This website is operated by Katie Holland Coaching and one of my main priorities is the privacy of my visitors and clients.

I am committed to protecting and preserving the privacy of my visitors when visiting my site,  communicating electronically with me or using my services.

This policy sets out how I process any personal data I collect from you or that you provide through my website. I confirm that I will keep your information secure and that I will comply fully with all applicable UK Data Protection legislation and regulations. Please read the following carefully to understand what happens to personal data that you choose to provide to me, or that I collect from you when you visit this site. By visiting www.katiehollandcoaching.com (my website) you are accepting and consenting to the practices described in this policy.


Katie Holland Coaching is a nutrition coaching and personal training service provider.
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From time to time, I may need to change this privacy statement because of changes in my organisation, legislation or in my attempts to serve your needs better. I will use reasonable efforts to publish any changes to the privacy statement.

Katie Holland Coaching is responsible for collecting, processing, storing and safe-keeping personal and other information as part of providing a service and carrying out regular business activities. I manage personal information in accordance with the Data Protection Act 2018.

Any questions regarding my processing of personal data should be directed to me via email to katie@katiehollandcoaching.com

SCOPE

My Privacy Policy governs any kind of processing where I am acting as a data controller or co-controller (including collection, use, transfer, storage and deletion) of personally identifiable information (any information that may be used to identify a physical person, and any other information associated therewith) about natural persons. This policy applies to my processing of data collected through any means, actively as well as passively, from persons located anywhere in the world.

I am guided by the following principles when processing data:

• I will only collect data for specific and specified purposes and will make it clear at the point when I request your information, what I am collecting it for and how I am going to use it;

• I will not collect data beyond what is necessary to accomplish those purposes; I will minimise the amount of information I collect from you to what I need to deliver the services required;

• I will collect and use your personal information only if I have sensible business reasons for doing so, such as contacting your with an occasional newsletter;

• I will not use your data for purposes other than those for which it was collected, accepted as stated within this policy, or with your prior consent;

• I will seek to verify and/or update your data periodically and I will accept requests from you for amendment of the data held;

• I will apply high technical standards to make my processing of data secure;

• Except otherwise stated, I will not store data in identifiable form longer than is necessary to accomplish its purpose or as required by law.

INFORMATION COLLECTION AND STORAGE

The information I may collect about you could include, but is not limited to:

• Personal details including contact information;

• Family details;

• Lifestyle and social circumstances;

• Financial details;

• Physical or mental health details;

• Racial or ethnic origin;

• Anthropometric measurements;

• Medical information in the form of a Physical Activity Readiness Questionnaire (PARQ);

• Nutritional information such as food intake, allergies and intolerances;

• Fitness test results and/or blood pressure readings.

I will collect information from you when:

• You sign up to my newsletter or mailing list;

• You download an opt-in;
• You sign up for my coaching services;

• You join a course or programme;

• You contact me for information through my website or social media channels, by phone or email;

• You post on my social media channels, website or blog;

• You work with me in a commercial capacity.

I may use the information collected to:

• Allow you to participate in the service you have selected;

• Fulfil the contract for, and manage the provision of my service to you;

• Maintain communication with you as part of the service I provide;

• Ensure I meet your expectations and improve my customer service;

• Personalise your experience;

• Notify you about changes to my service;

• Allow you to process a booking for a product or course;

• Create a profile for you on my website and/or app;
• Send you my newsletters or provide you with information, products or services that you request from me or which I feel may interest you, where you have consented to be contacted for such purposes;
• Ensure that content from my website is presented to you in the most effective manner for you and your computer.

Medical/health information is classed as special category data and I ensure that I have the appropriate security measures in place to keep your data secure.

I will process your medical/health information in order to:

• Train and coach you safely and effectively;

• Ensure my service is tailored to you appropriately;
• Identify any medical conditions that may place you at risk when participating in certain activities;
• Ensure your exercise programme is designed appropriately to include suitable exercise modifications, as necessary;
• Ensure that I am appropriately qualified to help you and that I am covered by the correct insurance to train you.

