PRIVACY
POLICY

ArtFitness is the trading name of Arturas Bingelis, a sole trader based in London, United Kingdom.

For the purposes of UK data-protection law, Arturas Bingelis trading as ArtFitness is the data controller for the personal information described in this policy.

Contact details:

Email: hello@artfitness.co.uk

Website: artfitness.co.uk

Location: London, United Kingdom

ArtFitness is registered with the Information Commissioner’s Office (ICO) and maintains the applicable data-protection registration.

This policy applies when you visit the ArtFitness website, make an enquiry, have a consultation, complete health screening, purchase or attend personal training, communicate with ArtFitness, make a payment, take part in progress tracking, consent to photography/video, or otherwise interact with ArtFitness services.

ArtFitness provides services to adults aged 18 and over. The website may be viewed by anyone, but ArtFitness does not knowingly onboard anyone under 18 for paid personal training.

3.1Identity and contact information

ArtFitness may collect:

name;

date of birth or age confirmation;

email address and telephone number;

address/postcode where relevant to home or private-location training, contracts, invoices or other legitimate administration;

emergency contact details;

occupation or lifestyle information where relevant to exercise planning.

3.2Health and fitness information — special category data

Personal training requires health screening. ArtFitness may therefore collect:

PAR-Q and other health-screening responses;

medical conditions, symptoms and relevant medical history;

injury history and physical limitations;

medication information relevant to safe exercise;

medical advice, referral or clearance documents only where genuinely required following screening, and related correspondence;

fitness history, exercise experience and goals;

fitness measures and progress information such as weight, body measurements, heart rate, exercise performance and training notes;

information about changes in health during the client relationship.

Health information is special category personal data and receives additional protection.

3.3Booking, contract and payment information

ArtFitness may collect:

consultation and appointment details;

training location and availability;

services/packages purchased, usage and expiry;

payment status, transaction references and invoice/receipt information;

records of cancellations, rescheduling, credits and refunds.

Payment can be made by cash, bank transfer or secure card payment via Square. ArtFitness may keep the payment and transaction records needed for contracts, accounts and tax. Where a client chooses to pay by card, Square processes the transaction securely and ArtFitness does not receive or store the client’s full card details. Square may process information necessary to complete the transaction and to meet its payment, fraud-prevention, regulatory and legal obligations.

3.4Communications

ArtFitness may keep records of relevant communications by email, telephone, WhatsApp, website contact links/forms, booking platforms or other channels, including information you voluntarily provide during consultations or coaching. Zoho Mail is used for ArtFitness business email and may contain communications relating to enquiries, consultations, onboarding, bookings, client administration and training arrangements. It may also contain onboarding notifications and related client communications.

3.5Photographs, video and testimonials

With appropriate separate consent, ArtFitness may collect progress photographs, exercise videos, testimonials or transformation material. Private progress tracking and public marketing use are treated separately. Refusing marketing-image consent will not prevent you from buying personal training.

3.6Website, security and technical information

Website hosting/security systems may process technical information such as IP address, browser/device information, security events, request logs and similar technical data where necessary to deliver, protect and troubleshoot the website.

ArtFitness uses Cloudflare Web Analytics. Cloudflare states that this product does not use cookies or localStorage to collect usage metrics and does not fingerprint individual visitors for analytics. It is used for general page-view, referral and website-performance information.

ArtFitness also offers optional Google Analytics 4 (GA4). GA4 does not load until a visitor accepts analytics. If accepted, Google may process technical and usage information such as page URL, approximate location, browser/device information, referral source, page views, scrolling, outbound link clicks and non-personal consultation events. ArtFitness records only that a consultation form was started or successfully submitted; names, email addresses, telephone numbers, consultation answers, health or medical information, consent responses and free-text messages are not sent to Google Analytics.

3.7Client onboarding information collected through Zoho Forms

ArtFitness uses Zoho Forms for client onboarding. Information collected and retained through Zoho Forms may include:

name;

email address;

telephone number;

date of birth;

emergency contact information;

fitness goals and activity information;

health and exercise-screening information;

information supplied in response to health-screening questions;

health-data consent;

training declarations and confirmations;

Terms & Conditions acceptance;

Privacy Policy acknowledgement; and

client signature.

Health information collected through Zoho Forms is special category personal data and receives the additional protections described in this policy.

3.8Online coaching records and exercise videos

Where a client purchases online coaching, ArtFitness may keep programme information, activity targets, check-in responses, coaching communications, progress information and records of programme adjustments needed to deliver and manage the service.

Complete Coaching clients may choose to submit exercise videos for technique review. These videos are used only to analyse the prescribed exercise, provide personalised feedback and make appropriate programme amendments. Exercise-video submission is optional and is not used for marketing unless the client gives separate, specific permission. Clients should avoid including other people, unnecessary personal information or identifiable documents in submitted videos.

We collect information:

directly from you during enquiries, consultations, onboarding, health screening, payments and sessions;

through Zoho Forms when you complete client onboarding and pre-exercise health screening;

from documents you choose or are required to provide, including medical advice or clearance where genuinely required following screening;

through communications with you;

through banks, Square and any booking or communication service providers used to deliver the service;

automatically through website hosting, security and analytics technologies where applicable.

If ArtFitness receives personal information about you from another source, we will provide the required privacy information within the period required by law unless an exception applies.

Responding to enquiries and arranging consultations

Information used: contact details, messages, availability.

Lawful basis: steps at your request before entering a contract; legitimate interests in responding to enquiries and operating the business.

Client onboarding, bookings and delivering paid services

Information used: identity, contact, scheduling, contract, onboarding and training records.

Purpose: Zoho Forms is used to carry out client onboarding, complete pre-exercise health screening, collect information needed to plan and adapt personal training, record required declarations and confirmations, record explicit health-information consent, and maintain evidence of completed onboarding.

Lawful basis: contract / steps before contract; legitimate interests where necessary for administration. Relevant health information is processed under the Article 6 and Article 9 conditions explained below.

Health screening and safe exercise planning

Information used: PAR-Q, medical/injury information, medical advice or clearance where required, and progress information.

Lawful basis: Article 6 basis such as steps before contract/contract or legitimate interests, plus Article 9 explicit consent for health data where appropriate.

Managing emergencies

Information used: health information, location, emergency contact.

Lawful basis: vital interests where necessary; applicable Article 9 vital-interests condition in a genuine emergency.

Payments, accounts and tax

Information used: transaction, invoice and payment records.

Lawful basis: contract and legal obligation.

Safety, complaints, insurance and legal claims

Information used: client records, communications, incident information, health data where relevant.

Lawful basis: legitimate interests and/or legal obligation; Article 9 legal-claims condition where applicable.

Private progress photographs/videos

Information used: images/video and related progress data.

Lawful basis: consent; where the material reveals health information, explicit consent may also be used.

Marketing use of photos/testimonials

Information used: identifiable images, video, testimonial.

Lawful basis: separate consent.

Marketing messages about ArtFitness services, workshops or classes

Information used: name, email, phone, marketing preferences.

Lawful basis: consent or legitimate interests where the PECR soft opt-in lawfully applies; every message will provide an appropriate opt-out.

Website operation, security and improvement

Information used: technical/security logs, Cloudflare Web Analytics information and, only after acceptance, GA4 usage information and non-personal events.

Lawful basis: legitimate interests in operating and protecting the website for essential security and Cloudflare’s cookieless analytics; consent for optional Google Analytics 4.

6.1Appropriate pre-exercise screening and the provision of accurate relevant health information are required before paid personal training begins. ArtFitness will review this information to decide whether training can be provided safely and within professional scope. Where processing relies on explicit consent as the Article 9 condition, that consent will be specific, affirmative and kept separate from general Terms or policy acknowledgement.

6.2If screening identifies something that may require additional medical advice, referral or clearance, ArtFitness may require appropriate advice or written clearance from a GP or another suitably qualified healthcare professional before training proceeds. If required information, advice or clearance is not provided, ArtFitness may postpone or decline training.

6.3Health information is not used for unrelated marketing.

6.4Where health information is necessary for the establishment, exercise or defence of legal claims, ArtFitness may process it under the applicable legal-claims condition.

If you provide an emergency contact, you should tell that person that you have given ArtFitness their details. ArtFitness will normally use the information only where reasonably necessary in connection with your safety or an emergency, or to maintain accurate client records.

