Privacy policy
Last updated: [date of publishing]
This policy explains what personal information Luke Northwood Personal Training collects, why, and what your rights are.
Who we are
Luke Northwood is a self-employed personal trainer based at Foundry Gym, Millers Road, Warwick CV34 5AE. Luke is the data controller for your information and is registered with the Information Commissioner’s Office (registration number [ICO number]).
George Gill runs the website, emails and booking system on Luke’s behalf. He uses your information only for that purpose and only as Luke instructs.
You can contact us about anything in this policy at [email protected].
What we collect and why
| What | Why | Legal basis |
|---|---|---|
| Your name, email and phone number when you book | To manage your bookings and contact you about your sessions | Contract: we need it to provide the service you’ve booked |
| Payment details | To take payment. Card details are handled by Stripe, and we never see your full card number. | Contract |
| Your health questionnaire answers | To make sure training is safe and suitable for you | Your explicit consent, which you give when you complete the questionnaire |
| Your name, email, programme choice and whether you live locally, when you request a free programme | To send the programme and the emails that go with it | Your consent |
| How you interact with our emails, such as opens and clicks | To send relevant emails and stop sending ones that aren’t useful | Legitimate interests |
| Messages you send us by email or WhatsApp | To reply to you | Legitimate interests |
| How you use the website, measured without cookies | To understand which pages work and improve the site | Legitimate interests |
| Booking and payment records | To keep accounts and meet tax and insurance requirements | Legal obligation |
Your health information
Health information is a special category of personal data, so we take extra care with it. Your questionnaire answers are stored only in our booking system. They are seen only by Luke, and are never used for marketing or copied into our email system. You can withdraw your consent at any time, but we can’t safely train you without a current questionnaire.
Marketing emails
We only send training tips and offers if you’ve opted in. Every email has an unsubscribe link, and you can also reply to any email to stop them.
Who we share it with
We never sell your information. We use these trusted services to run the business, and they handle your data only on our instructions:
- Acuity Scheduling (Squarespace): bookings and health questionnaires
- Stripe: card payments
- ActiveCampaign: emails
- Google Workspace: our email inbox
- Zapier: connecting the booking system and email system
- Cloudflare: website hosting, security and cookie-free analytics
- WhatsApp (Meta): if you choose to message us there
Some of these services store data in the United States. Where they do, the transfer is protected by the UK–US data bridge or by the UK’s standard contract clauses.
We’ll also share information if the law requires it.
How long we keep it
| Information | How long |
|---|---|
| Booking, payment and client records | 6 years after your last session, for tax and accounting |
| Health questionnaires | [period agreed with Luke’s insurer] after your last session |
| Free programme and marketing emails | Until you unsubscribe, or 2 years after you last opened an email |
| Messages | 2 years after the conversation |
Your rights
You have the right to:
- see the information we hold about you
- correct anything that’s wrong
- ask us to delete your information, where we don’t need to keep it by law
- object to or restrict how we use it
- withdraw consent at any time
- receive your information in a format you can take elsewhere
To use any of these, email [email protected]. We’ll reply within one month.
If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first.
Cookies
This website doesn’t use cookies to track you. Our analytics counts visits without cookies. The booking calendar may set cookies that it needs to work.
Changes to this policy
If we change this policy, we’ll update the date at the top. If a change is significant, we’ll tell you by email.