Privacy Policy

Effective Date: October 21st, 2023 

At Trained By Jones, we are committed to protecting your personal data and respecting your privacy. This privacy policy explains how we collect, use, and protect your personal information, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Clarity Fitness Ltd, trading as Trained By Jones (“we”, “us”, or “our”) provides small group personal training and wellness services in Seale and the surrounding areas. If you have any questions about this policy or your personal data, please contact us:

📧 Email: hannahjonespt@gmail.com
🏢 Business address: Manor Farm Craft Centre, Seale, GU101HR. 

We may collect and process the following personal information when you join or interact with us:

• Full name
   
• Date of birth
   
• Contact details (email, phone number, address)
   
• Emergency contact information
   
• Medical history and health declarations
   
• Payment details (processed via secure third-party platforms)
   
• Location or demographic info (e.g. postcode)
   
• Fitness preferences, goals, and progress
   
• Photos/videos (with consent)
   
• Website/app usage data (cookies, browser/device info)
   

We collect and use your personal data under the following lawful bases:

- To provide fitness services and manage your membership - Contractual necessity

- To contact you with service updates - Legitimate interest

- To send you promotional offers or newsletters - Consent

- To comply with legal obligations (e.g. safety records) - Legal obligation

- To improve our services - Legitimate interest

We use your information to:

• Deliver safe, tailored personal training programmes
   
• Contact you about classes, changes, or emergencies
   
• Process payments and manage your account
   
• Monitor your progress (where relevant)
   
• Send you relevant updates, offers, or reminders (with your consent)
   
• Improve our services through feedback and analytics
   

We do not sell or rent your data to anyone.
We may share it with trusted third parties only when necessary, including:

• TeamUp: for bookings and class scheduling
   
• Payment providers (e.g., Stripe, GoCardless): for secure transactions
   
• Professional advisers (e.g., insurers or legal consultants)
   
• Law enforcement or government authorities if required by law
   

All third parties must comply with GDPR and are bound by Data Processing Agreements (DPAs).

Membership and health info - 2 years after your membership ends

Financial records - 6 years (HMRC legal requirement)

Marketing consent records - Until you withdraw consent

Usage analytics (anonymised) - Indefinitely for business optimisation

You have the right to:

• Access a copy of your personal data
   
• Correct inaccurate or incomplete data
   
• Request erasure of your data ("right to be forgotten")
   
• Restrict or object to certain types of processing
   
• Transfer your data to another provider
   
• Withdraw consent at any time (where consent is the legal basis)
   

📩 To exercise any of these rights, email: hannahjonespt@gmail.com
If you're not satisfied with our response, you may contact the UK Information Commissioner’s Office (ICO): https://ico.org.uk

Our website uses cookies to enhance your experience and track site usage. We use:

• Essential cookies – for core functionality
   
• Analytics cookies – to understand user behaviour
   
• Marketing cookies – only with consent
   

You will be asked to choose your cookie preferences on your first visit. You can change your settings at any time in your browser.

We may share positive images and videos from training sessions on platforms like Instagram and Facebook. We will always ask for your explicit consent before using your image or name. You can withdraw this consent at any time by contacting us.

We take security seriously. Your data is stored using secure software and platforms with access limited to authorised personnel only. We regularly review our digital and physical security measures.

We may update this policy from time to time. When we do, we’ll notify you by email or in-app notice. The updated version will always be available on our website.

For any questions or data requests:

📧 hannahjonespt@gmail.com
📍 Clarity Fitness Ltd, Manor Farm Craft Centre, Seale, GU101HR.
📞 07799 610443