Privacy & Cookie Policy for Ede Fitness

Effective Date: 31 July 2025
Owner: Robert Ede trading as Ede Fitness
ICO Registration Reference: ZB584883
Contact: [email protected]

1. Introduction

This Privacy & Cookie Policy explains how we collect, use, and protect your personal data when you use our website (edefitness.com) or interact with our services. We are committed to protecting your privacy in line with the UK General Data Protection Regulation (UK GDPR).

2. Who We Are

Ede Fitness is a personal training and coaching business operated by Robert Ede. We provide in-person and online coaching services for health, fitness, and lifestyle improvement.

2.1 Relationship with Leisure Centres

Ede Fitness operates independently within Lightwater Leisure Centre and Lifestyle Fitness. These organisations do not access or process any of your personal data on our behalf. If you are referred to us by a gym or leisure centre, your personal data will only be collected and processed directly by Ede Fitness when you choose to sign up or make contact.

3. What Data We Collect

We only accept coaching clients who are over the age of 18, or under 18s with verified parental consent. We do not knowingly collect data from children without appropriate consent.

Name, email address, phone number (when you contact us or sign up)
Billing address and payment details (processed securely via Stripe or GoCardless)
Health and fitness information (only if you sign up for coaching)
Coaching records and progress data
IP address, device info, browser type
Cookie and usage data (see Section 7)

4. How We Use Your Data

Provide coaching services and communicate with you
Manage payments and bookings
Maintain accurate coaching records (for service quality and legal protection)
Send important updates and service emails
Run marketing campaigns (only with consent)
Improve our website and track performance (via cookies)

5. Legal Basis for Processing

Under UK GDPR, we process your data under the following lawful bases:

Consent – for marketing emails and cookie tracking; for any health or fitness-related information collected through our onboarding forms or lifestyle questionnaires, we rely on your explicit consent as a lawful basis for processing under Article 9 of the UK GDPR
Contract – to deliver coaching services and support
Legitimate interest – for website analytics and business operations
Legal obligation – where required for tax, insurance, or regulatory compliance

6. How We Share Your Data

We only share data with trusted third parties that help us operate our business. Below is a summary of who we use and why:

Service Provider	Purpose of Processing
Stripe	Secure payment processing
GoCardless	Direct debit payment processing
PT Distinction	Coaching programme delivery
PT Minder	Session scheduling and client management
Setmore	Appointment booking and calendar integration
GoHighLevel (LeadConnector)	CRM, email automation, and form handling
Brevo	Email marketing and campaign delivery
Twilio	SMS messaging and reminders
WhatsApp Business	Client communication
Xero	Invoicing and financial record-keeping
Meta (Facebook/Instagram)	Advertising, tracking, and retargeting
Google Analytics & Tag Manager	Website performance tracking
YouTube	Video content hosting
X (Twitter)	Advertising and engagement tracking
CookieYes	Managing cookie consent and preferences
Microsoft 365 / Apple iCloud	Secure data storage and cloud-based communication

7. Cookies and Tracking

Enable website functionality
Understand user behaviour
Run targeted advertising (e.g. Facebook Pixel, Google Ads, YouTube, X)

To view and manage your cookie preferences, visit the cookie banner on www.edefitness.com, or read our Cookie Policy for more details.

We use CookieYes to manage cookie consent. You can customise or withdraw your cookie preferences at any time via the pop-up banner or your browser settings.

8. How Long We Keep Your Data

Active coaching clients: for the duration of service + 6 years
Coaching records: up to 6 years for insurance/legal reasons
Marketing contacts: until you unsubscribe or withdraw consent
Analytics: up to 26 months (Google default)

9. Your Rights

Access your personal data
Correct or update inaccurate data
Request deletion (where applicable)
Withdraw consent (e.g. unsubscribe from marketing)
Object to or restrict certain processing
Lodge a complaint with the ICO (ico.org.uk)

To exercise any of these rights, email [email protected].

10. Data Security

We use secure platforms (e.g. Stripe, Microsoft 365, PT Distinction) and maintain appropriate safeguards to protect your data. Access is restricted to authorised personnel only.

Where data is transferred outside the UK or EEA, we ensure appropriate safeguards such as standard contractual clauses or adequacy decisions are in place.

If a data breach occurs that may risk your rights and freedoms, we will notify you and the ICO as required.

11. Changes to This Policy

We may update this policy from time to time. Any changes will be posted here with the updated date.

12. Contact Us

For any questions about this policy, email Rob at [email protected].