1. Who we are
The Fit Circle is operated by FITNESSIQ LIMITED, trading as The Fit Circle.
FITNESSIQ LIMITED is the controller of the personal information we collect from you.
Company name: FITNESSIQ LIMITED
Trading name: The Fit Circle
Company number: 16070207
Registered office: 58, Marco Polo Bonnet Street, London, England, E16 2AL
Email: team@thefitnessiq.com
2. What information we collect
We may collect the following information:
- Name
- Email address
- Phone number
- Age
- Gender
- Height
- Weight
- Target weight
- Fitness goal
- Activity level
- Food preferences
- Vegetarian or non vegetarian preferences
- Allergies
- Health conditions
- Injuries
- Medication information, if you choose to provide it
- Meal photos
- Progress photos, if you choose to provide them
- WhatsApp messages
- Payment status
- Client portal activity
- Consultation notes
- Check in information
- Feedback, testimonials or reviews
- Website usage data, depending on your cookie choices
3. Health and sensitive information
Some information you give us may be sensitive. This includes health conditions, allergies, medication details, injuries, weight, progress photos and information about your body or wellbeing.
Some information you give us may also reveal cultural, religious or lifestyle details, such as vegetarian only days, food restrictions, fasting routines or family food habits.
We only ask for this information so we can provide safer and more suitable coaching.
4. How we use your information
We use your information to:
- Create your diet and fitness plan
- Understand your goal, lifestyle and food habits
- Review your meal photos and progress
- Adjust your plan
- Communicate with you on WhatsApp, email or phone
- Provide customer support
- Process payments
- Manage your subscription
- Improve our service
- Keep records of your coaching journey
- Meet legal, tax and accounting requirements
- Protect our business from misuse, disputes or fraud
- Send marketing messages, where you have agreed or where the law allows
5. Our lawful bases
We use different lawful bases depending on the purpose.
For providing the service, we usually rely on contract because we need your information to deliver the plan you purchased.
For health related information, we rely on your explicit consent or another appropriate special category condition where applicable.
For legal and accounting records, we rely on legal obligation.
For improving our service and protecting our business, we may rely on legitimate interests.
For marketing emails or messages, we rely on consent where required.
6. Explicit consent for health related information
By joining The Fit Circle and completing onboarding, you may be asked to give explicit consent for FITNESSIQ LIMITED to process health related information you choose to provide.
This may include your weight, body measurements, health conditions, allergies, injuries, medication details, meal photos, progress photos and other information relevant to your plan.
You can withdraw this consent by contacting team@thefitnessiq.com.
If you withdraw consent for information we need to provide safe and suitable coaching, we may not be able to continue providing the service.
7. WhatsApp and third party platforms
We may use WhatsApp to communicate with you, receive meal photos and provide support.
WhatsApp is provided by a third party. Your use of WhatsApp is also subject to WhatsApp’s own terms and privacy practices.
We may also use third party tools for payments, website hosting, email, analytics, forms, scheduling, customer management, file storage and client portals.
8. Who we share information with
We may share your information with:
- Coaches and team members who support your plan
- Payment processors
- Website and hosting providers
- Email and communication platforms
- Professional advisers, such as accountants or lawyers
- Regulators, authorities or legal bodies where required
- Technology providers that help us run the service
We do not sell your personal information.
9. Meal photos and progress photos
We use meal photos and progress photos to provide coaching, review consistency and support your plan.
We will not use your personal photos publicly for marketing unless you give us clear permission.
If we use featured meal photos in the app, website or social media, we will take reasonable steps to avoid showing personal details unless you have agreed otherwise.
10. Testimonials and client stories
We may ask if you are happy to provide a testimonial, review or progress story.
We will only use your testimonial, name, image, progress photos or story for marketing where you have given permission.
You can withdraw permission later by contacting team@thefitnessiq.com. If the content has already been published, we will take reasonable steps to stop using it in future marketing.
11. How long we keep your information
We keep your information only for as long as reasonably necessary.
Client coaching records may be kept for up to 6 years after your relationship with us ends, unless we need to keep them longer for legal, tax, insurance or dispute reasons.
Marketing consent records may be kept until you unsubscribe or withdraw consent.
Basic financial and transaction records may be kept for accounting and tax purposes.
12. Your rights
You may have the right to:
- Access your personal information
- Correct inaccurate information
- Ask us to delete your information
- Ask us to restrict how we use your information
- Object to certain uses
- Withdraw consent
- Ask for a copy of your information
- Complain to the Information Commissioner’s Office
To use your rights, contact team@thefitnessiq.com.
13. Withdrawing consent
Where we rely on your consent, you can withdraw it by contacting team@thefitnessiq.com.
If you withdraw consent for information we need to provide safe and suitable coaching, we may not be able to continue providing the service.
14. Security
We take reasonable steps to protect your information from loss, misuse, unauthorised access or disclosure.
However, no online system, messaging platform or email system is completely secure.
15. International transfers
Some of our technology providers may process data outside the UK.
Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place.
16. Marketing
We may send you updates, offers or fitness related content if you have agreed to receive them or where the law allows.
You can unsubscribe or ask us to stop marketing messages at any time.
17. Complaints
If you are unhappy with how we use your information, please contact us first at team@thefitnessiq.com.
You can also complain to the Information Commissioner’s Office.
18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
