Privacy & Cookie Policy

01 Who we are

Vital and Strong ("we", "us", "our") is a personal training and women's wellness coaching practice operated by Emma Goodwin, based in the United Kingdom. We are the data controller for any personal information you share with us through this website, by email, by phone, or in person.

If you have any questions about this policy or how your information is handled, please contact Emma at vitalandstrong@outlook.com or on 07980 378 961.

02 Information we collect

We only collect information that we genuinely need to provide our services. Depending on how you interact with us, this may include:

• Contact details — your name, email address and phone number when you fill in the contact form or email us directly.
• Enquiry information — the content of any message you send us, and what kind of coaching, class or session you're interested in.
• Booking information — details of any class, workshop or one-to-one session you book with us. Bookings are handled by Bookwhen (see Section 5).
• Health and wellness information — if you become a coaching client, we may ask you to share relevant information about your health, injuries, goals and lifestyle so we can train you safely. This is handled as special category data (see Section 4).
• Technical information — basic information your browser sends automatically, such as your device type and the pages you viewed. We do not run analytics or advertising cookies on this site.

03 How we use your information

We use your personal information to:

• Reply to your enquiry and arrange a consultation, class or session;
• Deliver coaching and training in a safe, appropriate way;
• Take payment and keep accurate business records (including for tax and accounting);
• Send occasional practical emails about a booking you've made, a class change, or a schedule you've asked to be kept on;
• Improve the website and keep it secure.

We do not sell, rent or share your information with third parties for marketing. We do not add you to any marketing mailing list without your explicit consent.

04 Our lawful basis for using your information

Under UK GDPR we must have a lawful basis for handling your personal information. Our reasons are:

• Contract — where we need your details to arrange or deliver coaching, classes or sessions you've asked for.
• Legitimate interests — to answer enquiries, keep the site secure, and run the day-to-day practice. We balance this against your rights and freedoms.
• Legal obligation — to keep accounting and tax records as required by UK law.
• Consent — for anything beyond the above, such as sending you optional updates. You can withdraw consent at any time.
• Explicit consent — for health information we collect to train you safely. We only keep what is necessary and we treat it with particular care.

05 Trusted third parties

We use a small number of reputable providers to run the practice. They only see the information they need in order to do their job, and they are bound by their own data protection terms.

• Bookwhen — our online class booking system. When you book through the booking page, your details are processed by Bookwhen. See the Bookwhen privacy policy.
• Microsoft Outlook — our business email provider. Emails you send us are stored within Microsoft's services.
• Google Fonts — the website uses a typeface loaded from Google Fonts. Google may log the IP address of visitors who load the font. See the Google privacy policy.
• Website hosting — our hosting provider stores the website files and basic server logs.
• Accountant — where necessary to meet our tax and accounting obligations.

06 How long we keep your information

We keep your information only for as long as we need it:

• Enquiry messages are kept for up to 12 months after we've last heard from you, then deleted.
• Client records (including health information) are kept while you are an active client and for up to 3 years after your last session, unless you ask us to delete them sooner or we need to keep them longer for insurance or legal reasons.
• Financial records are kept for at least 6 years, as required by HMRC.

07 Your rights

Under UK GDPR you have the right to:

• Ask for a copy of the personal information we hold about you;
• Ask us to correct information that is wrong or out of date;
• Ask us to delete your information, where we no longer need it;
• Ask us to limit how we use your information, or to object to how we're using it;
• Withdraw any consent you've given us at any time;
• Ask for your information in a portable format.

To exercise any of these rights, email Emma at vitalandstrong@outlook.com. We will respond within one month.

If you are not happy with how we've handled your information, you have the right to complain to the UK's Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the chance to put things right first — please do come to us before the ICO.

08 Cookies & similar technologies

Cookies are small text files that websites store in your browser. Some are essential, others are used for tracking. We keep our use of cookies as light as possible.

Cookies this website sets

The main vitalandstrong.com website does not set any marketing, analytics or advertising cookies of its own. We use a service worker to cache images locally in your browser, so pages load quickly on repeat visits — no personal information is stored this way.

Third-party cookies

Some features on the site are provided by third parties and may set their own cookies when you interact with them:

Managing cookies

You can control or delete cookies through your browser settings. Blocking all cookies may prevent parts of the booking form from working correctly. For general guidance on cookies and how to manage them, see the ICO's guide to cookies.

09 Keeping your information safe

We take reasonable technical and organisational steps to protect your information — including strong account passwords, up-to-date software, and limited access to client records. No system is ever completely secure, so if you're ever worried about the safety of your information, please let us know straight away.

10 Children

This website and our services are intended for adults. We do not knowingly collect information from anyone under the age of 16 without a parent or guardian's involvement.

11 Changes to this policy

We may update this policy from time to time, for example if we change how we work or if the law changes. When we do, we'll update the "last updated" date at the top of this page. For significant changes, we'll let current clients know by email.

12 Getting in touch

For anything at all to do with your personal information — a question, a request, a complaint — please contact:

Emma Goodwin · Vital and Strong
Email: vitalandstrong@outlook.com
Phone: 07980 378 961