Privacy Policy

Privacy Policy – Aspire Fitness & Coaching

Last updated: 01/01/2026

This Privacy Policy explains how Aspire Fitness & Coaching (“we”, “us”, “our”) collects, uses and protects your personal information when you use our website, book classes or programmes, join memberships, or interact with us online or in person.

We are committed to respecting your privacy and keeping your data safe.

By using our website, booking with us, or providing your information, you are agreeing to this Privacy Policy.

1. Who We Are

Aspire Fitness & Coaching

Website: www.aspirefitnessandcoaching.co.uk

Email: aspirefitnessandcoaching@gmail.com

Business Address: Aspire Fitness & Coaching, Colwyn Bay Community Hwb & Foodbank, Colwyn Bay, Conwy, LL29 7TE

For the purposes of UK data protection law (including the UK GDPR and Data Protection Act 2018), we are the data controller of the personal information we collect about you.

2. What Information We Collect

The information we collect depends on how you interact with us, but may include:

2.1 Personal & Contact Details

Name
Email address
Phone number
Postal address (if needed for billing, events or admin)

2.2 Booking & Account Information

Classes, passes or programmes you book or attend
Dates and times of bookings
Membership type and status
Attendance records

2.3 Health & Medical Information (Special Category Data)

To keep you safe during exercise, we may collect health information such as:

PAR-Q (Physical Activity Readiness Questionnaire) responses
Relevant medical conditions, injuries, surgeries or medications
Pregnancy / postpartum status
Any other information you choose to share with us about your health or ability to exercise

We only collect this information with your consent and use it solely to help keep you safe and adapt sessions where appropriate.

2.4 Payment Information

We do not store full card details on our own systems.
Payments are usually processed securely through third-party providers (for example, online booking platforms, card processors or PayPal-style services).
These providers may collect and process your payment details on our behalf.

2.5 Technical & Usage Data

When you use our website, we may automatically collect:

IP address
Browser type and version
Device type
Pages viewed and time spent on the site
Clicks, navigation and general usage data

This may be collected via cookies and similar technologies (see section 9).

2.6 Marketing & Communications Preferences

Whether you’ve opted in to receive emails, messages or updates
Your preferences for how we contact you

2.7 Social Media

If you interact with us on social media (e.g. Facebook, Instagram, TikTok), we may see the information you share publicly or send directly to us (e.g. messages, comments, likes, tagged photos).

3. How We Collect Your Information

We may collect information:

Directly from you
- When you fill in a booking form, PAR-Q or contact form
- When you email, message or call us
- When you attend classes, events or programmes
Automatically
- When you use our website (through cookies and analytics tools)
From third parties
- Booking platforms or payment providers
- Social media platforms (if you interact with our pages or ads)

4. How We Use Your Information

We will only use your personal information when we have a lawful reason to do so. Common reasons include:

4.1 To Provide Our Services (Contract)

To process your bookings, passes and memberships
To deliver classes, programmes, online content and support
To send you booking confirmations, reminders and important updates

4.2 To Keep You Safe During Exercise (Consent & Vital Interests)

To review your PAR-Q and health information
To adapt sessions or offer guidance where needed
To decide if a particular class or programme is appropriate for you

4.3 To Manage Our Business (Legitimate Interests)

To improve our classes, programmes and website
To manage timetables, attendance and class capacity
To handle enquiries, feedback and complaints
To analyse trends (e.g. popular class times)

4.4 For Marketing (Consent & Legitimate Interests)

To send you updates about new classes, programmes, offers or events
To follow up on your interest in specific services

You can opt out of marketing at any time by clicking “unsubscribe” in emails or contacting us directly.

4.5 To Comply with Legal Obligations

Keeping necessary records for tax, insurance and accounting
Responding to requests from regulators or authorities where required by law

5. Legal Bases for Using Your Data

Under data protection law, we must have a legal basis to use your personal information. We may rely on:

Contract – to provide the services you’ve booked or asked for.
Consent – for health data, some marketing activities and certain optional information.
Legitimate Interests – to run and grow our business in a reasonable way that does not override your rights.
Legal Obligation – where we must keep records or share information due to the law.
Vital Interests – in rare cases, to protect your life or health (e.g. passing health info to emergency services).

