1. About this privacy notice

This privacy notice explains how I, Alison Davies, trading as Alison Davies Wellbeing, collect, use, store and protect your personal information when you visit my website, contact me, book a consultation or use my Personal Training or Health & Nutrition Coaching services.

I am responsible for your personal information and am the data controller for the information I collect and use in connection with my business.

I aim to handle your personal information responsibly, securely and transparently, in accordance with UK data protection law.

2. What information I collect

Depending on how you interact with me, I may collect:

When you contact me through my website

• Your name

• Your email address

• The service you are interested in

• Any information you choose to include in your message

When you contact me by email

• Your name and email address

• Any information you choose to provide in your email

When you book a free consultation

• Your first name

• Your last name

• Your email address

• Details of your appointment

When you become a client

I may collect information that is relevant to providing Personal Training and/or Health & Nutrition Coaching. This may include information about your health, physical activity, injuries, medical conditions, medications, nutrition, lifestyle and goals.

Some of this information may be considered special category health data under UK data protection law and is treated with additional care.

When you make a payment

Payments are processed through Stripe. Stripe may collect and process information such as your name, contact details and payment and transaction information. I do not have access to your full payment card details.

3. How I use your information

I use your personal information to:

• Respond to enquiries and requests for information

• Arrange and manage free consultations

• Provide Personal Training and Health & Nutrition Coaching

• Understand your goals and requirements and tailor my services appropriately

• Communicate with you about your appointments and services

• Process payments and maintain appropriate financial records

• Maintain appropriate client records

• Meet my legal and accounting obligations

• Protect the security of my business and the information I hold

I do not currently use your information to send you a newsletter or add you to a marketing mailing list.

4. My lawful bases for using your information

Data protection law requires me to have a lawful basis for using personal information.

Depending on the circumstances, I rely on:

Contract – where processing your information is necessary to provide services you have asked me to provide or to take steps at your request before entering into an agreement.

Legitimate interests – for example, responding to enquiries, managing my client relationships, maintaining appropriate business records and administering my business, where this is necessary and does not unfairly affect your rights and interests.

Legal obligation – where I need to retain or use information to comply with a legal or regulatory requirement, such as accounting and tax obligations.

Where I process health information as part of providing Personal Training or Health & Nutrition Coaching, I rely on your explicit consent as the additional condition required for processing special category data under Article 9 of the UK GDPR.

5. Health and other sensitive information

If you become a client, I may need information about your health, injuries, medical conditions, medications, nutrition or lifestyle so that I can provide appropriate and safe coaching and Personal Training.

I ask you to provide only information that is relevant to the services I am providing.

I take additional care with this information and only use it for appropriate purposes connected with providing your services, maintaining your client record and meeting relevant legal or safety requirements.

For your initial website enquiry, please do not include detailed medical or other sensitive health information in the contact form. If I need further information to provide your service safely, I will discuss this with you directly.

6. Who I share your information with

I do not sell your personal information.

I may use trusted third-party service providers to help me run my business and provide my services. These currently include:

Framer – hosts my website and processes information submitted through my website contact form.

Google – I use Google services for business email, appointment scheduling and secure electronic storage and backup of client records.

Stripe – processes payments made through my payment links. You can find information about how Stripe handles personal data in its Privacy Policy.

WhatsApp – I may use WhatsApp to communicate with clients where this is an agreed method of communication. WhatsApp has its own privacy arrangements.

I may also disclose information where I am legally required to do so or where it is necessary to protect someone's vital interests or comply with a legal obligation.

7. How I store and protect your information

I take reasonable steps to protect the personal information I hold from loss, misuse, unauthorised access, alteration or disclosure.

Electronic client records are stored on a password-protected laptop and backed up to a private Google Drive. My electronic devices and accounts are protected with appropriate security measures, including two-step verification.

Paper client records are stored securely and are not left where they can be accessed by unauthorised people.

I only give access to personal information where there is a legitimate reason to do so.

8. How long I keep your information

I do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected.

As a general guide:

• Enquiries that do not become clients: I will normally retain your information for up to 12 months after our last contact.

• Consultation information: I will normally retain this for up to 12 months after the consultation, unless you become a client.

• Client records: I currently intend to retain client records for up to 7 years after the end of the client relationship, unless there is a legal or other legitimate reason to retain them for longer.

• Financial and payment records: I will retain these for as long as required to meet applicable accounting, tax and legal requirements.

When information is no longer required, I will securely delete, destroy or otherwise dispose of it.

9. Your rights

Under UK data protection law, you may have rights including:

• The right to be informed about how your personal information is used

• The right to access the personal information I hold about you

• The right to ask me to correct inaccurate or incomplete information

• The right to ask me to erase your personal information in certain circumstances

• The right to ask me to restrict how I use your information in certain circumstances

• The right to object to certain uses of your information

• The right to data portability in certain circumstances

Some of these rights are subject to specific conditions and exemptions under data protection law.

If you would like to exercise a right or ask a question about how I use your information, please contact me using the details below.

10. Cookies and website analytics

My website is hosted by Framer.

I may use Framer's built-in analytics to understand how visitors use my website. Framer states that its built-in analytics does not use cookies or persistent identifiers and is designed to provide anonymised information.

I do not currently use Google Analytics, advertising cookies or other non-essential tracking cookies on this website.

If I introduce additional services that use non-essential cookies or similar technologies in the future, I will update this notice and, where required, obtain your consent before using them.

You can also control or delete cookies through your browser settings.

11. Third-party websites and services

My website may contain links to third-party websites or services, such as my Google Calendar booking page or other websites I recommend.

Once you leave my website, the privacy practices of that third party apply. I recommend checking their privacy information before providing them with personal information.

12. Contact me

If you have any questions about this privacy notice, how I use your personal information, or wish to exercise one of your data protection rights, please contact me:

Alison Davies
Alison Davies Wellbeing
Email: info@alisondavieswellbeing.co.uk

13. Complaints

If you have concerns about how I have handled your personal information, please contact me first so that I have an opportunity to address your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

Information about making a complaint is available on the ICO website.

14. Changes to this privacy notice

I may update this privacy notice from time to time to reflect changes to my services, the way I use personal information or changes in data protection requirements.

The latest version will always be available on my website.