Privacy notice
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Last updated: [date]
This notice explains what happens to the personal details you give us when you apply for coaching through this website, and what your rights are. We keep it short and plain on purpose.
Who we are
The website and your application are run by [James's full legal name, and whether trading as a sole trader or a company], trading as Furyan Fitness. We are the "controller" of your personal data, which means we decide how and why it is used.
You can contact us about anything in this notice at [privacy contact email]. [Our ICO registration number is ZXXXXXXX. / We are exempt from registering with the ICO because ...]
What we collect
When you complete the application form we collect:
- your full name, email address and Instagram handle;
- your answers about your number one goal, what has stopped you reaching it, whether you have had an online coach or PT before, and when you want to start;
- where you came from, for example a tracking tag on a link in our Instagram bio (such as "instagram" or "bio-link"), and the website you arrived from. We keep only the name of that website, not the full address or your browsing history.
We do not ask for health or medical details. Please do not include them in your answers. If you choose to share any, we will treat them with extra care and only use them to reply to you.
Our hosting provider also automatically records technical information when anyone visits the site, such as your IP address, browser type and the pages requested. This is used to deliver the site securely.
Why we use it, and our legal basis
- To read your application and reply to you, normally within 24 hours. Our legal basis is that you have asked us to take steps towards working together, and our legitimate interest in running our coaching business and responding to enquiries.
- To understand which of our posts and links bring in applications. Our legal basis is our legitimate interest in improving our marketing. This uses only the source tag and website name described above.
- To count visits to the website, using the cookieless visit counter named below. Our legal basis is our legitimate interest in understanding how the site is used.
- To keep the website secure and working. Our legal basis is our legitimate interest in protecting the site.
- To meet legal obligations, such as keeping records for tax if you become a client.
We will not add you to a newsletter or send you marketing because you applied. If we ever want to do that, we will ask you separately first. We do not make decisions about you by automated means.
Who we share it with
We do not sell your data. We use a small number of providers who handle it on our behalf, under written terms:
- Google (Google Sheets, Apps Script and Gmail). Your application is stored in a private Google Sheet that only we and our website developer can access, and we receive an email notification for each application. Our website developer looks after the sheet on our behalf and may only use it to run and support this website.
- Netlify, which hosts this website and keeps the technical visit logs mentioned above.
- Cloudflare (Cloudflare Web Analytics), which counts visits to this page so we can see how many people come and from where. It does not use cookies, does not follow you across other websites and does not identify you personally.
If you become a client, further providers (for example for payments, coaching apps and messaging) will be covered in the agreement we make with you. We may also share information if the law requires it.
Transfers outside the UK
Google, Netlify and Cloudflare may process data in the United States or other countries. Where they do, they rely on approved safeguards such as the UK-US data bridge or the UK International Data Transfer Addendum, so your data is protected to a UK standard.
How long we keep it
- Applications that do not lead to coaching: deleted after [12 months], or sooner if you ask.
- If you become a client: kept for the time you are coaching with us, then for [6 years] to meet tax and accounting rules, or as set out in your client agreement.
- Technical hosting logs: kept by the host for a short period, normally no more than [30 days].
Cookies
This website does not use advertising or tracking cookies, so there is no cookie banner. Our visit counter (Cloudflare Web Analytics) works without cookies.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of the data we hold about you;
- correct anything that is wrong;
- delete your data;
- restrict or stop how we use it, including objecting to uses based on our legitimate interests;
- give you your data in a portable format.
To use any of these, email [privacy contact email]. We will reply within one month. Giving us your details is optional, but we cannot reply to your application without them.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Who this website is for
[Coaching and this website are for people aged 18 and over. James to confirm.]
Changes to this notice
If we change how we use your data we will update this page and the date at the top.