Privacy Policy
What Information is Collected About You
When you get in touch, I keep your contact information (Name and Email address) in order to get back to you. I may also collect contact information if you voluntarily participate in competitions. If you decide to book a consultation, you are redirected to the Calendly booking site where it asks for:
1. Name
2. Email Address
3. Lifestyle information, (optional) specifically;
3/a. Your fitness/nutritional goals,
3/b. Your background of exercise and physical activity
3/c. Details of any injuries, medical conditions or medication that may affect your training
3/d. Rating your overall nutrition/eating habits
This information is collected to give me a better understanding of your lifestyle and goals before we meet. At our consultation more lifestyle questions will be asked based on your answers to the pre consultation questions. I will ask for your consent for the audio of the consultation to be recorded - this is purely so that I can be completely present in the conversation and have a record of any information that I need to help build your coaching program. This recording will be deleted after 48 hours of meeting. You have the right to refuse consent to be recorded - in which case I will handwrite notes that will be deleted after 48 hours.
If you sign up to my services, further information will be collected about you:
1. Name
2. Email address
3. Health Data; Physical Activity Readiness Questionnaire (PARQ) (legally required for me to train you)
4. Emergency Contact Information (optional) (in case of an emergency)
5. Measurements and progress photos (optional) (to document and track your progress)
6. Photos and videos (Optional) I may take photos and videos during our sessions to document your progress or for promotional purposes on social media/my website. This will only happen with your consent - documented written consent is asked on the Informal Agreement form, but verbal consent will also be asked every time. If a testimonial or post is specifically about you, I will always send it to you first for approval before posting. You have the right to withdraw your consent for this at any time, in which case it will not be used in future publications but may continue to appear in publications already in circulation and online.
7. A record of every payment made to ‘Georgia Boyle PT’ will be kept - I do not keep bank details, only your name, date of payment and amount paid.
You will be required to sign an Informed Consent form (legally required proof that you understand any risks of training) and an Informal Agreement (explaining payment, holiday and cancellation policies).
The above information (unless stated optional) is necessary for me to be able to provide my service to you. It is either a legal requirement for me to obtain the above information, or I cannot provide services to you without it.
How I Use Information Collected About You (Purpose of Processing)
I use your name and email to contact you regarding your enquiry, send out check in forms and other information relevant to the service - not marketing material. I use lifestyle information, as well as measurements and progress photos, in order to provide services as requested, and track your progress. Optional photos and videos may be used for marketing purposes with your consent. Payment information is kept for records of income for HMRC. These records of payment may be shared with an accountant for self assessment tax purposes, which will only include name, date of payment and amount paid - I never share any bank details. This is the only time information of yours will be shared - all other information will be kept confidential in a password protected computer viewed only by the controller (Georgia Boyle). I do not use your data for automated decision making - I do not have any processes like this.
Access to Your Information and Correction
Once your PARQ, Informed Consent and Informal Agreement have been completed a copy is automatically emailed to you. You have the right to request to see a copy of any information I hold about you and to request corrections or deletions of information that is no longer required or you think is inaccurate. Please email me at GeorgiaBoylePT@gmail.com to request this.
Legal Basis of Processing
This section contains the legal basis of processing your data;
1. Health Data; contract; a completed PARQ is legally required to make sure that you are able to train without clearance from a GP - this data also comes under the Article 9 condition for processing special category data; Article9(f) - Legal Claims or Judicial Acts.
2. Emergency Contact Information; legitimate interest
3. Lifestyle Information, measurements and progress photos; legitimate interest
4. Name and email; legitimate interest
5. Photos and videos; consent
Recipients of Your Personal Data
Your personal data will be kept completely confidential and only seen by the controller (Georgia Boyle). The only instance that any information is shared are records of payment that are shared with an accountant as proof of income for Self Assessment Tax purposes for HMRC, which, as stated above, does not contain any bank details.
Sharing your data outside of the above (e.g photos that you are recognisable in for marketing purposes) will only happen with your explicit consent. You have the right to withdraw this consent at any time in which case it will not be used in future publications but may continue to appear in publications already in circulation and online.
Safeguarding Procedures
When using electronic systems to store your data, I ensure that I only use providers and systems who are GDPR compliant and make sure your data is safe with them, namely;
1. Calendly; the booking system that I use which holds contact and lifestyle information
2. Trainerize; the software system that I use with clients which holds lifestyle information, measurements and progress photos.
All other information is stored on either a password protected private computer backed up by an external hard drive, or a password protected Ipad, both of which only the controller (Georgia Boyle) has access to.
Data Retention
I retain your information for as long as it is relevant and for a period of 7 years after termination of services in case it is needed for legal purposes. In case you decide not to sign up with me, I do not retain any medical or lifestyle information.
Your Rights
If you would like to learn more about your rights, please see here;
1. The Right to be Informed: You have the right to be informed about the collection and use of your personal data (which this page does).
2. The Right to Access: You have the right to access any personal data that I hold about you anytime.
3. The Right to Rectification: You have the right to have inaccurate personal data rectified or completed if it is incomplete.
4. The Right of Erasure: You have the right to have personal data erased. This right is not absolute and only applied in certain circumstances.
5. The Right to Restrict Processing: You have the right to request the restriction or suppression of your personal data. This is not an absolute right and only applies in certain circumstances. In this case we will store the personal data, but not use it.
6. The Right to Data Portability: You have the right to obtain and reuse your personal data for your own purposes across different services.
7. The Right to Object: You have the right to object to the processing of your personal data in certain circumstances. You have an absolute right to stop your data being used for direct marketing.
8. Rights related to automatic decision making including profiling: This is not applicable as I do not have any automated decision making or profiling systems.
You also have the right to lodge a complaint with the information commissioner’s office (ICO) should you believe I am not processing your information in accordance with the law or your request has not been dealt with appropriately. You can get in touch with them via their website: https://ico.org.uk
You can request for me to provide you the personal data that I hold about you, to rectify or complete your personal data, to erase your personal data, to restrict processing, to port your data or to object verbally or in writing. I have a month to respond to your request.
How to Contact Me
Please contact me if you have any questions about this Privacy Policy or any information that I hold about you.
Georgia Boyle
07472925891
Changes to this Privacy Policy
I keep this Privacy Policy under regular review and this page will be updated when necessary.
This Privacy Policy was last updated on 8 April 2021.