Privacy Notice

SB Performance Coaching provides personal training, online coaching and hybrid coaching services.

SB Performance Coaching is the data controller for the personal information described in this notice. This means we decide why and how your personal information is used.

For questions about your personal information, contact:

SB Performance Coaching
Email: sam@sbperformancecoaching.com
Telephone: 07403 563379

Depending on how you interact with SB Performance Coaching, we may collect:

Contact and identity information, including your name, email address, telephone number, age or date of birth and other contact details.

Coaching and fitness information, including your height, weight, fitness goals, training history, exercise programmes, progress information, measurements, check-ins and other information relevant to your coaching.

Health information, including injuries, medical conditions, mobility issues, medication information and answers provided through health screening or PAR-Q questionnaires.

Health information is classed as special-category personal data under UK data protection law and receives additional protection.

Photographs and video, including progress photographs and, where separately agreed, photographs, testimonials or video used for marketing.

Booking and service information, including appointments, attendance, cancellations, coaching package and service history.

Payment and transaction information, including payment status, transaction records and information necessary to administer your coaching payments. Payment card information is processed by our payment providers and we do not need to store your complete card details ourselves.

Communications, including relevant correspondence through email, telephone, SMS, WhatsApp, Facebook Messenger and Instagram Messenger.

Website and enquiry information, including information you provide when contacting us through our website or booking a call.

We may collect information:

• directly from you during conversations or coaching;
• through PAR-Q, waiver, enquiry and onboarding forms;
• through our website;
• through coaching and booking platforms;
• through email, telephone and messaging services;
• when you book or attend coaching sessions;
• when you make payments;
• through your ongoing use of our coaching services.

We use personal information to:

Provide and administer your coaching. This includes creating programmes, managing sessions, communicating with you, monitoring progress and providing online or face-to-face coaching. Where processing is necessary to provide the service you have requested, we rely on performance of a contract or taking steps at your request before entering into a contract.

Process and maintain payment and business records. We rely on performance of our contract with you and, where applicable, our legal obligations, including financial and tax record-keeping requirements.

Manage enquiries and prospective clients. We use information you provide to respond to enquiries and discuss our services. Depending on the circumstances, this is necessary to take steps at your request before entering into a contract or is in our legitimate interests in operating and developing SB Performance Coaching.

Operate and protect our business systems and records. Where necessary, we rely on our legitimate interests in running, securing and managing our business, provided those interests do not override your rights and interests.

Providing safe and appropriate coaching may require information about your health, injuries, mobility, medication or other relevant physical conditions.

Health information is special-category personal data.

Where this information is genuinely necessary to provide the coaching service you have requested, our Article 6 lawful basis is performance of a contract and our Article 9 condition is your explicit consent.

We will ask for this consent separately and clearly as part of our onboarding/health-screening process.

You may withdraw your explicit consent for us to process your health information. However, if the information is genuinely necessary for us to coach you safely and appropriately, withdrawing consent may mean that we cannot continue providing some or all of the coaching service.

We only ask for health information that is reasonably relevant to providing your coaching.

We will obtain separate consent before using an identifiable client's photograph, video, testimonial or transformation story for marketing or promotional purposes.

You can withdraw that consent for future use by contacting us.

Withdrawing marketing consent does not affect uses that took place lawfully before it was withdrawn.

We use trusted service providers to operate SB Performance Coaching. Depending on the services you use, these may include:

Kahunas — online coaching, client communication, progress information and coaching records.

Microsoft 365 — business email, calendar, documents and forms.

Supabase — database infrastructure used by our internal SB Performance Coaching operating system (SBOS).

Calendly — call and appointment booking.

Stripe and SumUp — payment processing.

Vercel — website and application hosting.

Resend — transactional email delivery for website enquiries.

Meta platforms — where you choose to communicate with us through Facebook, Instagram or WhatsApp.

Google — website analytics (Google Analytics), only where you have accepted analytics cookies. See section 8 below.

Other technology providers may process limited information where necessary to provide their services.

We do not sell your personal information.

We use Google Analytics to understand how visitors use our website — for example, which pages are visited and whether an enquiry action followed, such as booking a call, submitting our contact form, clicking our phone number, or messaging us on WhatsApp.

Google Analytics is optional. It only loads, and only sets cookies, after you actively accept analytics cookies in the cookie banner shown on your first visit. If you reject or ignore the banner, Google Analytics does not load and no analytics cookies are set.

Google Analytics is provided by Google. We do not use it for advertising or personalisation.

You can reject analytics, or change a previous choice, at any time via Cookie preferences in the website footer.

Where you accept analytics, Google Analytics applies its own data-retention settings to the underlying analytics data (separate from how long the cookie itself sits in your browser): detailed event data is retained for 2 months, and user-level data is retained for 14 months, with that 14-month period resetting whenever you have new activity Google Analytics records. These settings do not necessarily apply to aggregated or summarised reporting data.

Some of our technology providers or their subprocessors may process information outside the United Kingdom.

Where personal information is transferred internationally, we require the relevant provider to use an appropriate lawful mechanism or safeguards as required by UK data protection law.

We do not keep identifiable personal information indefinitely simply because it may be useful in future.

Our working retention periods are:

Prospective clients and unconverted leads: normally up to 24 months after the last meaningful interaction, unless there is a reason to retain information for longer.

Active clients: relevant information is retained while you receive coaching.

Former clients: core contractual, service and business records may normally be retained for up to six years where reasonably necessary for business records or potential legal claims.

Health and PAR-Q information: retained while necessary to provide coaching and reviewed when the coaching relationship ends. Detailed health information will be deleted or anonymised when there is no longer a reasonable need to retain it, unless it is required in connection with a legal claim or other legal requirement.

Financial and tax records: retained for the period required by applicable tax and accounting rules.

Marketing consent records: retained while the relevant material is used and, where appropriate, afterwards to demonstrate the permission that was provided.

Analytics data: where you accept analytics cookies, Google Analytics retains detailed event data for 2 months and user-level data for 14 months (resetting on new activity), under Google's own retention settings — see section 8. This does not necessarily apply to aggregated or summarised reporting data.

Where information can be genuinely anonymised so that an individual can no longer be identified, anonymous business/statistical information may be retained.

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration or disclosure.

These include access controls, authenticated business systems, restricted database access and reputable cloud service providers.

Access to personal information is limited to where it is required to operate SB Performance Coaching.

Depending on the circumstances and the lawful basis being used, you may have rights including:

• access to personal information we hold about you;
• correction of inaccurate or incomplete information;
• deletion of information in certain circumstances;
• restriction of processing in certain circumstances;
• objection to certain processing;
• data portability where applicable;
• withdrawal of consent where processing relies on consent.

These rights are not all absolute and may depend on why we hold the information.

Contact sam@sbperformancecoaching.com if you wish to exercise a data-protection right.

If you have concerns about how SB Performance Coaching uses your personal information, please contact us first so we can investigate.

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

We may update this Privacy Notice when our services, systems or legal obligations change.

The latest version will be made available on the SB Performance Coaching website.