Privacy Notice

How to contact us

What information we collect and why

To deliver your coaching programme

• Name, address and contact details
• Gender and date of birth
• Health information — including medical conditions, allergies, medication and medical history
• Information about your menopause stage and symptoms
• Care needs — including any disabilities, dietary requirements or relevant life circumstances
• Progress photographs (where you choose to share these)

To meet our legal obligations

• Name and contact details
• Health and safety information
• Insurance-related records

To keep you informed

• Name and email address
• Marketing preferences
• A record of your consent to receive communications

We will never send you marketing emails without your explicit consent, and you can unsubscribe at any time.

Why we're legally allowed to use your information

Purpose	Lawful Basis
Delivering coaching services	Consent, Contract, Legal obligation
Meeting legal requirements	Legal obligation
Marketing & updates	Consent only
Queries, complaints & claims	Consent, Contract, Legal obligation, Legitimate interests

How long we keep your information

Data type	How long	Why
Health data, PAR-Q, coaching records	7 years after coaching ends	Insurance and liability requirements
Signed T&Cs and Legal Consent	7 years after coaching ends	Legal protection for both parties
Payment and financial records	6 years	HMRC legal requirement
Marketing data (email)	Until you unsubscribe or request deletion	Consent-based — your choice, always

Who we share your information with

We do not sell your data. Ever.

Everfit

Our coaching platform. Stores your health data, coaching records, onboarding forms, PAR-Q, terms and legal consent.

Mailchimp

Our email platform. Holds your email address and marketing preferences — only if you've opted in.

Transferring your information outside the UK

Both Everfit and Mailchimp are based in the United States. Both transfers comply with UK data protection law through the Addendum to the EU Standard Contractual Clauses (SCCs).

Your data protection rights

Right of access	You can ask us for a copy of the personal information we hold about you at any time.
Right to rectification	If something we hold is wrong or out of date, you can ask us to correct it.
Right to erasure	In some circumstances, you can ask us to delete your data.
Right to restriction	You can ask us to limit how we use your data while a concern is being resolved.
Right to object	You can object to us processing your data in certain circumstances.
Right to withdraw consent	Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, contact us at katie@herphase.uk.

How to raise a concern

Please come to us first at katie@herphase.uk. If still not satisfied, you can contact the ICO: