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Privacy Policy

Outside The Box Coaching – Privacy Policy

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Last updated: 8th December 2025

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Outside The Box Coaching (“we”, “us”, “our”) is committed to protecting your privacy.
This policy explains how we collect, use, store, and protect your personal information in line with UK GDPR and Data Protection Act 2018.

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By using this website, booking a session, or completing a form, you agree to the practices described in this policy.

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1. What information we collect

We collect information in the following ways:

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A. Information you provide directly

This includes:

  • Name

  • Contact details (email, phone number)

  • PAR-Q health information

  • Emergency contact details

  • Relevant medical conditions

  • Lifestyle and goals information

  • Payment confirmations

  • Messages sent via text, email or forms

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Health information (e.g., injuries, conditions, medications) is classed as special category data and is handled with extra care and confidentiality.

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B. Website data

When you visit our website, we may collect:

  • IP address

  • Browser type

  • Cookie information

  • Pages visited

  • Basic device/usage data

This is standard and helps the website function and improve.

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C. Booking system information

If you book via TidyCal or another scheduling system, they may collect:

  • Name

  • Email

  • Phone number

  • Booking details

These platforms have their own privacy policies, but we only use the data you provide to deliver your service.

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2. How we use your information

We use your information to:

  • Deliver personal training, classes, and coaching services

  • Create safe and appropriate programmes based on your PAR-Q

  • Contact you about bookings, changes, or support

  • Process payments

  • Maintain accurate records for coaching and insurance purposes

  • Improve our services and communication

  • Keep you informed about updates where relevant (you can opt out at any time)

We never sell, rent, or share your information for marketing.

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3. Legal basis for processing

We process your data under the following GDPR lawful bases:

  • Contract – to deliver the coaching services you signed up for

  • Consent – especially for health data provided via PAR-Q

  • Legitimate interest – for communication regarding sessions, safety, or updates

  • Legal obligation – for insurance or safeguarding requirements

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4. How we store and protect your data

We take privacy seriously. Your data is stored securely in:

  • Secure email accounts

  • Encrypted booking systems

  • Encrypted coaching apps (where applicable)

  • Password-protected devices

  • Cloud platforms with GDPR-compliant providers (e.g., Google)

Only the coach (Sarah Storey) has access to your information.

We do not print health information unless required for safety, and any printed materials are stored securely.

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5. How long we keep your information

We retain client records for:

  • Up to 7 years after your last session (insurance requirement)

  • PAR-Q and health records: up to 7 years

  • General enquiries: deleted after 6–12 months

  • Emails/messages: retained only as long as needed for communication

After this period, data is securely deleted.

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6. Sharing your information

We will never share your data with third parties except:

  • When legally required (e.g., safeguarding, court order)

  • When necessary for payment processing (handled by secure payment providers)

  • When you explicitly request or consent (e.g., referral to physio)

We do not sell or pass your information to marketing companies.

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7. Your rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion (“right to be forgotten”)

  • Restrict processing

  • Object to processing

  • Request a copy of your data

  • Withdraw consent at any time

To exercise these rights, contact:
otb.coaching@icloud.com

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8. Cookies

Our website may use cookies to:

  • Keep the site functioning

  • Improve browsing

  • Track anonymous analytics

You can disable cookies through your browser settings, although some features may not work correctly.

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9. Children’s data

We do not knowingly collect data from children under 16 without parental consent.

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10. Contact us

If you have any questions about this Privacy Policy or how your data is handled, you can contact:

Outside The Box Coaching
Owner: Sarah Storey
Email: otb.coaching@icloud.com
Location: Wirral, UK

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