PRIVACY
POLICY

ArtFitness is the trading name of Arturas Bingelis, a sole trader based in London, United Kingdom.

For the purposes of UK data-protection law, Arturas Bingelis trading as ArtFitness is the data controller for the personal information described in this policy.

Contact details:

Email: hello@artfitness.co.uk

Website: artfitness.co.uk

Location: London, United Kingdom

ArtFitness is registered with the Information Commissioner’s Office (ICO) and maintains the applicable data-protection registration.

This policy applies when you visit the ArtFitness website, make an enquiry, have a consultation, complete health screening, purchase or attend personal training, communicate with ArtFitness, make a payment, take part in progress tracking, sign up for ArtFitness email updates, provide marketing preferences, complete an ArtFitness media-consent form, are photographed, filmed or audio recorded with consent, or otherwise interact with ArtFitness services.

ArtFitness provides services to adults aged 18 and over. The website may be viewed by anyone, but ArtFitness does not knowingly onboard anyone under 18 for paid personal training.

3.1Identity and contact information

ArtFitness may collect:

name;

date of birth or age confirmation;

email address and telephone number;

address/postcode where relevant to home or private-location training, contracts, invoices or other legitimate administration;

emergency contact details;

occupation or lifestyle information where relevant to exercise planning.

3.2Health and fitness information — special category data

Personal training requires health screening. ArtFitness may therefore collect:

PAR-Q and other health-screening responses;

medical conditions, symptoms and relevant medical history;

injury history and physical limitations;

medication information relevant to safe exercise;

medical advice, referral or clearance documents only where genuinely required following screening, and related correspondence;

fitness history, exercise experience and goals;

fitness measures and progress information such as weight, body measurements, heart rate, exercise performance and training notes;

information about changes in health during the client relationship.

Health information is special category personal data and receives additional protection.

3.3Booking, contract and payment information

ArtFitness may collect:

consultation and appointment details;

training location and availability;

services/packages purchased, usage and expiry;

payment status, transaction references and invoice/receipt information;

records of cancellations, rescheduling, credits and refunds.

Payment can be made by cash, bank transfer or secure card payment via Square. ArtFitness may keep the payment and transaction records needed for contracts, accounts and tax. Where a client chooses to pay by card, Square processes the transaction securely and ArtFitness does not receive or store the client’s full card details. Square may process information necessary to complete the transaction and to meet its payment, fraud-prevention, regulatory and legal obligations.

3.4Communications

ArtFitness may keep records of relevant communications by email, telephone, WhatsApp, website contact links/forms, booking platforms or other channels, including information you voluntarily provide during consultations or coaching. Zoho Mail is used for ArtFitness business email and retains communications and records relating to enquiries, consultations, onboarding, bookings, client administration, progress and training arrangements. WhatsApp messages and media sent to ArtFitness may remain within the ArtFitness WhatsApp account on secured authorised devices and, where relevant to the client relationship, may also be copied into the client's organised records.

3.5Photographs, video and testimonials

With appropriate separate consent, ArtFitness may collect progress photographs, exercise videos, testimonials or transformation material. Clients may provide private progress photographs or videos by email, WhatsApp or another agreed method. Relevant private progress material may be retained with the client's organised records. Private progress tracking and public marketing use are treated separately. Refusing marketing-image consent will not prevent you from buying personal training.

3.6Website, security and technical information

Website hosting/security systems may process technical information such as IP address, browser/device information, security events, request logs and similar technical data where necessary to deliver, protect and troubleshoot the website.

ArtFitness uses Cloudflare Web Analytics. Cloudflare states that this product does not use cookies or localStorage to collect usage metrics and does not fingerprint individual visitors for analytics. It is used for general page-view, referral and website-performance information.

ArtFitness also offers optional Google Analytics 4 (GA4). GA4 does not load until a visitor accepts analytics. If accepted, Google may process technical and usage information such as page URL, approximate location, browser/device information, referral source, page views, scrolling, outbound link clicks and non-personal consultation events. ArtFitness records only that a consultation form was started or successfully submitted; names, email addresses, telephone numbers, consultation answers, health or medical information, consent responses and free-text messages are not sent to Google Analytics.

3.7Client onboarding information

The ArtFitness website's client onboarding form collects first and last name, email address, telephone number, date of birth, and an emergency contact's name, relationship and telephone number. It also collects the client's chosen main goal, description of what they want to achieve, current fitness level and activity; answers to seven health and exercise-screening questions and any additional explanation; explicit health-information consent; confirmation of the training declarations; agreement to the Terms & Conditions and acknowledgement of this Privacy Policy; and a handwritten electronic signature. The completed answers and signature are delivered to the ArtFitness Zoho Mail business mailbox in the submission email and related PDF/image attachments. Copies are then retained in the client's organised records on the encrypted, password-protected ArtFitness laptop and in Google Drive. A separate receipt confirmation sent to the client does not include the screening answers or signature.

Relevant health information is special category personal data and receives the additional protections described in this policy.

3.8Online coaching records and exercise videos

Where a client purchases online coaching, ArtFitness may keep programme information, activity targets, check-in responses, coaching communications, progress information and records of programme adjustments needed to deliver and manage the service.

Complete Coaching clients may choose to submit exercise videos for technique review. These videos are used only to analyse the prescribed exercise, provide personalised feedback and make appropriate programme amendments. Exercise-video submission is optional and is not used for marketing unless the client gives separate, specific permission. Clients should avoid including other people, unnecessary personal information or identifiable documents in submitted videos.

3.9Media-consent records

Where a person completes the ArtFitness Photo, Video & Social Media Consent Form, ArtFitness may collect and retain their name, email address, telephone number if provided, social-media handle if provided, the consent acknowledgements they selected, electronic signature, date and time of consent, consent-form version, unique submission reference, and the date and details of any later withdrawal. The signed consent record and the related photographs, video or audio are connected records but may have different retention needs.

3.10Marketing and mailing-list information

Where a person joins the ArtFitness mailing list, ArtFitness may collect their name, email address, date and time of signup, signup source/form, marketing-consent status, date and time consent was given, the wording/version shown at signup, and the date and time of any later unsubscribe or withdrawal. ArtFitness may retain minimal suppression information needed to respect an unsubscribe. Where a free resource is offered in future, ArtFitness may also record which resource was requested. The website and its security providers may process technical submission information, such as IP address and security logs, where reasonably necessary to deliver and protect the signup.

We collect information:

directly from you, including through the website's free consultation, client onboarding, media-consent and mailing-list signup forms, during enquiries, consultations, health screening, payments and sessions, and through information or media you send by email or WhatsApp;

from documents you choose or are required to provide, including medical advice or clearance where genuinely required following screening;

through communications with you;

through banks, Square and any booking or communication service providers used to deliver the service;

through Resend where it processes ArtFitness mailing-list contacts, consent status, unsubscribe preferences and ArtFitness email delivery;

automatically through website hosting, security and analytics technologies where applicable.

If ArtFitness receives personal information about you from another source, we will provide the required privacy information within the period required by law unless an exception applies.

Responding to enquiries and arranging consultations

Information used: contact details, messages, availability.

Lawful basis: steps at your request before entering a contract; legitimate interests in responding to enquiries and operating the business.

Client onboarding, bookings and delivering paid services

Information used: identity, contact, scheduling, contract, onboarding and training records.

Purpose: The ArtFitness website's onboarding form is used to carry out client onboarding, complete pre-exercise health screening, collect information needed to plan and adapt personal training, record required declarations and confirmations, record explicit health-information consent, and maintain evidence of completed onboarding.

Lawful basis: contract / steps before contract; legitimate interests where necessary for administration. Relevant health information is processed under the Article 6 and Article 9 conditions explained below.

Health screening and safe exercise planning

Information used: PAR-Q, medical/injury information, medical advice or clearance where required, and progress information.

Lawful basis: Article 6 basis such as steps before contract/contract or legitimate interests, plus Article 9 explicit consent for health data where appropriate.

Managing emergencies

Information used: health information, location, emergency contact.

Lawful basis: vital interests where necessary; applicable Article 9 vital-interests condition in a genuine emergency.

Payments, accounts and tax

Information used: transaction, invoice and payment records.

Lawful basis: contract and legal obligation.

Safety, complaints, insurance and legal claims

Information used: client records, communications, incident information, health data where relevant.

