Legal
Privacy Policy
Last updated: November 2026
Fordfit Personal Training Ltd, trading as FordFit Personal Training ("we", "us", "our"), respects your privacy. This policy explains what personal information we collect through fordfitpt.com and when you train with us, why we collect it, who we share it with, how long we keep it, and the rights you have under UK data protection law (UK GDPR and the Data Protection Act 2018).
Who we are
Fordfit Personal Training Ltd is the data controller for your personal information. We are a company registered in England and Wales (company number 16600168).
- Registered office: Sunnyside The Common, Fritton, Norwich NR15 2QS
- Email: toby@fordfitpt.com
- Phone: 07495 141804
- ICO registration number: ZB741190
The information we collect
We only collect what we need. Depending on how you deal with us, this may include:
- Contact details: your name, email address and phone number.
- Enquiry details: the services you’re interested in and anything you tell us about your goals.
- Coaching information: if you train with us, your training plans, session notes, progress (such as measurements, photos you choose to share, and workout and nutrition logs in the FordFit App).
- Health information: details about your health, injuries or medical conditions that affect how you can train safely (see below).
- Technical information: basic information your browser sends when you visit the website, such as your IP address and device type, which our hosting provider records for security.
We collect this information directly from you when you fill in a form on this website, email, call or message us, or train with us.
How and why we use your information
The law requires us to have a lawful basis for each way we use your information:
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry or free trial request, and arranging your consultation | Steps taken at your request before entering into a contract; legitimate interests in responding to people who contact us |
| Providing personal training and online coaching, including your plans and the FordFit App, and managing our relationship with you | Performance of a contract |
| Using health information to keep your training safe | Your explicit consent |
| Keeping business and financial records | Legal obligation |
| Running and securing our website | Legitimate interests |
Health information
To coach you safely we may ask about your health, medical history, injuries or medication, usually through a health questionnaire before you start training. This is "special category" data and has extra protection under the law. We only collect it with your explicit consent. We use it solely to plan and deliver your training safely. Only Toby, your coach, sees it, and it is stored securely. You can withdraw your consent at any time, although this may mean we can no longer coach you safely. Please don’t include health details in the website enquiry form; we’ll ask for what we need at your consultation.
Reviews
Our website shows reviews that clients have posted publicly on our Google Business listings, with the name shown on Google. Reviews you leave on Google are governed by Google’s own privacy policy. If you’d like a review removed from our website, contact us. We’ll only use your photo or a testimonial on our website or social media with your permission.
Who we share your information with
We use trusted service providers to run our business. They only process your information on our instructions and must keep it secure:
| Provider | What they do |
|---|---|
| Hostinger | Website hosting |
| Resend | Delivering website form submissions and confirmation emails |
| Google Workspace | Business email |
| Kahunas | The FordFit App: training plans, workout and nutrition tracking, check-ins and messaging for coaching clients |
| Xero | Invoicing and accounts |
| Google Maps | Showing a map of our venues, only if you choose to load it (see Cookies) |
We may also share information with our professional advisers (such as accountants, lawyers and insurers), and with authorities such as HMRC or the police where the law requires it. We never sell your personal information.
International transfers
Some of our providers store data outside the UK, for example in the EU or the United States. Where they do, we make sure the transfer is protected, for example by a UK adequacy decision (including the UK–US Data Bridge), or by the UK’s International Data Transfer Agreement or Addendum.
How long we keep your information
- Enquiries that don’t go ahead: up to 24 months, then deleted.
- Client coaching records: for as long as you train with us, then up to 2 years in case you return.
- Health information: for as long as you train with us, then up to 2 years.
- Invoices and financial records: 6 years after the end of the tax year they relate to, as required by HMRC.
Keeping your information secure
We use appropriate technical and organisational measures to protect your information, including encrypted (HTTPS) connections, access controls and reputable, secure service providers. If a data breach is likely to put you at risk, we’ll tell you and the ICO as the law requires.
Your rights
You have the right to:
- Access: ask for a copy of the information we hold about you
- Rectification: ask us to correct anything inaccurate or incomplete
- Erasure: ask us to delete your information
- Restriction: ask us to limit how we use it
- Objection: object to us using it for legitimate interests
- Portability: receive information you gave us in a portable format
- Withdraw consent: at any time, where we rely on consent
To use any of these rights, contact us at toby@fordfitpt.com. It’s free, and we’ll respond within one month. We may need to confirm your identity first.
Cookies
Our website doesn’t use analytics or advertising cookies. It stores a small note in your browser so the free trial pop-up only shows once per visit, which is strictly necessary for the site to work as you’d expect. The maps on our In-Person Coaching page are from Google Maps, which sets its own cookies; they only load if you click “Load map”.
Complaints
If you’re unhappy with how we’ve handled your information, please contact us first at toby@fordfitpt.com. We’ll acknowledge your complaint within 30 days and keep you updated until it’s resolved. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed. If we make significant changes, we’ll make them clear on our website.