I may use photos and videos as part of my service but only if you consent to this.  I will not publish them outside of the organisation, or on social media, unless you have given your express consent for me to do so.

HOW IS YOUR INFORMATION STORED?

Your data will be stored in Google Drive, Notion, PT Distinction and Email Octopus.  They have their own privacy policies and will protect your data.

In order to prevent unauthorised access or disclosure, I have put in place a number of electronic, physical and administrative procedures to safeguard and secure the information I collect and store.  The information I collect is stored electronically using only password protected devices.

HOW LONG WILL YOUR DATA BE KEPT?

I will retain your information as long as it is relevant for a period of 7 years after you have stopped working with me in case it is needed for legal purposes.


DATA SHARING

The information I collect about you is treated confidentially.  I will not share your data with any third party with the exceptions of those utilised to service my business;  if I am legally obliged to do so; or with medical professionals in the event of an emergency to ensure your safety and wellbeing.

External partners (processors) may be utilised to perform tasks including but not limited to processing payments, making bookings, marketing, accounting and account management however I will ensure their practices comply with the General Data Protection Regulation 2018.


LEGAL BASIS FOR PROCESSING YOUR DATA

The General Data Protection Regulation (GDPR) provides that processing of your data shall only be lawful if and to the extent that at least one of the following applies:

1.     You have consented
2.     For the performance of a contract
3.     For compliance with a legal obligation which we must perform
4.     To protect vital interests of your or another person
5.     It is in the public interest
6.     It is in the legitimate interests pursued by us or a third party

I process your personal information under the legal basis of contract in respect of the products and services I provide.

Personal information gathered for the sole purpose of marketing is processed under the legal basis of consent.

Medical/health information is classed as sensitive data, or special category data, and is processed under Article 9(2)(f) of the General Data Protection Regulation (EU) 2016/679. 

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YOUR RIGHTS

In certain circumstances, you have the following data protection rights:

The Right to be Informed:
You have the right to be informed about the collection and use of your personal data which is the purpose of this privacy notice.

The Right to Access:
You have the right to access personal data we hold about you.

The Right to Rectification:
You have the right to have inaccurate personal data rectified or completed if it is incomplete.

The Right of Erasure:
You have the right to have personal data erased. The right is not absolute and only applies in certain circumstances.

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.

Right to Data Portability:
You have the right to obtain and reuse your personal data for your own purposes across different services.

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.

Right to Withdraw Consent:
You have the right to withdraw your consent for us to send you marketing information, and other optional extras in our service including photographs and videos.  This will not be detrimental or affect the level of service we provide to you.


LINKS

My site contains links to and from other websites which are operated by individuals and companies over which I have no direct control. If you follow a link to any of these websites, please note that these websites have their own privacy and terms of use polices.

I do not accept any responsibility or liability for these policies. I advise you to check the policies for third party sites before you submit any personal data to the website.

 

MARKETING EMAILS

I will make it as easy as possible for you to opt out of unwanted processing, providing it does not restrict my ability to provide you with the primary service you have requested.

Please note if you wish to unsubscribe from any marketing emails that you have signed up for, you can do so by emailing katie@katiehollandcoaching.com or clicking onto the unsubscribe link on the marketing email that was sent to you. It may take 24 hours for this to become effective.

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LOG DATA
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I collect information that your browser sends whenever you visit my Service (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of my Service that you visit, the time and date of your visit, the time spent on those pages and other statistics.


COOKIES
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Like any other website, this website uses cookies. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimise the users’ experience by customising web page content based on visitors’ browser type and/or other information.

Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your computer’s hard drive.

Usage of “cookies” is essential to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of my Service.


CHANGES TO THIS POLICY & FUTURE PROCESSING

I do not intend to process your personal information except for the reasons stated within this privacy notice.  If this changes, this privacy notice will be amended and updated on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

This privacy notice was published in December 2020 and updated in June 2023.

If you are concerned about how I am collecting, using and/or sharing your personal information, you can contact me by email at katie@katiehollandcoaching.com.