My Laptop is secured by means of a Password. My Laptop automatically logs out of my Google account as soon as the screen is closed, and requires the password to be re-entered before any further use.

My Laptop, mobile phone and tablet are usually stored at my home and are never left in my car overnight.

Gmail

I use Gmail as my email provider, and as such may communicate with you for any reason relating to my fitness business.

Gmail is subject to Privacy Policies defined by Google, which can be found here: https://policies.google.com/privacy?hl=en-GB

Gmail Contacts List

My Gmail contacts list is used for email communication and also forms my contacts list on my Mobile Phone and Tablet.

My Gmail contacts list can be accessed from the following sources:

Mobile phone

Tablet

Laptop

I may hold the following data about you in my Gmail contacts list:

Your name
Mobile Phone number
Email address
Emergency name and contact number
Date of birth
Home address (Personal Training clients only)

The data held will be used to communicate with you for the following reasons:

in relation to an enquiry
fitness training programme
exercise classes you take with me

In the case of an enquiry, your details will only be held for the life of your enquiry. When your enquiry has reached a natural conclusion, your details will be deleted.

If you decide to begin any form of exercise or nutrition coaching with me, you will be required to complete a PARQ and you details will be processed in line with Pre Activity Readiness Questionnaire (PARQ)

Your details will be removed from my contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme.

After 12 weeks of non-attendance at a Class without notice being given, you will be considered to have left the class and your details will be removed from my Gmail Contacts List.

You can request that your details be removed from my Gmail Contacts List by emailing me at stuartowen.personaltrainer@gmail.com.

I use WhatsApp to communicate with some clients where it is beneficial to do so.

I access WhatsApp only from my Mobile Phone.

If your name and/or mobile phone number is recorded in my Gmail Contacts List, and you are a WhatsApp user, it will automatically be copied into WhatsApp.

I only use WhatsApp for individual contact and never for marketing purposes.

Your details will be removed from my contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme or an enquiry that you have placed reaches a natural conclusion without you engaging my services.. All conversation history will also be deleted.

After 12 weeks of non-attendance at a Class without notice being given, you will be considered to have left the class and your details will be removed from Gmail Contacts List which in turn will remove you from my WhatsApp contact list. All conversation history will be deleted.

You can request that your details be removed from my WhatsApp contact list by emailing me at stuartowen.personaltrainer@gmail.com.

WhatsApp is subject to Privacy Policies defined by WhatsApp, which can be found here: https://www.whatsapp.com/legal/?eea=1#privacy-policy/

Facebook Messenger

I use Facebook Messenger to communicate with clients where it is beneficial to do so.

I access Facebook Messenger from my Mobile Phone, Laptop and Tablet.

I only use Facebook Messenger for individual contact and never for marketing purposes.

After 12 weeks of non-attendance at a Class without notice being given, you will be considered to have left the class and your details will be removed from my Facebook Messenger contact list. All conversation history will be deleted.

You can request that your details be removed from my Facebook Messenger contact list by emailing me at stuartowen.personaltrainer@gmail.com.

Facebook Messenger is subject to Privacy Policies defined by Meta, which can be found here: https://www.facebook.com/full_data_use_policy

Facebook Messenger Private Rooms

I use Facebook Messenger Private Rooms for online classes, remote PT sessions and meetings.

None of these sessions are recorded without the permission of all attendees.

This permission will be recorded during the first two minutes of the recording.

Facebook Messenger is subject to Privacy Policies defined by Meta, which can be found here: https://www.facebook.com/full_data_use_policy

Enquires By Phone Call or SMS Text

If you enquire about any of my services by phone call or SMS Text your details may be added to my Gmail contact list.

Your details will only be held on my Gmail contact list for the life of your enquiry. When your enquiry has reached a natural conclusion, your details will be deleted. I will also delete your phone number from the call history on my mobile phone along with any SMS Text messages.

Google Forms

I use Google Forms as an alternative to paper forms.

Specifically, I use Google Forms to collect data necessary for you to participate in Personal Training programmes or Classes.

The use of Google Forms is indicated in this policy where specifically applicable.

I access Google Forms from my Mobile Phone, Laptop and Tablet.