You can withdraw your consent at any time where that is our legal basis.

6. Special Category Data (Health Information)

Health information is classed as “special category” and gets extra protection.

We may ask for health-related details via PAR-Q forms or questionnaires so we can:

Understand if exercise is safe for you
Adapt exercises to your needs
Decide if a particular class or programme is appropriate

We will:

Only collect what is necessary
Store it securely
Limit access to those who need to know (e.g. relevant instructors)
Not share it with third parties unless required for your safety (e.g. paramedics) or by law

You can choose not to share certain details, but this may affect whether you can safely participate in some activities.

7. Who We Share Your Information With

We do not sell your personal data.

We may share your information with:

7.1 Service Providers

Trusted third parties who help us run our business, such as:

Website hosting and booking platforms (e.g. Wix or similar)
Payment processors and banking providers
Email and marketing platforms
IT and technical support providers

These organisations are only allowed to use your information to provide services to us and must keep it secure.

7.2 Professional Advisers & Legal Bodies

Accountants, lawyers, insurers or other professionals where needed
Government bodies, regulators or law enforcement, where required by law

7.3 Instructors & Staff

Relevant instructors or team members may access your contact and health information where necessary to deliver safe and effective sessions.

If we ever need to share data in a way not covered above, we will explain why and, where required, ask for your consent.

8. International Transfers

Some of our service providers (for example, website platforms or email tools) may store or process data outside the UK.

Where this happens, we will take steps to ensure your data is protected in line with UK data protection law, such as:

Using providers in countries with adequate data protection standards; or
Using contracts and safeguards approved for international data transfers.

9. Cookies & Website Tracking

Our website may use cookies and similar technologies to:

Make the site work properly
Remember your preferences
Understand how visitors use the site (e.g. which pages are most popular)

You may see a cookie banner when you first visit, giving you options to accept or manage cookies.

You can also control cookies through your browser settings, but turning some off may affect how the site works.

If we use analytics tools (for example, to see how many visitors we get), this is generally done using anonymised or aggregated data.

10. How Long We Keep Your Information

We keep your personal information only for as long as necessary for the purposes set out in this Policy, including:

Bookings and memberships – usually kept for up to 6 years after your last interaction, for tax, accounting and legal purposes.
Health information / PAR-Q forms – kept for as long as necessary for your participation plus any period needed for insurance/legal purposes.
Marketing data – kept until you unsubscribe or ask us to delete it, or we identify that it is no longer needed.

When we no longer need your information, we will securely delete or anonymise it.

11. How We Protect Your Information

We take appropriate steps to keep your information secure, including:

Using secure systems and passwords
Limiting access to personal data to those who need it
Training on confidentiality and data protection
Using reputable third-party providers with suitable security measures

However, no system can be 100% secure. We cannot guarantee the security of information sent to us via the internet, and you send data at your own risk.

12. Your Rights

Under UK data protection law, you have rights over your personal information, including:

Right of access – to ask for a copy of the personal data we hold about you.
Right to rectification – to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restrict processing – to limit how we use your data in certain situations.
Right to object – to object to certain types of processing, such as direct marketing.
Right to data portability – to request your data in a usable format in some cases.
Right to withdraw consent – where we rely on your consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at:

Email: [Insert contact email]

We may need to verify your identity before responding to your request.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

Website: ico.org.uk

We would always appreciate the chance to deal with your concerns first, so please contact us directly if you have any issues.

13. Children & Young People

We may run classes, events or programmes for children and young people.

We may collect basic information about children (e.g. name, age, attendance) and relevant health details to keep them safe.
This information is usually provided by a parent or legal guardian.
We do not knowingly enter into contracts directly with children for paid services; bookings are made by adults.

Parents or guardians can contact us to request access to, correction of, or deletion of their child’s information, subject to legal and safety considerations.

14. Links to Other Websites

Our website or social media may contain links to other websites. Once you use these links and leave our site, we do not control those websites and are not responsible for their content or privacy practices.

We encourage you to read the privacy policies of any external sites you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a new “Last updated” date.

Your continued use of our website or services after any changes have been made will be treated as acceptance of the updated Policy.

16. How to Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact: