Privacy Policy

How we protect your personal data

At CoachWhitt, we take your privacy seriously. This policy explains how we collect, use, and protect your personal information.

Last Updated: November 2025


1. Who We Are

Data Controller: Dean Whittingslow, trading as CoachWhitt
Email: info@coachwhitt.com
Website: https://www.coachwhitt.com


2. What Information We Collect

Information You Provide to Us:

  • Contact Information: Name, email address, phone number
  • Booking Information: Appointment details, preferences, questions submitted via Calendly
  • Communication: Any messages you send us via email or contact forms
  • Client Information (if you become a client): Fitness goals, health information, training progress, payment details

Information Collected Automatically:

  • Website Analytics: IP address, browser type, pages visited, time spent on site (via Google Analytics, only with your consent)
  • Cookies: Essential cookies for website functionality, and analytics cookies (with consent)

3. How We Use Your Information

We use your personal information for the following purposes:

  • Service Delivery: To provide coaching services, schedule sessions, and communicate with you
  • Communication: To respond to your enquiries, send appointment reminders, and provide updates about your training
  • Business Operations: To manage bookings, process payments, and maintain client records
  • Website Improvement: To understand how visitors use our website and improve user experience (with consent)
  • Legal Compliance: To comply with legal obligations and protect our rights

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

  • Consent: For marketing communications and analytics cookies
  • Contract Performance: To deliver coaching services you've purchased
  • Legitimate Interests: To operate our business, improve our services, and respond to enquiries
  • Legal Obligation: To comply with tax, accounting, and other legal requirements

5. Third-Party Services

We use the following third-party services that may process your data:

Calendly (Booking Platform)

We use Calendly to manage appointment bookings. When you book a discovery call, Calendly collects your name, email, and any information you provide in the booking form. Calendly processes this data on our behalf.

Calendly Privacy Policy: https://calendly.com/privacy

Google Analytics (Website Analytics)

With your consent, we use Google Analytics to understand how visitors use our website. This helps us improve user experience. Google Analytics uses cookies to collect anonymised data about your visit.

Google Analytics Privacy Policy: https://policies.google.com/privacy

Email Provider

We use email services to communicate with you. Your email address and message content may be stored by our email provider.


6. Cookies

Our website uses cookies to enhance your browsing experience. You can control cookie preferences via the cookie banner when you first visit our site.

Essential Cookies

These cookies are necessary for the website to function properly. They enable core functionality such as security, network management, and accessibility. You cannot opt out of essential cookies.

Analytics Cookies (Optional)

These cookies help us understand how visitors interact with our website by collecting anonymised information. We only use analytics cookies with your consent.

Managing Cookies: You can change your cookie preferences at any time by clicking Cookie Settings.


7. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy:

  • Enquiries: 2 years from last contact
  • Client Records: 7 years from end of service (for tax and legal compliance)
  • Marketing Consent: Until you withdraw consent or 3 years of inactivity
  • Analytics Data: 26 months (Google Analytics default)

8. Your Rights

Under UK GDPR, you have the following rights:

  • Right to Access: Request a copy of the personal data we hold about you
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your personal data (subject to legal obligations)
  • Right to Restrict Processing: Request that we limit how we use your data
  • Right to Data Portability: Request transfer of your data to another service
  • Right to Object: Object to processing based on legitimate interests or for marketing purposes
  • Right to Withdraw Consent: Withdraw consent for marketing or analytics at any time

To exercise any of these rights, please contact us at info@coachwhitt.com. We will respond within 30 days.


9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. This includes:

  • Secure data storage and transmission (HTTPS/SSL)
  • Limited access to personal data (only authorised personnel)
  • Regular security reviews and updates
  • Password protection for client portals and systems

10. International Data Transfers

Some of our third-party service providers (such as Calendly and Google) may process data outside the UK/EEA. Where this occurs, we ensure appropriate safeguards are in place, such as:

  • EU-US Data Privacy Framework participation
  • Standard Contractual Clauses approved by the UK ICO
  • Adequacy decisions recognising equivalent data protection standards

11. Children's Privacy

Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.


12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or sending you an email.

Current Version: 1.0 (November 2025)


13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Email: info@coachwhitt.com
Website: www.coachwhitt.com


14. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

ICO Website: https://ico.org.uk/
ICO Helpline: 0303 123 1113

This Privacy Policy was last updated on November 8, 2025.