Lawful basis: legitimate interests and/or legal obligation; Article 9 legal-claims condition where applicable.

Private progress photographs/videos

Information used: images/video and related progress data.

Lawful basis: consent; where the material reveals health information, explicit consent may also be used.

Marketing use of photos/testimonials

Information used: identifiable images, video, testimonial.

Lawful basis: separate consent.

Marketing messages about ArtFitness services, workshops or classes

Information used: name, email, phone, marketing preferences.

Lawful basis: consent or legitimate interests where the PECR soft opt-in lawfully applies; every message will provide an appropriate opt-out.

Website operation, security and improvement

Information used: technical/security logs, Cloudflare Web Analytics information and, only after acceptance, GA4 usage information and non-personal events.

Lawful basis: legitimate interests in operating and protecting the website for essential security and Cloudflare’s cookieless analytics; consent for optional Google Analytics 4.

Delivering a requested free resource

Information used: name, email address and information about the resource requested.

Purpose: to deliver and administer the guide, download or other item specifically requested.

Lawful basis: steps requested by the person before a possible contract and/or legitimate interests in administering the specific request, depending on the circumstances. Requesting a resource does not by itself amount to consent to future marketing.

ArtFitness email marketing

Information used: name, email address, marketing preferences, consent record and unsubscribe/suppression status.

Purpose: to send people who have validly opted in occasional ArtFitness marketing emails about personal-training and fitness information, services, offers, promotions, workshops, classes, new services and relevant business updates.

Lawful basis: consent, except where ArtFitness separately and lawfully relies on the PECR soft opt-in for a qualifying existing or negotiating customer. A new lead who only requests or downloads a free resource is not treated as an existing customer for automatic future marketing.

Media consent and publication

Information used: identity and contact information, consent acknowledgements, signature, consent record, and the photographs, video or audio covered by the consent.

Purpose: to record permission and use authorised media for the purposes stated in the signed ArtFitness media-consent form.

Lawful basis: consent. Ordinary media consent does not authorise publication of confidential health information.

6.1Appropriate pre-exercise screening and the provision of accurate relevant health information are required before paid personal training begins. ArtFitness will review this information to decide whether training can be provided safely and within professional scope. Where processing relies on explicit consent as the Article 9 condition, that consent will be specific, affirmative and kept separate from general Terms or policy acknowledgement.

6.2If screening identifies something that may require additional medical advice, referral or clearance, ArtFitness may require appropriate advice or written clearance from a GP or another suitably qualified healthcare professional before training proceeds. If required information, advice or clearance is not provided, ArtFitness may postpone or decline training.

6.3Health information is not used for unrelated marketing.

6.4Where health information is necessary for the establishment, exercise or defence of legal claims, ArtFitness may process it under the applicable legal-claims condition.

If you provide an emergency contact, you should tell that person that you have given ArtFitness their details. ArtFitness will normally use the information only where reasonably necessary in connection with your safety or an emergency, or to maintain accurate client records.

8.1ArtFitness may send direct marketing about its own personal-training services, fitness services, classes, workshops, offers, promotions, resources and relevant ArtFitness updates.

8.2For new mailing-list subscribers, ArtFitness will normally rely on the person's specific consent to send marketing by email. Providing an email address solely to receive a requested resource does not by itself mean that the person has agreed to future marketing. Where ArtFitness asks for marketing consent, the choice is separate, affirmative and not pre-selected.

8.3ArtFitness may rely on the PECR “soft opt-in” only where all applicable legal requirements are satisfied, including where contact details were obtained in connection with the sale or negotiation of ArtFitness's own similar services and the required opportunity to opt out was provided. A new lead who has simply downloaded a free resource is not automatically treated as an existing customer.

8.4You may withdraw marketing consent or unsubscribe at any time. Every ArtFitness marketing email will provide a clear and straightforward unsubscribe method. You may also opt out by contacting hello@artfitness.co.uk. Unsubscribing does not require an account login.

8.5Opting out of marketing will not prevent ArtFitness from sending necessary non-marketing communications about an active booking, service, payment, contract, safety issue or other legitimate administration.

