Privacy Policy

Last updated: 1 April 2026

Whole Body Approach ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website (wholebodyapproach.co.uk), use our services, or contact us.

We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully.

1. Who We Are

Data Controller: Whole Body Approach

Address: 35 New London Road, Chelmsford, CM2 0ND

Email: info@wholebodyapproach.co.uk

Phone: 07846 137820

2. What Personal Data We Collect

We may collect the following personal data from you:

Contact & Identity Information: Your name, email address, telephone number, and postal address when you contact us or book a session.

Health & Fitness Information: Information about your health, fitness goals, medical history, or physical condition that you provide when using our personal training services. This is classified as special category data under UK GDPR and is handled with the highest level of care.

Technical Data: Your IP address, browser type, device information, and how you interact with our website (collected via cookies and analytics tools).

Marketing Data: Your preferences regarding receiving marketing communications from us.

3. How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our personal training and fitness coaching services to you.

To respond to your enquiries submitted via our Contact form or email.

To send you marketing communications (only where you have given your explicit consent).

To improve our website and services using analytics data.

To comply with our legal obligations.

4. Our Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases to process your personal data:

Consent: Where you have given us clear consent to process your data for a specific purpose, such as signing up to our mailing list or submitting an enquiry form.

Contract: Where processing is necessary to fulfil a contract with you, such as providing personal training sessions.

Legitimate Interests: Where it is in our legitimate business interests to process your data, such as improving our services, provided your rights and interests are not overridden.

Legal Obligation: Where processing is necessary for us to comply with the law.

Vital Interests: In the case of health data, where processing is necessary to protect your vital interests, for example, in a fitness emergency.

5. Third Parties We Share Your Data With

We do not sell or rent your personal data to third parties. We may share your data with trusted third-party service providers who help us operate our business, including:

Squarespace: Our website hosting platform.

Google Analytics: For website traffic and usage analytics.

All third-party providers are required to handle your data securely and in accordance with UK GDPR. We will never allow them to use your data for their own marketing purposes.

6. Cookies

Our website uses cookies to improve your browsing experience. Cookies are small files stored on your device that help us understand how visitors use our site.

We use the following types of cookies:

Essential Cookies: Necessary for the website to function correctly.

Analytics Cookies: Help us understand how visitors interact with our website (e.g. Google Analytics). These are only activated with your consent.

You can manage your cookie preferences via the cookie banner displayed when you first visit our website. You may also adjust cookie settings in your browser at any time.

7. How Long We Keep Your Data

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

Client records (including health and training data): Retained for up to 7 years after the end of our working relationship, in line with statutory requirements.

Enquiry and contact form data: Retained for up to 2 years.

Marketing preferences and email subscriptions: Retained until you unsubscribe or withdraw your consent.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

Right to Access: You can request a copy of the personal data we hold about you.

Right to Rectification: You can ask us to correct any inaccurate or incomplete data.

Right to Erasure: You can ask us to delete your personal data in certain circumstances (the 'right to be forgotten').

Right to Restrict Processing: You can ask us to limit how we use your data.

Right to Data Portability: You can request a copy of your data in a commonly used, machine-readable format.

Right to Object: You can object to us processing your data for direct marketing purposes.

Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at: info@wholebodyapproach.co.uk. We will respond to all legitimate requests within one month.

9. How We Keep Your Data Secure

We take data security seriously and have appropriate technical and organisational measures in place to protect your personal data against accidental loss, unauthorised access, alteration, or disclosure. Access to your data is limited to those who have a legitimate need to process it.

Whilst we take all reasonable steps to protect your data, no transmission of data over the internet can be guaranteed to be completely secure.

10. Marketing Communications

We will only send you marketing emails or newsletters if you have given your explicit consent to receive them. You may unsubscribe from our mailing list at any time by clicking the 'unsubscribe' link in any of our emails, or by contacting us directly at info@wholebodyapproach.co.uk.

11. Links to Other Websites

Our website may contain links to third-party websites, including our social media profiles (Instagram, Facebook), Linktree, and Calendly. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before providing any personal data.

12. Complaints

If you have any concerns about how we handle your personal data, please contact us in the first instance at info@wholebodyapproach.co.uk. We will do our best to resolve any issues promptly.

If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

Website: www.ico.org.uk

Helpline: 0303 123 1113

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our business practices, or the way we handle your data. The most current version will always be available on this page, with the date of the last update shown at the top.

If you have any questions about this Privacy Policy, please contact us at info@wholebodyapproach.co.uk.