PRIVACY POLICY

Last updated: 17 September 2026

1. Introduction

Refine Coaching UK respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, submit an enquiry, contact us or use our personal-training and coaching services.

It also explains your rights under UK data-protection law.

For the purposes of applicable data-protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018, the data controller is:

Trading name: Refine Coaching UK
Email: coach-charlie@refinecoaching.uk
Website: refincoaching.uk

2. Information We Collect

We may collect the following types of personal information.

Information you provide to us

When you submit an enquiry form, email us, contact us through social media or communicate with us in another way, you may provide:

• Your full name
• Your email address
• Your telephone number
• Your preferred method of contact
• Information contained within your enquiry
• Your training goals and interests
• Your preferred coaching service
• Your availability
• Records of correspondence with us

Coaching and health information

If you become a client or discuss starting a coaching programme, you may choose to provide additional information, including:

• Your age or date of birth
• Your height and weight
• Your fitness level and training history
• Your goals and progress
• Relevant injuries, medical conditions or disabilities
• Dietary requirements or food preferences
• Lifestyle information
• Progress photographs, measurements or check-in information
• Emergency-contact details

Information concerning your physical or mental health may be classed as special-category personal data. Where required, we will ask for your explicit consent before collecting or using this information.

Please do not send detailed medical information through the website’s general enquiry form unless we specifically request it. Relevant health information can be discussed securely before coaching begins.

Information collected automatically

When you visit our website, certain technical information may be collected automatically, including:

• Your IP address
• Browser and device type
• Operating system
• Pages visited
• Time spent on the website
• Referring website or link
• Approximate location derived from your IP address
• Cookie and consent preferences
• Website-performance and error information

This information helps us operate, protect and improve the website.

3. How We Use Your Information

We may use your personal information to:

• Receive and respond to enquiries
• Contact you about our coaching services
• Arrange consultations
• Assess whether our services are suitable for you
• Create and provide personalised coaching plans
• Monitor client progress
• Provide appropriate training, nutrition and lifestyle guidance
• Maintain client and business records
• Provide customer support
• Send service-related communications
• Improve our website and services
• Protect our website and business from misuse or fraud
• Comply with legal, accounting and regulatory obligations
• Establish, exercise or defend legal claims
• Send marketing communications where we have permission or another lawful basis to do so

We will not use your personal information for purposes that are incompatible with those described in this policy unless permitted or required by law.

4. Our Lawful Bases

We must have a lawful reason for using your personal information. Depending on the circumstances, we may rely on:

Steps before entering a contract

We may process your information to respond to your enquiry, discuss your goals, provide information about our services or take other steps you request before entering a coaching agreement.

Performance of a contract

If you become a client, we may process your information where necessary to provide the coaching services you have requested.

Legitimate interests

We may process information where it is reasonably necessary for our legitimate business interests, including:

• Responding to enquiries
• Managing client relationships
• Improving our services and website
• Maintaining appropriate business records
• Protecting our business and website
• Preventing fraud or misuse
• Establishing or defending legal claims

We will consider your rights and interests before relying on legitimate interests.

Consent

We may rely on your consent when:

• Processing health or other special-category information where explicit consent is required
• Sending certain forms of electronic marketing
• Using non-essential cookies
• Publishing your photographs, testimonial or transformation story

You may withdraw your consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

Legal obligations

We may process information where necessary to comply with legal, tax, accounting, regulatory or safeguarding obligations.

Legal claims

Where permitted by law, we may process health or other relevant information when necessary to establish, exercise or defend a legal claim.

5. Health and Fitness Information

To provide safe and appropriate coaching, we may need to understand relevant information about your health, fitness and physical capabilities.

We will only request information that is reasonably necessary. We will treat health information with additional care and limit access to people who genuinely need it.

Our coaching services do not replace advice, diagnosis or treatment from a doctor, physiotherapist, registered dietitian or other qualified healthcare professional.

If you have concerns about your health or ability to exercise, you should seek appropriate medical advice before beginning a programme.

6. Enquiries

Submitting an enquiry does not automatically make you a client or create a coaching contract.

We will use the information submitted through the enquiry form to:

• Understand what assistance you are looking for
• Respond to your message
• Contact you using the details provided
• Discuss relevant coaching options
• Arrange a consultation if requested
• Keep an appropriate record of the enquiry

We may contact you by email, telephone or another method you have requested.

7. Marketing Communications

We may send you information about our coaching services, availability, offers or updates where you have consented or where another lawful basis allows us to do so.

You can stop receiving marketing communications at any time by:

• Using the unsubscribe option included in the communication
• Emailing coach-charlie@refinecoaching.uk
• Asking us directly to stop

Service-related messages, such as replies to enquiries or communications connected with active coaching, are not marketing messages.

We will not sell your personal information to other organisations for marketing purposes.

8. Cookies

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that help a website operate, remember preferences, understand how visitors use the website and, where enabled, support advertising or social-media features.

Cookies may include:

• Essential cookies required for the website to function
• Preference cookies that remember selected settings
• Analytics cookies that help us understand website usage
• Marketing cookies used to measure or personalise advertising
• Social-media cookies used by embedded social content

Where required, non-essential cookies will only be used after you have provided consent through the website’s cookie banner.

You can change or withdraw your cookie choices through the cookie settings displayed on the website. You may also control cookies through your browser, although blocking essential cookies may affect how the website works.

