Privacy Policy

1. Introduction

Lift Run Thrive is a Personal Training and Online Coaching business operated by Callum Gilbert, based in Neath, Wales.

This Privacy Policy explains how personal information is collected, used, stored and protected when you visit our website, enquire about coaching or become a client.

• Business name: Lift Run Thrive
• Business owner: Callum Gilbert
• Website: liftrunthrive.co.uk
• Email: Liftrunthrive@outlook.com

Callum Gilbert, trading as Lift Run Thrive, is the data controller responsible for the personal information described in this policy.

2. Information We Collect

Depending on how you interact with Lift Run Thrive, we may collect:

• Your name, email address, telephone number and date of birth
• Information about your fitness goals, training experience and lifestyle
• Information provided through applications and onboarding questionnaires
• Relevant medical conditions, injuries, medication and exercise limitations
• Bodyweight, body measurements and progress photographs
• Training records, nutrition information, activity levels and progress tracking
• Weekly check-⁠in responses and coaching feedback
• Payment and transaction records
• Messages and correspondence relating to your coaching
• Enquiries sent through our website’s contact form, including your name, contact number and message
• Technical information such as your IP address, which may be processed by our website hosting provider

Date of birth is collected to verify that applicants meet our minimum age requirement of 18.

We only request information relevant to assessing suitability for coaching and providing our services.

You are not required to provide personal information, but without certain details we may be unable to respond to your enquiry, assess your application or provide coaching safely.

3. How We Use Your Information

We use personal information to:

• Respond to enquiries and coaching applications
• Assess whether our coaching services are appropriate for you
• Complete onboarding and health screening
• Create personalised training and nutrition programmes
• Monitor progress and make coaching adjustments
• Provide feedback, support and weekly check-⁠ins
• Arrange Personal Training appointments
• Process payments and maintain financial records
• Maintain the security and functionality of our website
• Meet legal and regulatory obligations

Under UK data protection law, we rely on the following lawful bases where appropriate:

Contract: To take steps before entering into a coaching agreement and to provide the coaching services you have purchased.

Legal obligation: To maintain records and meet applicable legal requirements, including relevant tax and accounting obligations.

Legitimate interests: To respond to enquiries, manage our business, protect our website and maintain appropriate business records, where these interests are not overridden by your rights.

Consent: Where we ask for your permission for a specific purpose, such as publishing client progress photographs or testimonials.

For health information, we also identify an appropriate condition under Article 9 of the UK GDPR. Where we rely on explicit consent, this is requested separately during onboarding.

We do not sell your personal information to third parties.

4. Health Information

Before coaching begins, clients complete an onboarding questionnaire containing a Physical Activity Readiness Questionnaire (PAR-⁠Q).

This may include information about medical conditions, injuries, medication and other factors relevant to safe participation in exercise.

Health information is classified as special category personal data under UK data protection law and receives additional protection.

We collect and use relevant health information to assess whether coaching is suitable for you, identify exercise limitations and provide personalised coaching safely.

Where we rely on explicit consent to process this information, we request it separately through our onboarding questionnaire.

You can withdraw your consent at any time by contacting us. Withdrawal does not affect processing that was lawful before consent was withdrawn. However, we may be unable to continue providing coaching safely without the relevant information.

Where appropriate, clients may be advised to seek medical guidance before beginning or continuing an exercise programme.

5. Progress Photographs and Transformations

Progress photographs may be collected as part of coaching to help assess physical progress over time.

These photographs are used for coaching purposes and are not automatically authorised for public use.

Before sharing identifiable client transformations, testimonials or photographs on our website, Instagram or other marketing channels, we request separate permission.

Clients can decline permission without affecting their coaching.

Permission to publish may be withdrawn by contacting us. We will stop further use and remove material from channels we control where reasonably possible, although we cannot guarantee removal of copies independently shared by others.

Photographs collected for coaching purposes are handled separately from photographs authorised for marketing.

6. Coaching Platforms and Third-⁠Party Services

We use the following platforms to provide and manage coaching:

• Google Forms: Applications, onboarding questionnaires and check-⁠ins
• Google Sheets: Training programmes, coaching dashboards and progress tracking
• Google Drive: Storage and management of coaching records
• WhatsApp: Client communication and coaching support
• Loom: Coaching walkthroughs, demonstrations and video feedback
• Instagram: Messages and, with permission, transformation posts
• Microsoft Outlook: Email communication
• Formspree: Delivering messages submitted through our website’s contact form
• Cloudflare: Hosting and securing our website

These services may process personal information on our behalf or under their own privacy terms, depending on the service and circumstances.

We may also share relevant information where required by law or with our insurer where necessary in connection with a claim.

We aim to limit access to client information to what is necessary for coaching and use appropriate account security and access controls.

Some providers may process information outside the United Kingdom. Where restricted international transfers occur, we will ensure that an appropriate lawful transfer mechanism applies.

7. Payments

Payments are accepted by bank transfer or cash.

We maintain appropriate payment and transaction records for accounting, administration and legal obligations.

We do not collect payment card details through our website.

8. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Our retention periods are:

• General enquiries: Up to 12 months after the last relevant communication
• Unsuccessful applications: Up to 6 months after the application is closed, unless a shorter period is appropriate
• Health questionnaires, training records and check-⁠ins: Up to 3 years after coaching ends, where retention remains necessary and lawful
• Progress photographs: Deleted within 3 months of coaching ending, unless you have separately authorised their continued use or retention
• Financial and accounting records: Generally 6 years, or another period required by applicable law
• Marketing photographs: Until permission is withdrawn or continued use is no longer appropriate, subject to relevant legal requirements

Some information may need to be retained for longer where necessary to meet legal obligations or establish, exercise or defend legal claims.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

9. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These include appropriate access restrictions, secure account management and limiting access to client information.

No online storage or communication method can be guaranteed completely secure.

10. Your Data Protection Rights

Under UK data protection law, you may have the right to:

• Access personal information held about you
• Request correction of inaccurate information
• Request deletion of information in certain circumstances
• Restrict or object to certain processing
• Request transfer of eligible personal information
• Withdraw consent where processing relies on consent

You also have the right to object to processing based on legitimate interests, subject to applicable legal conditions.

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, contact Liftrunthrive@outlook.com.

Requests are generally handled free of charge, and we will respond within one month, subject to any extensions or exceptions permitted by law.

You can also raise a concern with the Information Commissioner’s Office (ICO).

• ICO complaints: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113

11. Age Requirements

Lift Run Thrive coaching services are available to individuals aged 18 and over.

We collect date of birth to verify eligibility.

We do not knowingly accept coaching applications from individuals under 18.

12. Website Cookies

Our website is not intended to use analytics, advertising or tracking cookies.

Our hosting provider, Cloudflare, may use strictly necessary security cookies or similar technologies to protect the website from automated or malicious activity.

Strictly necessary technologies do not generally require consent, although visitors must still receive appropriate information about their use.

Links to Instagram, WhatsApp, Google Maps and Google Forms may take you to external services with their own privacy policies and cookie practices.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, business practices or legal requirements.

The latest version will be available on our website.

14. Contact

For privacy-⁠related questions or requests, please contact:

• Lift Run Thrive
• Business owner: Callum Gilbert
• Email: Liftrunthrive@outlook.com
• Website: liftrunthrive.co.uk