Privacy Policy
This Privacy Policy explains how OptiMo Fitness Coaching (“OptiMo”, “we”, “us” or “our”) collects, uses, shares and protects your personal information when you visit optimocoach.com, enquire about our services, or train with us through our online and in-person coaching programmes. Please read it carefully. By using our website or services, you confirm that you have read and understood this policy.
Who we are
OptiMo Fitness Coaching is a London-based fitness coaching business providing online personal training, in-person sessions and body transformation programmes to clients in the United Kingdom and internationally.
For the purposes of UK data protection law, the data controller is [INSERT REGISTERED LEGAL / TRADING ENTITY NAME], based at The Pill Box, 115 Coventry Road, Bethnal Green, London E2 6GG. If we are registered with the Information Commissioner’s Office (ICO), our registration number is [INSERT ICO REGISTRATION NUMBER].
If you have any questions about this policy or how we handle your information, you can contact us at [INSERT PRIVACY CONTACT EMAIL].
The information we collect
We collect and process the following categories of personal information.
| Category | Examples | Where we get it |
|---|---|---|
| Identity and contact data | Your name, email address, telephone number and postal location. | Directly from you, usually through our enquiry, consultation or assessment forms. |
| Health and fitness data | Your goals, current fitness level, body measurements, weight, body composition, medical conditions, injuries, training history and progress photographs. | Directly from you, during consultations, assessments and ongoing coaching. |
| Nutrition and activity data | Food diaries, calorie and macronutrient information, activity, and metrics from connected apps where you choose to link them. | Directly from you, or via third-party apps you connect. |
| Payment data | Billing details and transaction records. Full card details are handled by our payment provider and are not stored by us. | From you and from our payment processor. |
| Technical and usage data | IP address, browser type, device information, pages visited and how you interact with our website and coaching app. | Automatically, through cookies and similar technologies. |
| Communications data | The content of messages and correspondence between you and us. | Directly from you. |
Health information is special category data
Because coaching involves your health, the information you share about medical conditions, injuries, body composition and physical wellbeing is treated as “special category personal data” under UK data protection law. This type of information receives additional protection. We only collect and use it where you have given us your explicit consent, and we use it solely to design safe, appropriate training and nutrition programmes for you. You can withdraw your consent at any time by contacting us, although this may mean we can no longer safely provide certain services.
How we use your information and our lawful bases
Under UK data protection law we must have a valid lawful basis for using your personal information. The table below sets out how we use your data and the basis we rely on.
| Purpose | Information used | Lawful basis |
|---|---|---|
| Responding to your enquiries and arranging consultations, assessments and taster sessions | Identity, contact and communications data | Our legitimate interests in responding to potential clients, and taking steps to enter into a contract |
| Designing and delivering your coaching, training and nutrition programmes | Identity, contact, health and fitness, and nutrition data | Performance of our contract with you, and your explicit consent for health data |
| Processing payments and keeping financial records | Identity, contact and payment data | Performance of our contract with you, and compliance with our legal obligations |
| Sending you service updates and, where you have agreed, marketing | Identity and contact data | Your consent, or our legitimate interests in keeping existing clients informed |
| Maintaining the security of our website and coaching app, and improving our services | Technical and usage data | Our legitimate interests in running a safe, effective business |
| Meeting legal, tax and regulatory obligations | Identity, contact and payment data | Compliance with our legal obligations |
Marketing communications
We will only send you marketing messages where you have agreed to receive them, or where you are an existing client and the law allows us to. You can opt out at any time by using the unsubscribe link in our emails or by contacting us directly. Opting out of marketing will not affect the messages we need to send you to deliver your coaching.
Cookies and analytics
Our website uses cookies and similar technologies to help it function, to remember your preferences, and to understand how visitors use the site so we can improve it. Some cookies are essential, while others are optional and set only with your consent. You can manage your preferences through your browser settings or our cookie banner. For more detail, please see our [LINK TO COOKIE POLICY, IF SEPARATE]. Where we use analytics tools to measure website performance, we do so to understand aggregate usage rather than to identify you personally.
Who we share your information with
We do not sell your personal information. We share it only where necessary, and with organisations that help us run our business. These may include:
- our coaching, training and app platform providers, who host your programme and progress data;
- our payment processor, who handles your transactions securely;
- our email and communications providers;
- website hosting and analytics providers;
- professional advisers such as accountants and legal advisers; and
- regulators or authorities where we are required to do so by law.
We require anyone who processes data on our behalf to keep it secure and to use it only for the purposes we specify. Please replace this list with the actual providers you use before publishing.
International data transfers
Some of the providers we work with, and some clients we coach, are based outside the United Kingdom. Where your personal information is transferred to a country that does not have equivalent data protection laws, we take steps to ensure it remains protected, for example by relying on approved safeguards such as the UK’s International Data Transfer Agreement or an adequacy decision. If you would like more information about these safeguards, please contact us.
How long we keep your information
We keep your personal information only for as long as we need it. In general, we retain coaching and health records for the duration of your programme and for a reasonable period afterwards, and we retain financial records for as long as required by tax and accounting law (typically six years). When we no longer need your information, we securely delete or anonymise it. Please confirm and insert your actual retention periods here.
How we protect your information
We use appropriate technical and organisational measures to protect your personal information against loss, misuse and unauthorised access. These include access controls, secure platforms and staff confidentiality. No method of transmission over the internet is completely secure, but we take reasonable steps to keep your data safe.
Your rights
Under UK data protection law you have the right to:
- access the personal information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information in certain circumstances;
- ask us to restrict or object to how we use your information;
- ask us to transfer your information to another provider where technically possible;
- withdraw your consent at any time where we rely on consent; and
- complain to a supervisory authority.
To exercise any of these rights, please contact us at [INSERT PRIVACY CONTACT EMAIL]. We will respond within the timeframes required by law.
Children’s privacy
Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from children. If you believe a child has provided us with their information, please contact us so we can remove it. If you coach under-18s, this section must be revised to reflect parental consent and safeguarding requirements.
Changes to this policy
We may update this policy from time to time to reflect changes in our practices or the law. When we make significant changes, we will update the date below and, where appropriate, notify you.
How to contact us and how to complain
If you have any questions, requests or concerns about this policy or your personal information, please contact us online or by post at The Pill Box, 115 Coventry Road, Bethnal Green, London E2 6GG.
If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, at ico.org.uk or by calling 0303 123 1113.
Last updated: [05 July 2026]
