Privacy Policy

Last updated: October 2025

Effective From: October 2025

1. Introduction

KVFL Coaching (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and safeguard your information when you engage with our coaching services, website, and digital platforms.

By using our services or submitting personal information, you agree to the practices described in this policy.

2. Data We Collect

We only collect information necessary for the delivery and administration of coaching services. This may include:

Personal Information

• Name, email address, date of birth, and contact details
• Payment confirmation (processed via Stripe – we do not store card details)

Health and Lifestyle Information

• Basic health history (via PAR-Q or onboarding forms)
• Fitness goals, nutrition habits, progress photos, and related coaching data

Technical Information

• Device type, browser, and usage data (via website analytics tools)

3. How We Use Your Data

We process your data only for legitimate business purposes, including:

• Delivering personalised coaching, training, and nutrition services
• Communicating with you via email, app messaging, or SMS
• Managing billing and payments through Stripe
• Monitoring progress and updating your coaching plan
• Maintaining records for legal and administrative purposes
• Complying with UK law and tax regulations

We do not sell, rent, or share your data with third parties for marketing purposes.

4. Legal Basis for Processing

We process your data under one or more of the following lawful bases:

• Contractual necessity: To provide the coaching service you’ve purchased
• Legitimate interest: To improve client experience and service quality
• Legal obligation: To comply with applicable regulations (e.g. financial records)
• Consent: When you voluntarily provide sensitive data, such as health or progress photos

5. Data Retention

We retain client data only for as long as necessary to fulfil the purpose it was collected for, including legal or accounting obligations.

You may request deletion of your data at any time, except where retention is required by law.

6. Data and Security

We take appropriate technical and organisational measures to secure your data from loss, misuse, or unauthorised access. Your information is stored securely on GDPR-compliant platforms including:

• HubFit (client management)
• Google Workspace (email and document storage)
• Zapier (automations between systems)
• Stripe (payments and billing)

Each of these platforms uses encryption and access control consistent with UK GDPR standards.

7. Sharing of Data

We may share data only when necessary for service delivery, including:

• With Stripe, for secure payment processing
• With HubFit, to manage your coaching program
• With Zapier, for automated workflows
• With legal or regulatory authorities if required by law

All third parties are required to respect the confidentiality and security of your personal data.

8. Your Rights (Under UK GDPR)

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (“right to be forgotten”)
• Withdraw consent at any time (for non-essential data)
• Request data portability (transfer of your information to another provider)

To exercise your rights, contact us at info@kvflcoaching.com.

9. Cookies and Analytics

Our website may use cookies to improve user experience and collect anonymous usage statistics. You can disable cookies at any time through your browser settings. Analytics data does not personally identify you.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age without parental consent. If you believe a child has provided personal data without consent, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect operational or legal changes. The latest version will always be available at https://kvflcoaching.com/privacy, with the effective date noted above.

12. Contact Information

If you have questions or concerns about this Privacy Policy or your personal data, please contact:

KVFL Coaching Email: info@kvflcoaching.com