Privacy Policy

WFitness Ltd · Effective 10 November 2026

1. Who we are

WFitness Ltd ("WFitness", "we", "us") provides strength, conditioning and movement coaching in person at Platinum PT (Leigh-on-Sea) and David Lloyd Southend, and online. Will Todd is the coach and is responsible for your data.

Company number: 16647422 · Registered address: 16 Caernarvon Close, Hockley, Essex, SS5 4XH

Contact: [email protected] · +44 7424 311563

We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What we collect

• Identity and contact: name, email, phone number, age, gender.
• Health information: injuries, medical conditions, surgery, pain and medication you tell us about, and the results of your Movement DNA™ Screening and pre-session consultation (see section 4).
• Coaching data: goals, training history, programme progress, check-ins, and photos or videos of your movement used for coaching.
• Bookings and payments: appointments, payment history and subscription status. Card details are handled by Stripe and never seen or stored by us.
• Messages: emails, texts and WhatsApp messages between us.
• Technical: browser, device, IP address and cookies when you use our website or booking pages.

3. Where it comes from

From you (booking forms, consultations, messages and your coaching app), and from partners when you book through them: David Lloyd (Kickstart and personal training bookings) and Platinum PT.

4. Health information

Health information is special category data, so we treat it with extra care.

• Why: only to assess your movement and design a programme that is safe for you.
• Legal basis: your explicit consent, which you give when you book (UK GDPR Article 9(2)(a)), alongside our contract to coach you (Article 6(1)(b)).
• Who sees it: only Will Todd and the systems used to deliver your coaching: Pulse (bookings and records), Everfit (your programme) and Duchess (your pre-session consultation, which is analysed with AI software to help Will prepare). It is never sold and never used for marketing.
• How long: for as long as you are coaching with us, then for 3 years, after which it is deleted.
• Your choice: you can withdraw consent at any time by emailing [email protected]. We may then be unable to coach you safely and will tell you if so. Withdrawing doesn't affect anything done before.

5. How we use your data, and our legal basis

6. Messages

We contact you by email, SMS and WhatsApp about bookings, payments and your coaching. We only send marketing if you've agreed to it. Reply STOP or email [email protected] to stop marketing at any time.

7. AI and automation

Some of our tools use automation and AI, for example to analyse your pre-session consultation or send booking reminders. Will reviews everything that affects your coaching. No decision about you is made by automation alone.

8. Who we share it with

We never sell your data. We share it only with the services that help us run WFitness, under contracts that protect it:

• Pulse (GoHighLevel / LeadConnector): client records, bookings, messages
• Everfit: your coaching programme and app
• Stripe: payments
• WhatsApp (Meta) and our SMS and email providers: messages
• Duchess (Diem Analytics): pre-session consultations
• Zapier: connecting these systems
• Google and Microsoft: email and calendars
• Professional advisers (such as our accountant) and authorities where the law requires it.

9. International transfers

Some providers (including Pulse, Stripe, Zapier and Meta) store data in the United States. Where this happens, your data is protected by the UK International Data Transfer Agreement or the UK Extension to the EU–US Data Privacy Framework.

10. How long we keep it

• Health information: while you coach with us, then 3 years
• Coaching records: while you coach with us, then 3 years
• Payment and financial records: 6 years (HMRC requirement)
• Enquiries that don't go further: 12 months
• Marketing preferences: until you opt out

11. Your rights

You can ask to: access your data; correct it; delete it; restrict or object to how we use it; receive it in a portable format; and withdraw consent at any time. Email [email protected] and we'll respond within one month.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office: ico.org.uk · 0303 123 1113.

12. Under 18s

If you're under 18, a parent or guardian must agree to your coaching and to this policy on your behalf.

13. Security

We use secure, access-controlled platforms with two-step login where available, and limit access to Will Todd.

14. Cookies

Our website and booking pages use cookies to work properly and to measure performance. You can control cookies in your browser settings.

15. Changes

We'll post any changes here with a new effective date, and tell active clients about significant changes.