This policy explains how Emperial Fitness ("we", "us", "our") collects, uses, and protects your personal information when you buy coaching, complete a consultation, or contact us. We're committed to handling your data carefully and in line with UK data protection law (UK GDPR and the Data Protection Act 2018).
Emperial Fitness is an online personal training and nutrition coaching business based in the United Kingdom. For anything relating to your data, contact us at contact@emperialfitness.co.uk. Emperial Fitness is the data controller responsible for your information.
Depending on how you interact with us, we may collect:
You'll notice we ask for this before you pay. That's deliberate, it means we can tell you honestly whether a plan suits you, and it means nobody who should speak to their doctor first ends up paying us before we've told them so. It does mean we sometimes hold consultation answers from people who don't go on to buy; the table below sets out how long we keep those.
You can withdraw your consent at any time by emailing us, though this may mean we can no longer safely provide your coaching.
Consultation responses are collected through our website's form handling (provided by Netlify) and stored securely. We keep working records of your plan and coaching in secure, access-controlled systems. We take reasonable steps to keep your information secure and limit access to it to authorised personnel only.
We do not sell your data, and we don't share it for marketing. We only use trusted service providers who help us run the business, for example Stripe (payments) and Netlify (website and form handling), and only to the extent needed to deliver your coaching. If a genuine medical concern arose, we would encourage you to speak to your own GP rather than share your information without your say-so.
UK GDPR doesn't set fixed retention periods. Instead, we have to keep each type of information only for as long as we genuinely need it, and be able to justify that. So we treat each category separately rather than applying one blanket period.
| Information | How long | Why |
|---|---|---|
| Payment and order records | 6 years after the end of the relevant tax year | HMRC record-keeping requirements |
| Your coaching records, plans we built, and the consultation they were based on | 6 years after your last plan | The Limitation Act 1980 allows contract claims to be brought for up to 6 years. We need to be able to show what we advised and why |
| Health information (PAR-Q answers), if you became a client | 6 years after your last plan | It's the basis on which we judged your plan safe, so we may need it to answer a query or claim |
| Health information, if you completed a consultation but didn't purchase | Deleted after 12 months | We never built you a plan, so we have no ongoing reason to hold it. The 12 months simply allows for you coming back to us |
| Contact details and goals of enquirers who didn't purchase | 24 months from your last engagement with us | So we can follow up and, if you've opted in, send you occasional marketing. Deleted sooner if you unsubscribe or ask us to |
| Marketing preferences and unsubscribe records | Kept indefinitely | So we can honour your choice not to be contacted. Holding this is what stops us emailing you again by mistake |
We review these periods regularly, and we'll delete data earlier if we no longer need it. When a period ends we securely delete the information or anonymise it so it can no longer identify you. You can ask us to delete your data sooner at any time, see your rights below.
We only send marketing emails to people who've actively asked for them. There's an optional, unticked box on the consultation form. Ticking it is entirely up to you, and it makes no difference to your coaching either way.
If you tick it, we may email you occasional tips, offers and plan updates. Every email has a one-click unsubscribe, and you can also just reply and ask us to stop. We don't sell your details, we don't share them with other companies for their marketing, and we don't buy in lists.
If you completed a consultation but didn't go ahead, we may email you once or twice about that specific enquiry, for example to ask whether you had any questions. You can tell us to stop at any point.
Under UK data protection law you have the right to:
To exercise any of these, just email us at contact@emperialfitness.co.uk and we'll respond within one month.
We'd always rather hear from you first so we can put things right. But you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk.
We may update this policy from time to time. The "last updated" date at the top will always show the current version.
See also our Terms & Conditions.
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