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.
- For youth football registration: the player's name, date of birth, school year (if supplied), football experience, position and performance goals; the parent or guardian's contact details and parental responsibility declaration; and relevant alternative emergency contact details.
- Parental consent choices, safeguarding acknowledgements, typed electronic signature and the date and time of form submission.
- 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
- Technical information such as IP address, device type, browser type and approximate technical location where collected through website hosting or security logs. IP-address logging is disabled for Fluent Forms submissions.
- 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 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. For a young footballer, a parent or legal guardian may provide relevant information about medical conditions, previous or current injuries, allergies, exercise-related warning symptoms, medication or medical equipment, and medical advice or exercise restrictions.
Health information is special category personal data under UK data protection law. We use relevant health information to review whether an assessment or training can proceed safely, consider reasonable adjustments, identify emergency arrangements and respond to coaching-related safety concerns. Medical screening is not a medical diagnosis or a guarantee that a player is fit to participate.
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Where a PAR-Q or youth medical screening form is used, we request a separate, affirmative declaration of explicit consent for the specified handling of relevant health information. Consent may be withdrawn by contacting us. If essential safety information cannot be processed, we may be unable to assess or coach the player safely. Please do not provide medical details unrelated to safe participation.
04 How We Use Your Data
Personal information may be used to:
- Respond to enquiries, review youth football registrations and arrange consultations or initial performance assessments.
- Verify the registration declarations provided, contact parents or guardians, discuss emergency arrangements and review relevant safety considerations before an under-18 player's first session.
- 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.
- Use images or videos of young players for promotional purposes only where separate permission has been given and the young player's views and agreement have been considered.
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 |
| Youth football registration and parental communication |
Player and parent/guardian details, football background, contact information, declarations and consent records |
Legitimate interests in arranging and safely administering coaching; steps towards a coaching contract where applicable. Health data is addressed separately below. |
| 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 where relied upon under Article 6, and explicit consent under Article 9 for special category health information; other lawful grounds may apply when legally required. |
| Website analytics and advertising measurement |
Cookie and online interaction information |
Consent for non-essential cookies and tracking |
| Optional youth photography and video publicity |
Photographs, videos and recorded permission choices |
Consent for promotional use; refusing permission does not affect coaching eligibility. |
| 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.
- Fluent Forms (within WordPress) — registration forms, player and guardian declarations, relevant medical screening answers and submitted consent records.
- 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 reasonably needed for the purpose it was collected, or where records are required for accounting, safeguarding, insurance, legal or dispute-resolution purposes. Records are reviewed periodically, and information no longer needed is securely deleted or anonymised, including where appropriate from active systems and backups according to their retention cycles.
| 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. |
| Youth football registrations where coaching does not proceed |
Normally reviewed for deletion within 12 months after the last meaningful contact, unless a safeguarding, complaint, insurance or legal reason justifies retaining a specific record longer. |
| 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 appropriate account controls, restricting access to submitted registration and health records to authorised people, trusted service providers and secure payment processing. Routine youth-registration email alerts are configured to notify us of new submissions without reproducing the full medical questionnaire.
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. Children have data protection rights in their own right; parents and guardians may help them exercise these rights as appropriate to the young person's age, understanding and circumstances.
12 Coaching for Under-18s
Where coaching is arranged for someone under 18, Gerald Fitness communicates with a parent or legal guardian about registration, booking and administrative arrangements. We also take the young person's age, understanding, wishes and data protection rights into account. Relevant health or safeguarding information is used only where needed for appropriate coaching and safety arrangements.
Youth Football Performance Registration (Ages 12–17)
A parent or legal guardian can complete our Youth Football Performance Registration & Parental Consent Form without creating a website account. The form is used to review a young footballer's suitability for an initial assessment and plan age-appropriate performance coaching. Completing the form does not guarantee a booking or provide medical clearance.
- Player and football details: name, date of birth, optional school year and club, playing position, football background, other sporting activity and development goals.
- Guardian and emergency details: parent/legal guardian name, contact details, parental responsibility declaration and any optional alternative emergency contact.
- Relevant health screening: disclosed medical conditions, injuries, allergies, unusual symptoms during exercise, relevant medication or medical equipment, and activity restrictions, with follow-up details where appropriate.
- Permissions and records: participation consent, health-information consent, safeguarding acknowledgement, optional promotional photography/video choice, final declaration, typed electronic signature and submission timestamp.
How Youth Registration Information Is Used
We use this information to review the registration, contact the parent or guardian, identify appropriate training adjustments and emergency arrangements, and decide whether further clarification or advice is needed before the player takes part. We do not treat completion of the screening questionnaire as clinical clearance. Records are stored through Fluent Forms within our WordPress website; authorised access is restricted, and routine registration-alert emails do not include the submitted medical answers.
Photography, Video & Safeguarding
Promotional photography and video permission is requested separately from permission to participate. A parent or guardian may select No without affecting the player's access to coaching. We also seek the young player's agreement before filming or publishing their image. Permission for future promotional use can be withdrawn by contacting us, although images already shared or copied by third parties may not be fully recoverable. We avoid unnecessarily identifying young players through full names, school details or location information in publicity.
We normally communicate booking and administrative information through the parent or legal guardian. Arrival, supervision, collection, health and emergency arrangements are agreed before the first session. Information may be shared when necessary to protect a young person or comply with applicable legal and safeguarding obligations.
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For young players: We ask your parent or guardian for some information so we can plan football training safely. You can ask what information we hold about you, tell us if something is wrong, and say if you do not want to appear in promotional photos or videos. If you have a question about your information, speak to your parent or guardian or email info@geraldfitness.co.uk.
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