Use of Google Forms is subject to their Privacy Policies which can be found here:https://policies.google.com/privacy

Pre Activity Readiness Questionnaire (PARQ)

This is the screening form that you will be asked to complete prior to starting a Personal Training programme with me or joining one of my classes. This may be in a paper format or online Google Form.

PARQ’s may be stored for up to 40 calendar months from the date of completion. This is for insurance purposes only.

Printed PARQ’s are stored in a locked metal container.

PARQ’s completed online are saved as a PDF which is stored and accessed using Google Drive on my Laptop, Tablet and Mobile Phone.

The original data inputted into Google Forms will be deleted on successful saving of a PDF copy.

The following data from your PARQ may be stored on my Gmail Contact list :

Name
Email Address
Mobile phone number
Address (usually for Personal Training clients only)
Emergency Contact name and number.

Your details will be removed from my Gmail contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme.

You will be required to fill in a new PARQ every January to ensure that I have up to date health data on record for you.

After 12 weeks of non-attendance at a Class without notice being given, you will be considered to have left the class and your PARQ will be considered invalid, and held on file for up to 40 months from the date of completion.

Your details will be removed from my Gmail contacts within a further 7 days.

Similarly, if you take a break of 12 weeks or more from your Personal Training programme, I will require you to complete a new PARQ on returning to training and your previous PARQ will be filed for up to 40 months from the date of signing.

You can request that your PARQ is destroyed before the end of the 40 month period by emailing me at stuartowen.personaltrainer@gmail.com. Your email requesting a PARQ destruction will be held until the end of the 40 month period in place of the PARQ.

Paper PARQ’s are destroyed by shredding.

Electronically stored PARQ’s are destroyed by deleting the file saved in Google Drive along with any copies that may transfer to a recycle bin on my Laptop.

Child Pre Activity Readiness Questionnaire (PARQ)

Child PARQ will be completed by the parents of anyone attending a class who is under the age of 16.

Childrens PARQ’s are handled in exactly the same way as those submitted by adults, but with the following exceptions:

A Childs’ PARQ may be held on file for up to 4 weeks after their 21st birthday. This is for insurance purposes only.

With the exception of a PDF copy of the PARQ, Childrens details are not stored electronically on any of my devices and are not added to my Gmail Contacts list.

All contact regarding children's classes will be via details supplied by the child's parents / guardian.

You can request that your Child's PARQ is destroyed before the period leading to 4 weeks after their 21st Birthday by emailing me at stuartowen.personaltrainer@gmail.com

Your email requesting a PARQ destruction will be held until the end of the 40 month period in place of the PARQ.

Food Diary & HEC Report

For some Personal Training programmes, I may need you to complete a Food Diary & HEC (Hunger, Energy, Cravings) diary. This is completed online using a Google Form.

Your email address is recorded as part of this diary so that a copy of the information that you enter can be sent to you. This also allows me to identify who’s data I am looking at.

Your email address will usually already be stored in my contacts list

I import the diary entries, but not your email address, into a spreadsheet for analysis.

Once this has been completed, the notification email and the google form data is permanently deleted within 14 days of the date of submission.

You can request that your Food Diary submission is destroyed before the end of the 14 day period by emailing me at stuartowen.personaltrainer@gmail.com. Your submission will be deleted within 7 days of receiving your request.

The data imported into a spreadsheet for analysis may be stored for the duration of your exercise programme in line with all other Personal Training Records.

Disclaimers

Disclaimers which are completed by you if you are exercising with a known condition that could be exacerbated by exercise.

Disclaimers may be in a paper format or online Google Form.

Disclaimers may be stored for up to 40 calendar months from the date of completion. This is for insurance purposes only.

Printed Disclaimers are stored in a locked metal container.

Disclaimers completed online are saved as a PDF which is stored and accessed using Google Drive on my Laptop, Tablet and Mobile Phone.

The original data inputted into Google Forms will be deleted on successful saving of a PDF copy.

The follow Disclaimers will contain your name and email address:

Exercising with a Bladder Disorder
Exercising with a Bone or Joint condition
Exercising with Diabetes Melitus
Exercising with High Blood Pressure
Exercising while Pregnant

You can request that your Disclaimer is destroyed before the end of the 40 month period by emailing me at stuartowen.personaltrainer@gmail.com. Your email requesting a Disclaimer destruction will be held until the end of the 40 month period in place of the Disclaimer.

