Who looks after your information

Helen Rose trading as Helfit (“Helfit”, “I”, “me”) is responsible for the personal information you share with me. I’m a sole trader based at Helfit, Manor Farm, Thornfalcon, Somerset TA3 5NP. You can contact me about anything in this notice on helen@helfit.co.uk or 07904 908 658.

What I collect

Contact details such as your name, email address, phone number and postal address, when you get in touch, book or fill in a form.
Health information you give me in the health questionnaire and waiver, such as medical conditions, injuries, medication and pregnancy, plus your date of birth, GP and emergency contact.
Booking and payment details, such as the sessions you book and pay for. Card payments are handled by the booking system’s payment provider; I never see your full card number.
Online coaching information, such as your goals, check-ins and progress, if you join online coaching through the Helfit app.
Photos and videos from sessions, only if you’ve said you’re happy to be included.
Newsletter details: your email address and, if you give it, your first name, when you sign up for news from the studio.

How and why I use it

To take and manage your bookings and payments, and to contact you about them (to provide the service you’ve asked for).
To plan safe exercise for you, and to contact you or your emergency contact if needed. I only use your health information with your explicit consent, which you give on the health form.
To answer your enquiries (my legitimate interest in replying to you).
To keep records in case of an insurance or legal query (my legitimate interest and legal obligations).
To share photos or videos on Helfit social media, only with your consent.
To send you news, class updates and offers, only if you’ve ticked the box to sign up. Every newsletter has an unsubscribe link.

I don’t sell your information, and I don’t use it for marketing without asking you first.

Who I share it with

Your information isn’t shared with anyone else without your permission, unless it’s needed in an emergency or required by law. I use a few trusted services to run Helfit, which store information on my behalf and only use it to provide their service:

Acuity Scheduling for class and session bookings and payments.
Jotform for the health questionnaire and waiver.
HubFit for the Helfit app and online coaching.
Cloudflare, which hosts this website.
Google Analytics, which counts visits to this website (see “This website” below).
Resend, which delivers messages and sign-ups from this website to me by email.
Squarespace Email Campaigns for the newsletter.

Some of these companies are based in, or store data in, the United States. Where that happens, they protect it with safeguards recognised under UK data protection law.

How long I keep it

I keep your information while you train with Helfit and for up to 3 years afterwards, in case of an insurance or legal query. It’s then securely deleted. If you sign up for the newsletter, I keep your details until you unsubscribe.

This website

This website uses Google Analytics to see how many people visit, which pages they find useful and which buttons they use (such as “Book a class”), so I can keep improving it. It doesn’t tell me who you are, and I don’t use it for advertising.

To do this, Google Analytics sets cookies (small files with names starting “_ga”) that tell one visit from another. They last up to 13 months. Google processes this information for me and may store it outside the UK.

You can turn analytics off at any time with “Analytics choices” at the bottom of every page. It also stays off if your browser sends a “Global Privacy Control” signal. The website remembers your choice in your browser, and works exactly the same either way.

There are no advertising cookies or trackers. Like most websites, its hosting keeps short-lived technical logs (such as your IP address and browser type) to keep it secure and working. Your approximate location may be used to show the nearest town on the drive-time map, but it isn’t stored.

Booking buttons and the health form open services run by Acuity Scheduling and Jotform, which have their own privacy notices.

Your rights

Under UK data protection law you can ask to:

see the information I hold about you
correct anything that’s wrong
have your information deleted
withdraw your consent at any time, for example to the use of your health information or photos, or to the newsletter
object to, or ask me to limit, how I use your information
have a copy of your information to take elsewhere

Just contact me on helen@helfit.co.uk or 07904 908 658. If you’re unhappy with how your information has been handled, please tell me first so I can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk.

Your information,looked after.