8.1ArtFitness may in future send occasional information about its own personal training, workshops, classes, services or offers by email, text, WhatsApp or similar electronic message where legally permitted.

8.2For individuals, ArtFitness will use consent unless the applicable “soft opt-in” rules permit marketing to an existing/negotiating customer about ArtFitness’s own similar services and the required opt-out opportunity was provided when the contact details were collected.

8.3You can opt out of marketing at any time by using the unsubscribe/opt-out method in the message or by contacting hello@artfitness.co.uk. Opting out of marketing does not stop essential service messages about an active booking or contract.

Your right to object to direct marketing: You have an absolute right to object to the use of your personal information for direct marketing. If you object, ArtFitness will stop using your information for that marketing purpose.

9.1ArtFitness will not assume that buying personal training gives permission to publish your image.

9.2Separate consent will be obtained before an identifiable photograph, video, testimonial or transformation is used on the ArtFitness website, social media, advertising or promotional material.

9.3You may withdraw consent for future use. ArtFitness will stop new uses and, where reasonably practicable, remove material from channels under its control. Withdrawal cannot always recall copies already printed, downloaded, cached, shared by others or otherwise outside ArtFitness’s control.

ArtFitness does not sell personal information. We may share only what is reasonably necessary with:

Google services used for email, documents, storage and appointment administration, including Google Calendar for managing booked sessions, appointment dates and times, agreed locations and the ArtFitness diary. Only relevant appointment information is used for calendar administration; full PAR-Q or health-screening records are not stored in Google Calendar;

WhatsApp/Meta where you communicate with ArtFitness through WhatsApp;

Cloudflare and website/hosting/security providers;

Google, where you have accepted optional Google Analytics 4;

Zoho Corporation / Zoho services, which provides technology services used by ArtFitness including Zoho Forms and Zoho Mail and processes information in connection with providing those services. Arturas Bingelis trading as ArtFitness remains responsible for deciding why and how client information is processed;

booking or scheduling providers introduced by ArtFitness;

Squareup Europe Ltd, where a client chooses secure card payment via Square, and banks used to receive or refund payments. Square may process transaction information for payment, fraud-prevention, regulatory and legal purposes;

commercial gyms or venues where limited information is necessary for access/booking and where sharing is lawful;

professional advisers, accountants, insurers or legal advisers where necessary;

emergency services, healthcare professionals or your emergency contact where reasonably necessary to protect life or health;

police, courts, regulators, HMRC or other authorities where disclosure is required or permitted by law.

When ArtFitness introduces or materially changes a provider that affects how your personal information is handled, this policy will be reviewed and updated where necessary.

Some technology providers may process or store information outside the United Kingdom. Where UK data-protection law requires safeguards for an international transfer, ArtFitness will rely on an applicable UK adequacy regulation, approved contractual mechanism such as the UK International Data Transfer Agreement/Addendum, or another lawful safeguard.

Client information may be stored in Google Drive/Google Docs and on password/passcode-protected business devices such as ArtFitness’s phone and laptop.

Zoho Forms — used to securely collect and retain completed client onboarding records, including health and exercise-screening information, declarations, consents and signatures.

Zoho Mail — used for ArtFitness business email and may contain onboarding notifications and communications relating to enquiries, consultations, onboarding, bookings, client administration and training arrangements.

Google Calendar — used for relevant appointment administration such as managing booked sessions, dates, times, agreed locations and the ArtFitness diary. Full PAR-Q and health-screening records are not stored in Google Calendar.

Relevant information may also remain in WhatsApp, booking systems, bank records or Square transaction records where those channels are used.

ArtFitness aims to keep data in the fewest systems reasonably necessary and to avoid storing unnecessary copies of medical documents.

ArtFitness uses proportionate technical and organisational safeguards appropriate to a small personal-training business handling health information. These include access controls, device passcodes/biometric access where available, account authentication controls, software updates, secure cloud services, restricted access and care when sharing sensitive information. Client onboarding records are held within access-controlled online systems, and reasonable technical and organisational measures are used to protect personal information.

No electronic system can be guaranteed to be completely secure. If a personal-data breach occurs, ArtFitness will assess the risk, take appropriate action and notify the ICO and/or affected individuals where the law requires.

