PRIVACY POLICY

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PRIVACY POLICY
Last Updated: 18/02/2026

At Sam Woodham Coaching, your privacy is important. This Privacy Policy explains how your personal data is collected, used, stored, and protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller
    

Sam Woodham Coaching is the data controller responsible for your personal data.

Contact details:
Email: Hello@SwcSamWoodhamCoaching.onmicrosoft.com
Location: London, United Kingdom

1. Information I Collect
    

Depending on how you engage with my services, I may collect the following information:

• Full name
• Email address and telephone number
• Date of birth
• Health and medical information relevant to exercise participation
• Fitness goals and training history
• Lifestyle information (sleep, stress, nutrition habits where relevant)
• Coaching check-in responses
• Payment details (processed securely by third-party payment providers)
• Website usage data via cookies and analytics tools

Health-related data is classed as special category data under UK GDPR and is only processed with your explicit consent.

1. How Your Information Is Used
    

Your information is used to:

• Deliver personalised coaching and training programmes
• Assess suitability for exercise participation
• Communicate regarding sessions, check-ins, and updates
• Process payments
• Respond to enquiries
• Improve services and website functionality
• Meet legal and insurance requirements

Your data will never be sold to third parties.

1. Lawful Basis for Processing
    

Your data is processed under the following lawful bases:

• Contract – where processing is necessary to deliver coaching services
• Consent – particularly for health and special category data
• Legitimate interests – to operate and improve the business
• Legal obligation – where required for tax, insurance, or regulatory compliance

You may withdraw consent at any time, though this may affect the ability to continue coaching services.

1. Data Storage and Security
    

Your information is stored securely using password-protected systems and reputable third-party platforms, including but not limited to:

• Google Workspace
• Stripe (payment processing)
• Typeform
• Notion
• Website hosting providers

All reasonable steps are taken to protect your data against loss, misuse, or unauthorised access.

1. Data Retention
    

Personal data will only be retained for as long as necessary to:

• Fulfil the purpose it was collected for
• Meet insurance requirements
• Comply with HMRC and legal obligations

Health and coaching records may be retained for up to 7 years for insurance and legal protection purposes.

1. Data Sharing
    

Your data may be shared with trusted third-party service providers strictly for the purpose of delivering services (e.g. payment processors, software platforms). These providers are compliant with data protection regulations.

Your data is not shared for marketing purposes.

1. Your Rights
    

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate information
• Request deletion of your data
• Restrict or object to processing
• Withdraw consent
• Request data portability
• Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO Website: https://ico.org.uk

1. Cookies and Analytics
    

The website may use cookies and analytics tools to monitor usage and improve performance. You can manage cookie preferences through your browser settings.

1. Updates to This Policy
    

This Privacy Policy may be updated periodically. The most recent version will always be available on the website.