Privacy policy

Who we are

Right Mind Fitness is the trading name of Right Mind Fitness Limited, a company registered in England and Wales (company number 10997171). Our registered office is 15 Patricia Way, Nutbourne, Chichester PO18 8FX, and we train clients at Unit 17, Glenmore Industrial Park, Chichester PO19 7BJ.

We are the data controller for the personal information described in this policy. If you have any questions about it, email James@rightmindfitness.co.uk or call 07772 958028.

What we collect

When you get in touch. If you fill in our enquiry form, we collect your name, email address, phone number (optional), the type of coaching you're interested in and anything you tell us about your goals. We also keep the emails, messages and call notes that follow.

When you book a call. If you book through our Calendly page, Calendly collects your name, email address, the time you choose and any answers you give, and shares them with us.

When you become a client. To coach you safely and effectively we collect information such as your age, training history, goals, injuries and medical conditions, body measurements, progress photos (only if you choose to share them), food habits and weekly check-in answers. Some of this is health information, which the law treats as special category data.

When you pay. Clients pay by bank transfer (BACS). We keep records of invoices and payments, including the name and reference shown on our bank statement.

When you use the website. Our website uses a small number of cookies and similar technologies. See our cookie policy. Our hosting provider also keeps standard server logs, which include your IP address.

How we use it, and why we're allowed to

• To reply to your enquiry and arrange your free call (our legitimate interest in responding to people who contact us, and taking steps at your request before a contract).
• To deliver your coaching, including your programme, nutrition approach and weekly check-ins (to perform our contract with you).
• To use your health information so we can coach you safely (your explicit consent, which you can withdraw at any time, though we may then be unable to coach you safely).
• To keep accounts and meet tax and insurance requirements (legal obligation and legitimate interests).
• To keep the website secure and working (legitimate interests).

We will never sell your information, and we won't send you marketing emails unless you've asked us to.

Who we share it with

We only share your information with trusted providers who help us run the business, and only as much as they need:

• SiteGround, which hosts our website and stores enquiry form submissions
• Elementor Site Mailer, which delivers enquiry form emails to us
• Google Workspace, for our email
• Calendly, for call bookings
• Everfit, our coaching app, for your programme and check-ins
• Our accountant, for bookkeeping and tax

We may also share information if the law requires it, or in an emergency to protect someone's health or safety.

International transfers

Some of our providers, such as Google and Calendly, may process data outside the UK, including in the United States. When that happens, we rely on the UK's adequacy regulations (including the UK-US data bridge) or the UK International Data Transfer Agreement to make sure your information is protected to UK standards.

How long we keep it

• Enquiries that don't lead to coaching: up to 12 months, then deleted.
• Client records: for as long as you train with us and then 6 years, which covers tax, insurance and the period in which a legal claim could be made.
• Accounts and invoices: 6 years after the end of the financial year, as required by HMRC.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you
• ask us to correct anything that's wrong
• ask us to delete your information
• ask us to restrict or stop using it, or object to how we use it
• ask for your information in a format you can take elsewhere
• withdraw your consent at any time, where we rely on it

To use any of these rights, email James@rightmindfitness.co.uk. We'll reply within one month. It's free in most cases.

Keeping your information safe

We use secure, password-protected systems with two-step sign-in where available, and we only keep the information we need. Our website is served over an encrypted (HTTPS) connection.

Under 18s

Our website and coaching services are aimed at adults. If you're under 18, please ask a parent or guardian to contact us on your behalf.

Complaints

If you're unhappy with how we've handled your information, please talk to us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We'll update this page if anything changes. The date at the top shows when it was last updated.