ArtFitness aims to collect only information that is adequate, relevant and reasonably necessary for the stated purposes. Medical documents may contain information beyond what ArtFitness needs. Where practicable, clients should provide only the relevant advice, clearance or information required after screening rather than unnecessary full medical records.

Retention depends on the type of information and why it is needed.

Enquiries that do not become clients

Normally up to 12 months after the last meaningful contact, unless needed longer for a dispute or legal reason.

Client contracts, PAR-Q/health screening, medical advice or clearance where required, progress/training and incident records

Normally up to 6 years after the last paid service, or longer where reasonably required by law, insurance or an active/potential legal claim.

Payment, invoice and tax records

For the period required by tax/accounting law and any reasonable legal-claims period.

Marketing contact information

Until you withdraw consent/opt out or the information is no longer reasonably needed. Minimal suppression information may be retained to ensure an opt-out is respected.

Private progress photographs/video

For the coaching relationship and any agreed follow-up period, or longer only where there is a clear lawful reason.

Marketing photographs/video/testimonials

Until consent is withdrawn or the material is no longer used, subject to the practical limits described in section 9.

Website/security logs

According to the reasonable retention periods of the relevant hosting/security provider and ArtFitness’s security needs.

Optional Google Analytics information

According to the GA4 retention controls configured for the ArtFitness property and Google’s applicable processing terms. You can withdraw analytics consent at any time through Cookie Settings.

ArtFitness will periodically review retained information and delete or anonymise information that is no longer needed.

Depending on the circumstances and lawful basis, you may have the right to:

be informed about how your information is used;

request access to your personal information;

ask for inaccurate information to be corrected;

ask for information to be erased in circumstances where the right applies;

ask for processing to be restricted;

object to processing based on legitimate interests;

object at any time to direct marketing;

receive certain information in a portable format where the right applies;

withdraw consent at any time where processing relies on consent, without affecting processing that was lawful before withdrawal; and

complain to the Information Commissioner’s Office.

Rights are not absolute in every situation. For example, ArtFitness may need to retain some information to comply with law, maintain financial records or establish/defend legal claims.

To exercise a right, contact hello@artfitness.co.uk. ArtFitness may ask for reasonable proof of identity before releasing personal information. Requests will be handled within the time required by law.

ArtFitness does not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on clients.

18.1ArtFitness uses Cloudflare Web Analytics as described above. Cloudflare states that this product does not use cookies or localStorage to collect usage metrics and does not fingerprint individuals for analytics.

18.2Google Analytics 4 is optional and does not load on a visitor’s device until they select “Accept analytics”. If accepted, GA4 may set first-party analytics cookies and collect the limited website usage information described in section 3.6. Advertising storage, advertising user data and personalised advertising remain disabled.

18.3Visitors are given equal “Accept analytics” and “Reject analytics” options. The choice is stored locally on the visitor’s device so the website can remember it. The choice can be changed later through the Cookie Settings control. Rejecting or withdrawing consent does not affect access to the website or consultation form.

18.4Where analytics is accepted, ArtFitness records page views and ordinary engagement such as scrolling and outbound clicks. It also records non-personal events when a consultation call-to-action is selected, when the consultation form is first used and when a consultation request is successfully sent. Form contents and sensitive information are not included in those events.

18.5The website or its hosting/security functions may use strictly necessary technologies to operate, secure or deliver the site.

The ArtFitness website may link to third-party services such as WhatsApp, booking tools, Square, banks, social media or gym websites. Those organisations act under their own privacy notices for information they control. ArtFitness is not responsible for their independent privacy practices, although we aim to choose reputable providers.

ArtFitness will review this Privacy Policy when its services, technology providers, marketing practices or legal obligations materially change. The updated version will show a new “Last updated” date. Where a new use of existing personal information requires people to be actively informed before it begins, ArtFitness will do so.

If you have a privacy concern, please contact ArtFitness first so we can try to resolve it:

hello@artfitness.co.uk

You also have the right to complain to the Information Commissioner’s Office, the UK’s data-protection regulator. Information about raising a concern is available at:

ico.org.uk/make-a-complaint

Arturas Bingelis trading as ArtFitness

London, United Kingdom

hello@artfitness.co.uk

artfitness.co.uk