8.6You have an absolute right to object to direct marketing. If you object, ArtFitness will stop using your information for that purpose. ArtFitness may retain minimal suppression information after an unsubscribe so that your preference continues to be respected and you are not accidentally re-added.

8.7ArtFitness keeps an appropriate marketing-consent audit trail, including the email address, name where supplied, date/time of consent, signup source, consent wording/version, active status, and date/time of withdrawal or unsubscribe where applicable. These records are not publicly accessible.

8.8ArtFitness does not sell its mailing list or personal information and does not provide the list to another business for that business's own marketing without specific lawful permission.

9.1Buying or receiving personal training does not give ArtFitness permission to photograph, film, audio record or publish an identifiable person's image. Media consent is voluntary and separate from normal ArtFitness services. Refusing or later withdrawing media consent does not prevent a person from purchasing or receiving normal personal training.

9.2Separate media consent is required before ArtFitness uses identifiable photographs, video or audio for ArtFitness social media, the ArtFitness website, advertising, paid or boosted marketing, printed or digital promotional material, client education content or the other purposes described in the signed consent.

9.3Where authorised, ArtFitness may reasonably edit the material as described in the media-consent form, including trimming, cropping, combining clips, adjusting sound or colour, adding subtitles, text, graphics, branding, music or voice-over, and adapting content for different formats. ArtFitness will not knowingly edit or present content in a way that materially misrepresents, humiliates or inappropriately portrays the person.

9.4Publicly posted content may be viewed internationally and may be shared, reposted, quoted, linked to, embedded, downloaded, screenshotted, screen-recorded, saved or independently copied by other users or websites. ArtFitness cannot control all third-party use or guarantee that independent third-party copies can later be found or deleted.

9.5Media consent can be withdrawn at any time by contacting hello@artfitness.co.uk. After withdrawal, ArtFitness will stop making new uses that rely on that consent and, where reasonably practicable, remove affected material from websites, social-media accounts and other channels under its direct control. Withdrawal does not make earlier lawful use unlawful and cannot guarantee recall of copies already printed, cached, downloaded, reposted or otherwise outside ArtFitness's control.

9.6Ordinary media consent does not authorise publication of confidential PAR-Q, health-screening, medical, injury, medication or other private health information. Additional specific consent will be obtained where legally required for a transformation story, testimonial or disclosure of sensitive personal information.

ArtFitness does not sell personal information. We may share only what is reasonably necessary with:

Google Drive/Google Docs for organised client records, including consultation and onboarding records, training and progress information, and private progress photographs or videos where relevant, and Google Calendar for managing booked sessions, appointment dates and times, agreed locations and the ArtFitness diary. Full PAR-Q or health-screening records are not stored in Google Calendar;

WhatsApp/Meta where you communicate with ArtFitness through WhatsApp;

Cloudflare and website/hosting/security providers;

Google, where you have accepted optional Google Analytics 4;

Zoho Mail, which receives and holds ArtFitness business email, including completed website consultation and new onboarding submissions;

Zoho Forms, only in relation to any historical onboarding submissions still retained from when the previous form was in use;

Resend, which sends completed website form submissions and receipt confirmations by email and manages ArtFitness mailing-list contacts, consent status, unsubscribe preferences and marketing-email delivery. Arturas Bingelis trading as ArtFitness remains responsible for deciding why and how personal information is processed;

booking or scheduling providers introduced by ArtFitness;

Squareup Europe Ltd, where a client chooses secure card payment via Square, and banks used to receive or refund payments. Square may process transaction information for payment, fraud-prevention, regulatory and legal purposes;

commercial gyms or venues where limited information is necessary for access/booking and where sharing is lawful;

Instagram and Facebook/Meta, TikTok, and YouTube/Google where identifiable media is published with the required consent. Those platforms may independently process publicly published information under their own privacy terms;

professional advisers, accountants, insurers or legal advisers where necessary;

emergency services, healthcare professionals or your emergency contact where reasonably necessary to protect life or health;

police, courts, regulators, HMRC or other authorities where disclosure is required or permitted by law.

When ArtFitness introduces or materially changes a provider that affects how your personal information is handled, this policy will be reviewed and updated where necessary.

