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Last Updated: 02/04/2025
Who We Are
This Privacy Policy explains how we, Alex Brill Fitness, collect, use, and protect your personal data. We are committed to protecting your privacy in compliance with the Data Protection Act 2018 and the UK GDPR.
Business Name: Alex Brill Fitness
Contact Email: alexbrillfitness@gmail.com
Business Address: Unit 141277 PO Box 7169 Poole, BH15 9EL United Kingdom
What Data We Collect
We collect the following types of personal data:
Contact Details: Name, email address, home address, phone number, emergency contact details.
Personal Details: Including date of birth (age), height, weight, measurements (optional, but will be stored if provided), anything relevant to your programming and coaching that may affect the way we programme (e.g., availability, circumstances that may affect exercise, preferences).
Medical & Health Details: To be able to safely prescribe exercise programmes and give nutrition and lifestyle advice, we must be aware of any medical conditions and medications and their potential risks and side effects that could be exacerbated by exercise or nutrition advice or need additional precautions. Additionally, we may need to request further information from your medical practitioner if we feel we am missing information or need to understand more about a condition or medication in order to safely prescribe exercise. Your explicit written consent would be requested prior to this, and you may refuse, but we would not be able to work with you if this were the case. We may be able to refer you to someone suitable.
Fitness Data: Goals, workout preferences, progress updates, body measurements (although you do not have to provide this), results of fitness tests, potentially photographs if you choose to share these as progress markers, previous and current exercise history.
Payment Information: Card details, billing address (processed securely by Go Cardless and/or Stripe).
Website Usage Data: IP address, browser type, and cookie data. This is not used for any other purpose than monitoring web traffic and assessing how people are interacting with my site so we can improve its usability and my services. We do not share this data with anyone else.
How We Collect Your Data
We collect personal data when:
You sign up for our services.
You fill out forms (e.g., fitness assessments, PARQ, lifestyle questionnaire, check-in forms).
You contact us via email or our website.
You sign up to our mailing list.
You interact with our website (via cookies and analytics).
You send an enquiry via email or WhatsApp. This is limited to the conversation in the email or WhatsApp and will not be used in any other way except to respond to the enquiries and follow up.
You sign up to use our chosen coaching app which is a third party app customised to our needs. By using this app, you will also need to read and agree to their privacy policy.
Obtaining Consent for Data Processing:
We obtain your consent for the processing of your personal data through various methods, ensuring transparency and compliance with data protection regulations.
These methods include:
Signed Forms: Fitness assessments, PAR-Q forms, lifestyle questionnaires, feedback forms, and check-in forms explicitly detail the types of data collected. By completing and submitting these, you accept that we will store and process your data in line with our privacy policy.
Written or Verbal Conversations: During coaching sessions, including Zoom calls, WhatsApp messages (text, video, and voice notes), and email exchanges, we obtain your consent through clear and informed discussions. These conversations document your understanding of how your data will be used, including for marketing purposes where applicable.
Coaching App: Our coaching app features integrated consent mechanisms, clearly outlining data collection and usage practices before you begin using the app. Your continued use of the app signifies your acceptance of these practices.
Marketing Communications: We obtain your explicit consent for marketing communications through opt-in options on our website and within our communications. You have the right to withdraw your consent at any time by contacting us at alexbrillfitness@gmail.com.
By engaging in these interactions and providing your data, you consent to its processing as outlined in this Privacy Policy. We will always strive for transparency in how we use your data, ensuring that you are fully informed and empowered to manage your privacy preferences.
How We Use Your Data
We use your data to:
Provide fitness coaching, exercise programming, nutrition and lifestyle advice, and support tailored to your needs.
Communicate updates, changes, and important information.
Process payments and manage subscriptions.
Improve my website and services through analytics.
Lawful Basis for Processing
We process your data under the following lawful basis:
Consent: For marketing communications and optional data sharing.
Contractual Necessity: To deliver the coaching services you’ve signed up for.
Legitimate Interest: To enhance our services and website functionality.
Data Sharing
We share data only with:
Payment Processors: 'Go Cardless' and/or 'Stripe' for payment transactions.
Analytics Tools: Google Analytics to monitor website performance.
Third Parties: Only with explicit consent or where required by law. This may include, but not be limited to
Medical professionals: Only where necessary to obtain further information relating to medical conditions, treatments, and care to ensure safe programming and coaching. In some circumstances, to work as part of a wider shared care team where multiple health professionals work together to provide a unified approach (e.g., we may work with your care team at your doctor’s surgery or your physiotherapist to plan and receive feedback). If this is the case, you will always first give fully informed and explicit consent by way of signing a Medical Information Sharing Consent Form.
Data Retention
We keep your data for as long as necessary:
Active clients: For the duration of your subscription in order to provide you a quality service, to ensure your safety, to meet our legal obligations as a business and in compliance with our insurance policies and to continue to provide information and marketing where you have opted in.
Former clients: For up to 6 years after your last interaction, and for minors until they turn 18, plus an additional 6 years, unless legal requirements dictate otherwise. This is to meet our legal obligations as a business, in compliance with our insurance policies and to continue to provide information and marketing where you have opted in.
Retained data will be treated in line with these practices:
Purpose Limitation: Only keeping data that is relevant for legal, tax, or insurance purposes.
Security: Stored securely (e.g., encrypted files or locked physical storage).
Deletion: Scheduled routine reviews and deletion of data that is no longer required for legal or business purposes.
Your Rights
You have the right to:
Be informed about the storage and use of your data.
Access your personal data.
Request correction of inaccurate data.
Request deletion* of your data ("right to be forgotten").
Restrict or object to data processing.
Request data portability.
To exercise your rights, contact us at alexbrillfitness@gmail.com.
*We comply with your right to request the erasure of your personal data. However, we may need to retain certain information to meet our legal obligations (e.g., financial records for tax purposes) or to protect our legal rights. Once these obligations expire, your data will be securely deleted.
Data Security
We implement appropriate measures to protect your data, including using passwords, encryption and secure servers.
Complaints
If you’re unsatisfied with how we handle your data, initially we would ask that you submit a written complaint to alexbrillfitness@gmail.co.uk so we can resolve this for you.
We endeavour to provide a response as quickly as possible, and generally within no more than 5 working days, however are permitted up to 30 days to respond to data handling complaints.
However, if you are unsatisfied with our resolution, you can lodge a complaint with the ICO:
Website: https://ico.org.uk
Phone: 0303 123 1113
Social Media
Social Media
Sharing
We will never share your images, videos, information, or story on our social media without your explicit informed consent.
Your Consent & Withdrawing Consent
If we ask at any time if we can share your successes, wins, or progress, we will provide a consent form for you to sign, which you can withdraw at any time by letting us know via email at alexbrillfitness@gmail.com that you wish to do so. From the moment you revoke consent, we will no longer share any of your data, and we will remove any previously shared content upon request.
Cookie Notice
Cookie Notice
What Are Cookies?
Cookies are small files stored on your device to improve your website experience.
Types of Cookies We Use & How We Use Them
Necessary Cookies: Enable website functionality (e.g., login).
Analytics Cookies: Help us understand how you use the site. We analyse website traffic via Google Analytics.
Marketing Cookies: We do not use cookies for advertising or marketing purposes.
Managing Your Preferences
You can accept or decline cookies via the pop-up banner that appears on your first visit or after clearing your cookies.
You can also adjust your browser settings to block cookies, though this may impact site functionality.
We may use third-party services, such as Google Analytics, to help us understand how visitors use our website. These services may use cookies to collect information about your browsing activity. If you prefer to opt out of Google Analytics tracking, you can do so by installing the Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout."
Some web browsers offer a ‘Do Not Track’ (DNT) feature, which allows you to signal your preference not to have your online activity tracked. However, as there is no universally accepted standard for responding to DNT signals, our website may not currently recognise or respond to these settings. We recommend managing your cookie preferences manually through our cookie settings or your browser’s privacy controls.
You can manage or delete cookies through your browser settings. Below are links to instructions for popular browsers:
Google Chrome: Manage cookies
Mozilla Firefox: Manage cookies
Safari: Manage cookies
Microsoft Edge: Manage cookies
How to Opt-Out
You can decline these in our Cookies banner when accessing the site.
Adjust your browser settings to block cookies
Follow steps to manage cookie settings as outlined in section 4 above of the Cookie Notice.
Changes to Our Cookies Policy
We may update this Cookie Notice from time to time to reflect changes in technology, legal requirements, or our practices. Please check this page regularly for updates.
Changes to Our Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or industry best practices. Any updates will be posted on this page with an updated ‘Last Updated’ date. If we make significant changes that affect how we process your personal data, we will take reasonable steps to notify you, such as by email (if we have your contact details) or by placing a notice on our website.
If required by applicable law, we will obtain your consent before making material changes to how we use your personal data.
We encourage you to review this Privacy Policy regularly to stay informed about how we collect, use, and protect your information. Your continued use of our services after any changes indicates your acceptance of the updated terms.
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