BE Fit Coach Privacy Notice

Last updated: 01-May-2026

BE Fit Coach is committed to protecting your privacy and handling your personal data responsibly.

This Privacy Notice explains how BE Fit Coach collects, uses, stores, shares and protects personal data relating to clients, prospective clients, website users, parents/guardians, emergency contacts, and others who interact with the business. It also explains your rights.

1. Who we are

Trading name: BE Fit Coach
Contact email: [email protected]
Contact phone: 03301335123
Business address: BE Fit Coach, Unit 93979, PO Box 92, Cardiff, CF11 1NB

For the purposes of UK data protection law, BE Fit Coach is the data controller for the personal data covered by this Privacy Notice.

2. Who this notice applies to

This Privacy Notice applies to personal data relating to:

  • website visitors and people who contact BE Fit Coach
  • prospective clients
  • current and former clients
  • participants in group sessions, coaching and programs
  • parents/guardians completing forms or communicating on behalf of a child/minor
  • children/minors taking part in coaching
  • emergency contacts
  • people who join the BE Fit Coach email list or marketing list
  • people whose images or videos may be used with consent

This notice is intended to cover BE Fit Coach services generally, including group running, Zero to 45, personalised coaching, Total Runner, 7 Core Pillars™ - Health Rebuild, online coaching, consultations, lead magnets, waitlists, workshops, retreats, and related services.

3. The personal data we collect

Depending on how you interact with BE Fit Coach, we may collect and use the following personal data:

  • name
  • date of birth
  • home address
  • email address
  • phone number
  • parent/guardian contact details
  • emergency contact details
  • booking and attendance records
  • payment and transaction records
  • enquiry details and correspondence
  • account records and service history
  • coaching notes
  • training and performance information
  • pace, race result and training progression information
  • body measurements, weight and progress photos where relevant
  • nutrition information where relevant
  • consultation notes
  • marketing preferences
  • photo and video preferences
  • website, analytics and device-related information collected through cookies or similar technologies where used

4. Health information and other sensitive data

Some of the information BE Fit Coach collects is health information, which is classed as special category data under UK GDPR and is subject to additional protection. This may include:

  • PAR-Q responses
  • injury history
  • current injuries or symptoms
  • relevant medical conditions disclosed by you
  • medication details disclosed by you where relevant to exercise safety
  • pregnancy-related information where relevant
  • clinician advice, exercise limitations or restrictions disclosed by you
  • health or safety-related coaching notes
  • wellbeing or mindset notes where relevant to the service being provided
  • exercise readiness information
  • information relevant to responding to an emergency

BE Fit Coach collects and uses health information only where reasonably necessary for purposes such as exercise readiness screening, safe coaching, program adjustment, record keeping, and emergency response. Where reasonably necessary for those purposes, relevant health and safety information may be made accessible to approved coaches, run leaders, assistants or volunteers involved in delivering sessions on behalf of BE Fit Coach, subject to confidentiality and access controls.

5. Children’s data and parent/guardian data

BE Fit Coach may coach children/minors and may collect personal data about them and about their parent/guardian.

Where a child/minor takes part in coaching, BE Fit Coach may process:

  • the child/minor’s identity and participation information
  • health and safety information relevant to coaching
  • emergency contact information
  • parent/guardian identity and contact details
  • declarations, permissions and consent choices given by a parent/guardian

BE Fit Coach does not normally communicate directly with the child/minor. Communication is generally handled through a responsible adult.

6. Emergency contact information

BE Fit Coach collects emergency contact details to help protect the safety and welfare of participants.

Emergency contact details may be used:

  • in an emergency
  • where a participant becomes unwell, injured or unresponsive
  • where reasonably necessary in connection with a serious welfare or safeguarding concern

Where appropriate and proportionate, relevant personal or health information may also be shared with emergency services, healthcare professionals, insurers, legal advisers, governing bodies, or parent/guardian contacts in connection with an urgent situation, emergency, or safeguarding issue.

7. How we collect personal data

BE Fit Coach collects personal data in a number of ways, including:

  • directly from you when you contact us
  • through website forms, landing pages and lead magnet forms
  • through Google Forms and other onboarding or consent forms
  • through Kajabi, Everfit, Calendly, Zoom and similar service platforms
  • through payment and booking systems
  • during coaching sessions, consultations and communications
  • from a parent/guardian where they complete information on behalf of a child/minor
  • from emergency contacts where needed
  • from training and app data you choose to share
  • from cookies, consent tools, analytics tools, and website technologies where used

8. How we use personal data

BE Fit Coach may use personal data for the following purposes:

  • responding to enquiries
  • arranging consultations, bookings and appointments
  • delivering coaching and related services
  • enabling approved coaches, run leaders, assistants or volunteers involved in session delivery to access relevant participant information where reasonably necessary for safety, welfare, safeguarding and service delivery
  • onboarding clients and participants
  • assessing readiness to exercise
  • tailoring coaching, training and support
  • maintaining session, attendance and coaching records
  • administering programs and memberships
  • taking payment and managing accounts
  • communicating about services, bookings and admin matters
  • sending marketing emails where you have opted in
  • maintaining legal, insurance and safeguarding records
  • recording incidents, accidents and welfare concerns where necessary
  • using photos and videos where appropriate and where relevant permission or consent has been given
  • improving services, website performance and client experience
  • protecting the rights, safety and legitimate interests of clients, participants and the business

9. Our lawful bases for personal data

BE Fit Coach relies on one or more lawful bases under Article 6 UK GDPR depending on the type of data and the purpose.

Contract

We use personal data where necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes:

  • handling enquiries about paid services
  • setting up and delivering coaching
  • managing bookings and appointments
  • administering paid memberships and programs
  • taking payment and managing service records

Legitimate interests

We may process personal data where necessary for the legitimate interests of BE Fit Coach or a third party, provided those interests are not overridden by your rights and interests. This may include:

  • business administration
  • record keeping
  • fraud prevention
  • service improvement
  • website analytics
  • maintaining incident and safeguarding records
  • protecting the safety of participants and the business
  • limited direct communications about related services where lawful

Consent

We rely on consent where appropriate, including for:

  • marketing emails and similar promotional communications where required
  • optional promotional use of identifiable photos or videos
  • optional WhatsApp or community sharing where relevant
  • certain cookies or tracking tools where consent is required

10. Our condition for health data

Where BE Fit Coach processes health information, the Article 9 condition relied on is generally:

Explicit consent - for one or more specified purposes, including exercise readiness screening, safe coaching, program adjustment, record keeping, and emergency response.

Where health information is essential to safe coaching and a person withdraws that consent, BE Fit Coach may be unable to continue to provide coaching safely or at all.

11. Marketing communications

BE Fit Coach may send newsletters, updates, launch emails, offer emails and related marketing communications where you have chosen to receive them or where otherwise permitted by law.

People currently join marketing communications through website forms, landing pages, lead magnet forms, waitlists and checkout sign-up routes that use explicit consent and double opt-in processes.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting BE Fit Coach directly.

12. Photos and videos

BE Fit Coach may take photographs or videos during sessions, events, coaching activities or assessments.

These may be used for different purposes, including:

  • internal coaching review or technique analysis
  • client progress tracking
  • community sharing such as WhatsApp groups
  • promotional use on Facebook, Instagram, the BE Fit Coach website, printed materials, and paid advertising

Where identifiable photos or videos are used for promotional or marketing purposes, BE Fit Coach will seek a clear and specific consent choice.

Where children/minors are involved, BE Fit Coach will seek consent from a parent/guardian where appropriate.

You can withdraw consent for future promotional use at any time, although this will not affect use that took place before consent was withdrawn.

13. Who we share personal data with

BE Fit Coach may share personal data where reasonably necessary with:

  • approved coaches, run leaders, assistants or volunteers involved in delivering BE Fit Coach sessions, where access to relevant personal data is reasonably necessary for participant safety, welfare, safeguarding, administration or session delivery
  • service providers and processors that help operate the business
  • Kajabi
  • Google Forms, Google Workspace, Google Drive, Gmail and AppSheet
  • Everfit
  • Calendly
  • Zoom
  • Stripe
  • PayPal where used
  • accountants, bookkeepers, legal advisers and insurers where necessary
  • emergency services, healthcare professionals or relevant authorities where necessary
  • governing bodies or safeguarding bodies where reasonably required
  • website, analytics, consent-management, and advertising providers such as Cookiebot, Google Analytics, and Meta tools where applicable

BE Fit Coach does not sell personal data.

14. International transfers

Some of the service providers used by BE Fit Coach may store or process personal data outside the UK.

Where personal data is transferred internationally, BE Fit Coach will take reasonable steps to ensure appropriate safeguards are in place so that the data continues to receive an appropriate level of protection in accordance with UK data protection law.

15. Cookies, analytics and advertising technologies

The BE Fit Coach website uses cookies and similar technologies. These may be used for website functionality, security, session management, payment-related processes, preferences, analytics, and advertising measurement.

On the main site pages, BE Fit Coach uses Cookiebot to manage consent for non-essential cookies and similar technologies that we control directly, including:

  • Google Analytics
  • Meta Pixel

These tools are intended to operate only where the relevant consent has been given on the main site pages.

This website is hosted on Kajabi. Kajabi may also use certain built-in cookies or similar technologies for core website operation, session management, security, payment-related processes, platform functionality, and certain platform-level information collection or analytics-related purposes. These Kajabi platform-level technologies are not fully exposed to us for individual configuration or classification.

Offer checkout pages may also use essential payment, fraud-prevention, session, and security technologies required for the checkout and payment process.

For more detailed information, please see the Cookie Policy.

16. How long we keep personal data

BE Fit Coach keeps personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, insurance, safeguarding, complaint-handling and business record-keeping purposes.

Unless a longer period is reasonably required in the circumstances, BE Fit Coach currently intends to apply the following retention approach:

  • General enquiries that do not become clients: up to 12 months
  • Marketing list records: until you unsubscribe or withdraw consent, and then a limited suppression record as needed to respect that choice
  • Active client records: for the duration of the client relationship and for a reasonable period afterwards
  • Client onboarding forms, PAR-Q forms, informed consent forms and health acknowledgements: up to 7 years after the end of the client relationship
  • Records relating to children/minors: up to 7 years after the child reaches age 18, where appropriate for safeguarding, insurance or legal reasons
  • Incident, accident and safeguarding records: up to 7 years from the date of the incident, or longer where reasonably necessary
  • Payment and transaction records: for the period required for tax, accounting and legal purposes
  • Photos/videos used for marketing: until consent is withdrawn for future use or the material is no longer needed
  • Internal coaching review footage and technique footage: for as long as reasonably needed for the coaching purpose for which it was collected

17. Your rights

Depending on the circumstances, you may have the right to:

  • request access to your personal data
  • request correction of inaccurate or incomplete data
  • request erasure of personal data
  • request restriction of processing
  • object to certain processing
  • request transfer of certain data to you or another provider
  • withdraw consent where processing is based on consent
  • complain to the Information Commissioner’s Office

18. How to withdraw consent

Where BE Fit Coach relies on your consent, you can withdraw that consent at any time.

This includes:

  • marketing consent
  • optional promotional photo/video consent
  • optional community sharing consent
  • explicit consent for health data processing

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Please note that if you withdraw consent for the health information needed for safe coaching, BE Fit Coach may be unable to continue providing coaching safely or at all.

19. How to exercise your rights or contact us about privacy

If you want to exercise your rights or ask a privacy-related question, please contact:

Email: [email protected]
Post: BE Fit Coach, Unit 93979, PO Box 92, Cardiff, CF11 1NB

20. Complaints

If you have a concern about how BE Fit Coach handles your personal data, please contact BE Fit Coach first so the issue can be reviewed.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection matters.

21. Changes to this notice

BE Fit Coach may update this Privacy Notice from time to time to reflect changes in the business, services, legal requirements or data processing practices.

The latest version will always be published on the website.