Paper Disclaimers are destroyed by shredding.

Electronically stored Disclaimers are destroyed by deleting the file saved in Google Drive along with any copies that may transfer to a recycle bin on my Laptop.

Photo & Video Consent Forms (P&VCF)

This is an authorization given by attendees of my classes, allowing me to use film or photos of them to promote my classes.

This may be in a paper format or online Google Form.

P&VCFs may be stored for up to 40 calendar months from the date of completion.

P&VCF’s are valid for 12 months from the date of signing. After this period, no new promotional material using photos or videos will be produced using the attendees images unless a new authorisation is give.

Printed P&VCF’s are stored in a locked metal container.

P&VCF’s completed online are saved as a PDF which is stored and accessed using Google Drive on my Laptop, Tablet and Mobile Phone.

The original data inputted into Google Forms will be deleted on successful saving of a PDF copy.

The following data from your P&VCF may be stored :

Name

Email Address

You can withdraw your Photo & Video consent at any time, without reason, by requesting that your consent form is destroyed. Your request should be sent via email to stuartowen.personaltrainer@gmail.com.

Consent to use film or photos will be considered to have been withdrawn from the date and time that your email was sent. Your consent form will be destroyed within 7 days of receiving your email. You will receive a reply to your request confirming that your form has been destroyed.

Personal Training Records

As part of your Personal Training programme, I need to keep records containing personal data about you, including, but not limited to, your body composition, fitness levels and ability.

These records are stored and accessed using Google Drive on my Laptop, Tablet and Mobile Phone. This is to allow me to access your fitness programme and all of your statistical data without needing to be at home.

I will supply you with copies of all personal statistical data as it is accumulated.

On completion of your programme, you will receive a final update with all data that I have accumulated.

You will then be given the option to have your data and records permanently deleted from my systems or have them archived for future reference.

Use of Google Drive is subject to their Privacy Policies which can be found here: https://www.google.com/drive/terms-of-service/

Wix

I use Wix to host my website www.sopt.co.uk.

If you submit an enquiry form from the site, any data you enter will be held on the site database.

You can also send me chat messages via the site.

I access the WIx enquiry form from my Mobile Phone, Laptop and Tablet.

The data and chat messages will remain live for the duration of your enquiry and then deleted when your enquiry reaches a natural conclusion or you complete a PARQ prior to beginning a training programme with me or joining a Class.

Use of Wix is subject to their privacy policy which can be found here:

https://www.wix.com/about/privacy

Google Calendar

Appointments with Personal Training clients are entered onto a Private Google Calendar.

The appointment entry may contain your name and address.

The calendar entries are visible from my mobile phone, my tablet, and my laptop.

I may allow access to my google calendar to a maximum of two members of my immediate family, including my partner. This is to allow my movements to be traced in the event of an emergency. The individuals will only have access to the details listed above and will never contact you without due cause.

Square

I may take payments by debit or credit cards using Square.

I access my Square account via an app on my mobile phone and via a web page on my laptop.

Payments are taken either through an online store https://stuartowen-pt.square.site/ or a portable card reader linking to an app on my mobile phone.

Your name, phone number and email address may be stored in the Square App and on the website listed above in order to send you receipts for any transactions made.

Your details will be removed from my Square contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme.

After 12 weeks of non-attendance at a Class without notice being given, you will be considered to have left the class and your details will be deleted from my Square contacts list.

You can request that your details are deleted from my Square contacts list at any time by emailed stuartowen.personaltrainer@gmail.com.

Use of Square and is subject to their Privacy Policies which can be found here: https://squareup.com/gb/en/legal/general/privacy/

Privacy Policy

Gmail

Gmail Contacts List

WhatsApp

Facebook Messenger

Facebook Messenger Private Rooms

Enquires By Phone Call or SMS Text

Google Forms

Pre Activity Readiness Questionnaire (PARQ)

Child Pre Activity Readiness Questionnaire (PARQ)

Food Diary & HEC Report

Disclaimers

Photo & Video Consent Forms (P&VCF)

Personal Training Records

Wix

Google Calendar

Square

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Gosport, Hampshire, England