9. Shopify

Our website is hosted using Shopify. Shopify may process personal and technical information to provide hosting, security, website functionality and related services.

Information processed through Shopify may be stored or handled in countries outside the United Kingdom. Where required, appropriate safeguards will be used for international transfers.

You can read more about Shopify’s privacy practices in Shopify’s own privacy documentation.

10. Social Media

Our website may include links to our Facebook and Instagram profiles.

If you click a social-media link or interact with us through a social-media platform, that platform may collect and process information about you under its own privacy policy.

We do not control how third-party social-media platforms use your information. You should review the privacy settings and policies of each platform you use.

Information you send to us through social media may also be retained within our business correspondence records.

11. Sharing Your Information

We may share personal information with trusted service providers where necessary to operate our website and business.

These providers may include:

• Website-hosting and ecommerce providers
• Email and communication providers
• Secure data-storage providers
• Website analytics providers
• Coaching software providers
• Accountants, insurers and professional advisers
• IT, cybersecurity and technical-support providers
• Government bodies, regulators, law-enforcement agencies or courts where required by law

Service providers may only use the information for the agreed purpose and must protect it appropriately.

We may also disclose information where necessary to protect the rights, property or safety of Refine Coaching UK, our clients or another person.

We do not sell or rent your personal information.

12. International Transfers

Some of our service providers may store or process personal information outside the United Kingdom.

Where information is transferred internationally, we will take reasonable steps to ensure that the transfer is lawful and that appropriate protections are in place. These protections may include:

• Transfers to countries recognised as providing adequate protection
• Approved contractual safeguards
• Other legally permitted transfer mechanisms

You may contact us if you would like further information about the safeguards used for an international transfer.

13. How Long We Keep Your Information

We will only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and dispute-resolution requirements.

As a general guide:

• Unsuccessful or inactive enquiries may be retained for up to 12 months after our last communication
• Active-client information may be retained throughout the coaching relationship
• Coaching, contractual and financial records may be retained for up to six years after the relationship ends
• Health information will only be retained for as long as reasonably necessary for safe coaching, record-keeping or legal purposes
• Marketing information may be retained until you withdraw consent or object
• Limited suppression-list information may be retained to ensure we respect a request not to receive marketing
• Cookie information is retained according to the relevant cookie’s duration

We may delete or anonymise information sooner where it is no longer needed.

14. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information from:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Disclosure
• Destruction

These measures may include password protection, access restrictions, secure service providers, software updates and appropriate record-management practices.

However, no method of sending or storing information electronically can be guaranteed as completely secure.

15. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

Access your information

You may request confirmation of whether we hold personal information about you and ask for a copy.

Correct inaccurate information

You may ask us to correct inaccurate or incomplete information.

Request deletion

You may ask us to delete your personal information where there is no valid reason for us to continue holding it.

Restrict processing

You may ask us to temporarily limit how we use your information in certain circumstances.

Object to processing

You may object to processing based on legitimate interests. You have an absolute right to object to your information being used for direct marketing.

Data portability

In certain circumstances, you may ask us to provide information you supplied in a structured, commonly used and machine-readable format or transfer it to another organisation.

Withdraw consent

Where processing is based on consent, you may withdraw that consent at any time.

Rights concerning automated decisions

You may have rights relating to decisions made solely through automated processing that produce significant effects. We do not currently use solely automated decision-making to determine whether someone can receive coaching.

These rights are not absolute, and exemptions may apply. We may need to verify your identity before completing a request.

We will normally respond within one month. You will not usually be charged for making a request, although the law allows a reasonable fee or refusal in limited circumstances involving unfounded or excessive requests.

To exercise your rights, email:

coach-charlie@refinecoaching.uk

16. Photographs, Testimonials and Transformations

We will not publish identifiable progress photographs, testimonials, transformation results or personal stories without obtaining appropriate permission.

Where you give permission, we will explain:

• What content will be used
• Where it may be published
• Whether your name or other identifying details will appear
• How you can withdraw permission for future use

Withdrawing consent will prevent new uses where consent is the applicable basis. It may not always be possible to remove material already lawfully printed, shared or republished by other people.

You are not required to provide a testimonial or allow your images to be used as a condition of receiving coaching.

17. Children’s Information

Our website and enquiry form are not designed to knowingly collect personal information directly from children under 16 without appropriate involvement from a parent or guardian.

If you are under 16, please ask a parent or guardian to contact us on your behalf.

If we discover that we have collected information from a child without appropriate permission, we will take reasonable steps to delete it.

18. Third-Party Links

Our website may contain links to websites, platforms or services operated by other organisations.

We are not responsible for the privacy, security or content of external websites. You should read the privacy policy of any third-party website before providing personal information.

19. Data Breaches

If a personal-data breach occurs, we will assess the possible risks and take appropriate action.

Where legally required, we will notify the Information Commissioner’s Office and affected individuals within the applicable time limits.

20. Complaints

If you have a concern about how we use your personal information, please contact us first so we can try to resolve it:

Email: coach-charlie@refinecoaching.uk

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO, but you are not required to contact us first.

21. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, suppliers or legal obligations.

The latest version will be published on this page with an updated revision date. We recommend checking this page occasionally for changes.

22. Contact Us

For questions about this Privacy Policy, our use of personal information or your data-protection rights, contact:

Email: coach-charlie@refinecoaching.uk
Website: refinecoaching.uk