01 Who We Are
Gerald Latifi trading as Gerald Fitness is the data controller responsible for personal information collected through this website, related contact forms, coaching services and the Gerald Fitness client portal.
Contact Details
Trading name: Gerald Fitness
Owner and data controller: Gerald Latifi
Address: 1 Kite Close, Kestrel Court, London SE2 9FB, United Kingdom
Email: info@geraldfitness.co.uk
Telephone: +44 7398 182022
02 Personal Data We Collect
Information you provide directly
- Name, email address, telephone number and account details.
- Messages, enquiries and information provided through website forms or email.
- Consultation information, goals, training background and coaching preferences.
- Booking details, appointments, package purchases, credit balances and rescheduling information.
- Client portal account information and files made available through your portal account, such as training documents or programme materials.
- Testimonial or review information where you choose to provide feedback or allow it to be displayed.
Payment and transaction information
Payments for sessions or packages may be processed through Stripe and the client portal checkout system. Gerald Fitness may receive payment confirmation, order status, amount paid, invoice or receipt information and limited transaction details needed to manage your purchase. Gerald Fitness does not store your full payment card details.
Information collected automatically
- IP address, device type, browser type and approximate technical location information.
- Pages visited, website interaction information and referral information.
- Cookie consent choices and, where you consent, analytics or advertising-measurement information.
03 Health & Special Category Data
During a consultation or coaching relationship, you may choose to provide health-related information such as injuries, medical conditions, medication information relevant to exercise, previous surgery, mobility restrictions or answers to a health-screening questionnaire.
Health information is special category personal data under UK data protection law. Where Gerald Fitness collects health information for safe coaching delivery, it is handled confidentially and only used where necessary to assess suitability for training, adapt coaching safely or respond to health-related training concerns.
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Where a PAR-Q or health screening form is used, you will be asked to confirm your consent before submitting health-related information. Please do not provide medical information that is not relevant to safe coaching delivery.
04 How We Use Your Data
Personal information may be used to:
- Respond to enquiries and arrange consultations.
- Create and manage client accounts within the client portal.
- Deliver personal training, strength and conditioning coaching and football performance coaching.
- Manage bookings, appointment changes, package credits and client communications.
- Process purchases, payments, refunds, receipts and payment-related enquiries.
- Provide training plans, coaching documents and relevant account information through the portal.
- Synchronise booking availability and appointments with connected calendar services where used.
- Maintain business, insurance, accounting and legal records.
- Analyse website performance and marketing effectiveness where you have consented to non-essential tracking.
- Display testimonials or feedback where appropriate permission has been given.
05 Lawful Bases for Processing
Gerald Fitness relies on different lawful bases depending on why your personal information is being used.
| Purpose |
Information Used |
Lawful Basis |
| Responding to enquiries |
Name, contact details and message content |
Legitimate interests and steps requested before entering into a contract |
| Consultations, bookings and coaching delivery |
Contact, appointment, account and coaching information |
Contract or steps requested before entering into a contract |
| Packages, payments and financial records |
Order, payment confirmation and invoice information |
Contract and legal obligation |
| Health or screening information |
Injuries, medical history or health-screening answers you provide |
Consent and explicit consent for special category information, where collected |
| Website analytics and advertising measurement |
Cookie and online interaction information |
Consent for non-essential cookies and tracking |
| Testimonials or featured feedback |
Your name, words, image or related feedback where approved |
Consent or permission you have provided |
| Business administration and defending claims |
Relevant account, coaching or communication records |
Legitimate interests and legal obligation where applicable |
06 Service Providers & Data Sharing
Gerald Fitness does not sell your personal information. Information may be shared with service providers only where needed to operate the website, deliver coaching services, process bookings or payments, communicate with you, or measure website performance in accordance with your consent choices.
- Stripe — secure payment processing and payment confirmation.
- WordPress, Amelia and WooCommerce — client portal, appointments, packages, customer accounts and order management.
- Sitejet and website hosting providers — operation, storage and delivery of the main website.