Some technology providers, including Resend and social-media platforms used for authorised publication, may process or store information outside the United Kingdom. Where UK data-protection law requires safeguards for an international transfer, ArtFitness will rely on an applicable UK adequacy regulation, approved contractual mechanism such as the UK International Data Transfer Agreement/Addendum, or another lawful safeguard.

Completed free consultation and current client-onboarding submissions are received and retained in the ArtFitness Zoho Mail business mailbox. New onboarding emails include the submitted information and PDF/image attachments containing the completed record and electronic signature. Resend processes these emails for delivery; the website verifies the security check through Cloudflare.

Consultation records, onboarding/PAR-Q records and other relevant client records are also organised and retained in individual client folders on the encrypted, password-protected ArtFitness laptop and in Google Drive. These records may include training programmes, workout and progress tracking, measurements, notes, relevant documents, and private progress photographs or videos. Relevant material received by email may also remain in Zoho Mail.

Client records held in Zoho Mail or Google Drive may be accessed when reasonably necessary through secured authorised devices, such as a password/passcode- or biometric-protected phone, tablet or laptop. A phone or tablet is not used as the main general client-record archive merely because cloud or email records are viewed on it.

Where a client communicates with ArtFitness through WhatsApp, messages and media, including photographs or videos the client chooses to send, may remain within the ArtFitness WhatsApp account and its secured authorised devices. Material relevant to the client's progress, training or client journey may also be copied into the client's organised laptop and Google Drive folders and, where received or filed there, retained in Zoho Mail. Clients should avoid sending information or images through WhatsApp that are not reasonably necessary for their service.

Google Calendar is used for relevant appointment administration and not to store full PAR-Q or health-screening records. Relevant information may also remain in booking systems, bank records or Square transaction records where those channels are used. Historical onboarding records may remain in Zoho Forms or the website's access-controlled storage if they were submitted through those previous methods.

Marketing contact details, consent status and unsubscribe preferences are stored within Resend's contact system. The detailed signup consent audit notification is also retained in the ArtFitness Zoho Mail business mailbox. Completed media-consent PDFs and records are received and retained in secure ArtFitness email and may also be saved within organised ArtFitness cloud storage or business records. Media files may be stored in the secured ArtFitness business records and on the platforms where they are published with consent.

ArtFitness aims to keep data in the fewest systems reasonably necessary and to avoid storing unnecessary copies of medical documents.

ArtFitness uses proportionate technical and organisational safeguards appropriate to a small personal-training business handling health information. These include access controls, strong device passwords/passcodes or biometric access where available, account authentication controls, device encryption on the primary ArtFitness laptop, software updates, secure cloud services, restricted access and care when sharing sensitive information. Client records are accessible only through authorised ArtFitness accounts and secured authorised devices. New onboarding submissions containing health information and signatures are delivered to the access-controlled ArtFitness business mailbox rather than to a separate submission portal.

No electronic system can be guaranteed to be completely secure. If a personal-data breach occurs, ArtFitness will assess the risk, take appropriate action and notify the ICO and/or affected individuals where the law requires.

ArtFitness aims to collect only information that is adequate, relevant and reasonably necessary for the stated purposes. Medical documents may contain information beyond what ArtFitness needs. Where practicable, clients should provide only the relevant advice, clearance or information required after screening rather than unnecessary full medical records.

Retention depends on the type of information and why it is needed.

Enquiries that do not become clients

Normally up to 12 months after the last meaningful contact, unless needed longer for a dispute or legal reason.

Client contracts, PAR-Q/health screening, medical advice or clearance where required, progress/training and incident records

Normally up to 6 years after the last paid service, or longer where reasonably required by law, insurance or an active/potential legal claim.

Payment, invoice and tax records

For the period required by tax/accounting law and any reasonable legal-claims period.

Marketing contact information and consent records

Marketing contact information may be retained while your marketing consent remains active and while ArtFitness reasonably continues the relevant marketing activity. If you unsubscribe or withdraw consent, ArtFitness will stop using your details for that marketing purpose. Minimal suppression information may be retained where necessary to make sure you are not accidentally re-added or contacted against your wishes. Evidence of consent may be retained for an appropriate period where reasonably necessary to demonstrate how and when consent was obtained and to deal with complaints or legal/regulatory requirements.

