Privacy Policy Information

PRIVACY POLICY & DATA PROTECTION CLAUSE

[Gareth Cox/Virtuosity Fitness] ("we", "our") is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, we act as the Data Controller for your personal and health information.

1. What Information We Collect

To provide safe and effective fitness training, we collect and process the following information:

• Personal Data: Your name, address, date of birth, phone number, and emergency contact details.
• Special Category Data: Your medical history, injuries, and physical health conditions (collected via the PAR-Q form).
• Workout times and workout related information : To measure progress over time.

2. Legal Basis for Processing

• We process your personal data to fulfil our contractual agreement with you (delivering training sessions).
• We process your health data based on your explicit consent, which you provide by signing your onboarding forms.

3. How We Use and Store Your Data

• Usage: Your data is used exclusively to design safe workout programs, contact you regarding bookings, and manage emergencies.
• Security: Digital records are stored on password-protected, encrypted devices or secure cloud storage. Physical paper forms are kept in a locked filing cabinet.
• Third Parties: We will never sell, rent, or share your data with third parties for marketing purposes. Your information is only shared with emergency services if a medical crisis occurs during a session.

4. Data Retention

We retain your personal and medical records for a period of 7 years after our final training session. This timeframe is strictly required to comply with our professional indemnity insurance policy and legal liability limits. After this period, your data will be securely shredded or permanently deleted.

5. Your Rights

Under GDPR, you hold the following rights regarding your data:

• The right to access a copy of the personal data we hold about you.
• The right to request that we correct any inaccurate or incomplete information.
• The right to withdraw your consent to process your health data at any time (please note this will result in the immediate termination of our training sessions for safety reasons).