- Zoho Mail — business email hosting and communications, where used.
- Google services — analytics, advertising measurement, maps, calendar synchronisation or video consultations where used and appropriate.
- Meta — advertising performance measurement where you consent to relevant marketing tracking.
- Elfsight — website widgets or cookie-consent functionality where displayed on the website.
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This list should reflect tools actually active on the website or client portal. If a service is removed or a new platform begins processing client data, this policy should be updated.
07 Cookies & Tracking Technologies
The website may use cookies and similar technologies for essential website functions, security, account access, checkout, analytics and marketing measurement.
Essential cookies
Cookies required for services you request, such as account login, security, booking functions or checkout, may be used where necessary for those services to work.
Analytics and marketing cookies
Non-essential cookies or similar tracking technologies, such as Google Analytics, Google advertising measurement or Meta Pixel, are used only according to your cookie-consent choices. You can manage or withdraw your cookie preferences through the cookie-consent controls made available on the website.
For more detailed information about the cookies and similar technologies used on this website, please read the Cookie Policy.
08 International Data Transfers
Some service providers used by Gerald Fitness may process personal information outside the United Kingdom. Where this occurs, Gerald Fitness relies on the safeguards made available by the relevant provider and applicable data-protection requirements, such as adequacy arrangements or approved contractual safeguards where required.
You may contact Gerald Fitness if you require further information about service providers used in connection with your personal information.
09 Data Retention
Gerald Fitness keeps personal information only for as long as it is reasonably needed for the purpose it was collected, or where records are required for accounting, insurance, legal or dispute-resolution purposes.
| Record Type |
Typical Retention Approach |
| General enquiries |
Normally retained for up to 24 months, unless you become a client or a longer period is needed for a relevant reason. |
| Client account, booking and coaching records |
Kept during the coaching relationship and afterwards where reasonably needed for service, insurance, complaints or legal purposes. |
| Health-screening information |
Kept only for as long as needed for safe coaching, insurance or legal purposes and treated confidentially. |
| Payment and financial records |
Normally retained for up to 6 years where required for accounting or tax-record purposes. |
| Testimonials |
Kept while displayed or used with your permission, unless removed earlier following a valid request. |
| Cookie and analytics information |
Retained according to your consent choices and the relevant provider settings. |
10 Data Security
Gerald Fitness takes reasonable technical and organisational steps to protect personal information against unauthorised access, misuse, loss or disclosure. This includes using appropriate account controls, trusted service providers and secure payment processing.
No website, email system or internet transmission can be guaranteed to be completely secure. Clients should keep their portal login details confidential and notify Gerald Fitness promptly if they suspect unauthorised access to their account.
11 Your Data Protection Rights
Depending on the circumstances and lawful basis being relied upon, you may have the right to:
Access your personal information
Correct inaccurate information
Request deletion in certain cases
Restrict certain processing
Object to certain processing
Request data portability where applicable
Withdraw consent where relied upon
Complain to the ICO
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You have the right to object to processing based on legitimate interests and to withdraw consent at any time where consent is relied upon. To make a request, email info@geraldfitness.co.uk.
You also have the right to raise a concern with the UK Information Commissioner’s Office if you are unhappy with how your personal information has been handled.
12 Coaching for Under-18s
Where coaching is arranged for a person under the age of 18, Gerald Fitness may communicate with and collect relevant information from a parent or guardian in order to arrange suitable coaching, manage safety and deliver the service appropriately.
Health or safeguarding-related information concerning a young person will be handled carefully and only where relevant to providing safe and appropriate coaching.
13 Updates & Contact
Gerald Fitness may update this Privacy Policy to reflect changes in the website, client portal, services, legal requirements or third-party providers. The most recent version will be available on this page and the updated date will be shown above.
Privacy Enquiries
Gerald Latifi trading as Gerald Fitness
1 Kite Close, Kestrel Court
London SE2 9FB, United Kingdom
Email: info@geraldfitness.co.uk
Phone: +44 7398 182022