Privacy Policy

Introduction

This privacy policy explains how smooth-ripple collects, uses, and protects your personal information when you use our website or services. We are committed to safeguarding your privacy and handling your data responsibly in accordance with applicable data protection legislation.

Information We Collect

We collect and process several types of information depending on how you interact with our services:

Information You Provide Directly

When you contact us or engage our services, you may provide personal details including your name, email address, contact information, health history, fitness goals, and other information relevant to delivering appropriate training services. This information is provided voluntarily through consultation discussions and client intake processes.

Automatically Collected Information

When you visit our website, certain technical data is collected automatically, including your IP address, browser type, device information, pages visited, and time spent on our site. This information helps us understand how visitors use our website and identify technical issues requiring attention.

Health and Fitness Data

In delivering training services, we collect health-related information including movement assessment results, strength measurements, training history, injuries or limitations, and progress tracking data. This sensitive information is necessary for providing safe, effective, personalised training programmes.

How We Use Your Information

We process your personal data for specific, legitimate purposes related to delivering our services effectively:

Service Delivery

Your information enables us to design appropriate training programmes, monitor your progress, adjust exercises based on your capabilities, provide nutritional guidance, and communicate regarding sessions and programme updates.

Business Operations

We use certain data for essential business functions including scheduling appointments, processing payments, maintaining client records, responding to enquiries, and managing our relationship with you throughout your time as a client.

Website Improvement

Technical data collected through website usage helps us analyse visitor behaviour patterns, improve site functionality, identify and resolve technical problems, and enhance overall user experience.

Legal Compliance

In some circumstances, we process data to fulfil legal obligations, maintain records as required by applicable regulations, or respond to legitimate requests from regulatory authorities.

Legal Basis for Processing

Under UK data protection law, we must have valid legal grounds for processing your personal information. Our processing relies on the following bases:

Contractual Necessity

Processing your information is essential for fulfilling our service agreement with you. We cannot deliver personalised training services without collecting and using relevant health and fitness data.

Legitimate Interests

We have legitimate business interests in processing certain data for operational purposes, website analytics, and service improvement, provided this does not override your fundamental rights and freedoms.

Consent

For processing sensitive health data beyond what is strictly necessary for service delivery, we obtain your explicit consent. You may withdraw this consent at any time, though this may affect our ability to provide certain services.

Data Sharing and Disclosure

We do not sell your personal information to third parties. However, we may share data in limited circumstances:

Service Providers

We engage carefully selected third-party providers for specific functions including payment processing, scheduling systems, and data storage solutions. These providers access only information necessary for their specific function and are contractually obligated to handle data securely and confidentially.

Legal Requirements

We may disclose information if legally required to do so, such as in response to court orders, regulatory requests, or to comply with applicable laws and regulations.

Professional Consultation

With your explicit consent, we may share relevant health information with other healthcare or fitness professionals involved in your care, such as physiotherapists, physicians, or sports nutritionists.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, accidental loss, or malicious destruction. These measures include secure data storage systems, encrypted communications for sensitive information, access controls limiting who can view client data, regular security assessments, and staff training on data protection responsibilities.

Despite our security measures, no transmission over the internet is completely secure. We cannot guarantee absolute security but continually review and improve our protective measures.

Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law. Active client records are maintained throughout your time using our services and for a reasonable period afterwards to address any follow-up questions or concerns.

Health and training data is typically retained for seven years following your last interaction with us, in accordance with professional practice guidelines. After this period, data is securely deleted unless we have legal grounds for longer retention.

Financial records are retained for the period required by UK tax legislation. Website analytics data is retained for two years before being anonymised or deleted.

Your Rights

Under data protection legislation, you have several rights regarding your personal information:

Access

You may request copies of the personal data we hold about you. We will provide this information within one month of receiving your request, free of charge in most circumstances.

Rectification

If information we hold is inaccurate or incomplete, you have the right to request correction. We will update our records promptly upon verification of the correct information.

Erasure

In certain circumstances, you may request deletion of your personal data. This right is not absolute; we may need to retain certain information for legal compliance or legitimate business purposes even after you request erasure.

Restriction

You can request that we limit how we use your data in specific situations, such as while we verify information accuracy or assess whether we have legitimate grounds for processing.

Portability

Where technically feasible, you may request that we transfer your data to another service provider in a structured, commonly used format.

Objection

You may object to processing based on legitimate interests. We will cease such processing unless we can demonstrate compelling legitimate grounds that override your interests and rights.

Withdrawal of Consent

Where processing relies on your consent, you may withdraw that consent at any time. This does not affect the lawfulness of processing conducted before withdrawal.

To exercise any of these rights, contact us using the details provided at the end of this policy. We will respond to requests within one month and may ask for identification to verify your identity before proceeding.

Cookies and Tracking

Our website uses cookies and similar technologies. Essential cookies are necessary for basic site functionality. Optional analytics cookies help us understand visitor behaviour and improve our website. You can control cookie preferences through the banner displayed on your first visit or by adjusting your browser settings. For detailed information, please see our separate Cookies Policy.

Third-Party Links

Our website may contain links to external sites operated by third parties. We are not responsible for the privacy practices or content of these external sites. When you leave our website, we encourage you to review the privacy policies of any sites you visit.

Children's Privacy

Our services are not directed at individuals under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child without appropriate parental consent, we will take steps to delete that information promptly.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will notify existing clients via email and update the "last updated" date at the top of this page. We encourage you to review this policy regularly to stay informed about how we protect your information.

Complaints

If you have concerns about how we handle your personal data, please contact us first so we can attempt to resolve the issue. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office, the UK supervisory authority for data protection matters.

Contact Information

For questions about this privacy policy or to exercise your data protection rights, contact us at:

Email: [email protected]

Address: 42 Wellington Street, Bristol BS1 6HJ, United Kingdom