hosting

• Online bookings

• Contact forms

• Health questionnaires and PAR-Q forms

• Email newsletters

• Online payments

 

Everfit

 

• Online coaching

• Exercise programmes

• Workout tracking

• Coaching communication

• Progress monitoring

 

Clients may also choose to pay by bank transfer.

 

These providers only process information necessary to deliver their services and are responsible for maintaining appropriate security measures.​

 

Marketing

 

If you have subscribed to our mailing list, we may occasionally send:

 

• Newsletters

• Health and fitness advice

• Class updates

• Coaching information

• Events and workshops

• Information about new services

 

You can unsubscribe at any time using the link included in our emails or by contacting us directly.

 

We will never send marketing emails without your permission.

 

Respecting Your Privacy

 

As a health and fitness business, we understand that some of the information you share with us is personal.

 

Whether it’s your health history, your goals or simply your contact details, we treat your information with care, professionalism and confidentiality.

 

We only collect information that helps us provide our services safely and effectively, and we’re always happy to answer any questions about how your information is used.

 

We will never sell your personal information.

 

Keeping Your Information Safe

 

We take the security of your information seriously.

 

We use secure systems and take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse or disclosure.

 

Although no online system can ever be completely secure, we only work with reputable providers that take data security seriously.

 

How Long We Keep Your Information

 

We only keep your information for as long as necessary.

 

Generally:

 

• Client records, including health questionnaires and coaching records, may be retained for up to seven years after your final coaching session where appropriate.

• Email marketing information is kept until you unsubscribe.

• General enquiries that do not become clients are deleted after a reasonable period.

 

When information is no longer required, it is securely deleted.

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Cookies

 

Our website uses cookies to help provide a better experience.

 

Cookies allow us to:

 

• Keep the website functioning correctly.

• Understand how visitors use our website.

• Improve website performance.

• Remember certain preferences.

 

You can manage or disable cookies through your browser settings at any time.

 

Your Rights

 

Under UK GDPR, you have the right to:

 

• Request access to the personal information we hold about you.

• Ask us to correct inaccurate information.

• Request deletion of your information where appropriate.

• Restrict or object to certain types of processing.

• Withdraw your consent where consent has been relied upon.

• Request a copy of your information in a portable format where applicable.

 

If you would like to exercise any of these rights, simply contact us and we will be happy to help.

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Links to Other Websites

 

Our website may contain links to other websites.

 

Once you leave our website, we are not responsible for how those websites collect, store or use your personal information. We recommend reading their own privacy policies.

 

Changes to This Privacy Policy

 

We may update this Privacy Policy from time to time to reflect changes in legislation, our services or the systems we use.

 

The most up-to-date version will always be available on our website.

 

Contact Us

 

If you have any questions about this Privacy Policy or how your information is handled, please contact:

 

V Health & Fitness Ltd

 

Email: mail@vhealthandfitness.co.uk

 

ICO Registration Number: ZA922423

 

If you are unhappy with the way your personal information has been handled, you have the right to make a complaint to the Information Commissioner’s Office (ICO).