Private progress photographs/video

For the coaching relationship and any agreed follow-up period, or longer only where there is a clear lawful reason.

Media consent records

Signed media-consent records may be retained for an appropriate period as evidence of what consent was given, when it was given, the wording/version agreed to, where media was authorised for use and whether consent was later withdrawn.

Marketing photographs, video and audio

These may be used while the relevant consent remains valid and the material remains reasonably required, subject to withdrawal rights and the practical limits concerning third-party copies and reposts described in section 9. The signed consent record and the media files may have different retention needs.

Website/security logs

According to the reasonable retention periods of the relevant hosting/security provider and ArtFitness’s security needs.

Optional Google Analytics information

According to the GA4 retention controls configured for the ArtFitness property and Google’s applicable processing terms. You can withdraw analytics consent at any time through Cookie Settings.

ArtFitness will periodically review retained information and delete or anonymise information that is no longer needed. The applicable retention periods apply to copies held across Zoho Mail, Google Drive, the ArtFitness laptop and, where applicable, WhatsApp or other secured authorised devices, so far as deletion is within ArtFitness's control and subject to reasonable provider backup or recovery periods.

Depending on the circumstances and lawful basis, you may have the right to:

be informed about how your information is used;

request access to your personal information;

ask for inaccurate information to be corrected;

ask for information to be erased in circumstances where the right applies;

ask for processing to be restricted;

object to processing based on legitimate interests;

object at any time to direct marketing;

receive certain information in a portable format where the right applies;

withdraw consent at any time where processing relies on consent, without affecting processing that was lawful before withdrawal; and

complain to the Information Commissioner’s Office.

Rights are not absolute in every situation. For example, ArtFitness may need to retain some information to comply with law, maintain financial records or establish/defend legal claims.

To exercise a right, contact hello@artfitness.co.uk. ArtFitness may ask for reasonable proof of identity before releasing personal information. Requests will be handled within the time required by law.

ArtFitness does not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on clients.

18.1ArtFitness uses Cloudflare Web Analytics as described above. Cloudflare states that this product does not use cookies or localStorage to collect usage metrics and does not fingerprint individuals for analytics.

18.2Google Analytics 4 is optional and does not load on a visitor’s device until they select “Accept analytics”. If accepted, GA4 may set first-party analytics cookies and collect the limited website usage information described in section 3.6. Advertising storage, advertising user data and personalised advertising remain disabled.

18.3Visitors are given equal “Accept analytics” and “Reject analytics” options. The choice is stored locally on the visitor’s device so the website can remember it. The choice can be changed later through the Cookie Settings control. Rejecting or withdrawing consent does not affect access to the website or consultation form.

18.4Where analytics is accepted, ArtFitness records page views and ordinary engagement such as scrolling and outbound clicks. It also records non-personal events when a consultation call-to-action is selected, when the consultation form is first used and when a consultation request is successfully sent. Form contents and sensitive information are not included in those events.

18.5The website or its hosting/security functions may use strictly necessary technologies to operate, secure or deliver the site.

18.6ArtFitness does not enable individual email-open tracking, tracking pixels or detailed click profiling for its marketing emails at launch. Ordinary operational information needed to deliver emails, maintain security and process unsubscribes may still be processed. If optional marketing tracking is proposed later, ArtFitness will first review the applicable UK PECR and data-protection requirements and update the relevant privacy/cookie/consent information before enabling it where required.

The ArtFitness website may link to third-party services such as WhatsApp, booking tools, Square, banks, social media or gym websites. Those organisations act under their own privacy notices for information they control. ArtFitness is not responsible for their independent privacy practices, although we aim to choose reputable providers.

ArtFitness will review this Privacy Policy when its services, technology providers, marketing practices or legal obligations materially change. The updated version will show a new “Last updated” date. Where a new use of existing personal information requires people to be actively informed before it begins, ArtFitness will do so.

If you have a privacy concern, please contact ArtFitness first so we can try to resolve it:

hello@artfitness.co.uk

You also have the right to complain to the Information Commissioner’s Office, the UK’s data-protection regulator. Information about raising a concern is available at:

ico.org.uk/make-a-complaint

Arturas Bingelis trading as ArtFitness

London, United Kingdom

hello@artfitness.co.uk

artfitness.co.uk