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07879 275527

At any time I may hold data supplied by you from several sources.

These sources are:

 

Pre-Activity Readiness Questionnaire (PARQ)

Email Enquiries

Website Enquiries Form

Direct Phone Call

SMS Text

Facebook Messenger

WhatsApp

 

Gmail

I use Gmail to store contact details for all current clients of either classes or Personal Training.

 

Gmail Contacts List

My Gmail contacts list is used for email communication and also forms my contacts list on my mobile phone and Tablet.

My Gmail contacts list can be accessed from the following sources:

My personal mobile phone

Tablet

Home PC

Details held on my contacts list are for essential communication only and will not be used for marketing purposes.

 

Security

My mobile phone and Tablet are both secured by means of a Security PIN.

My PC is secured by means of a Password.

My mobile phone and tablet are stored at my home and are never left in my car overnight.

 

Pre Activity Readiness Questionnaire (PARQ)

This is the screening form that you will have completed prior to starting a Personal Training programme with me or joining one of my classes.

PARQ’s will be stored for up to 40 calendar months from the date of signing. This is for insurance purposes only.

They are stored in a locked metal container.

The following data from your PARQ may be stored on my Gmail Contact list :

Name

Email Address

Mobile phone number

Address (usually for Personal Training clients only)

Emergency Contact name and number.

 

Your details will be removed from my Gmail contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme.

 

You will be required to fill in a new PARQ every January to ensure that I have up to date health data on record for you.

After 12 weeks of non-attendance at a class, without notice being given, you will be considered to have left the class and your PARQ will be considered invalid, and held on file for up to 40 months from the date of signing.

Your details will be removed from my Gmail contacts within a further 7 days.

Similarly, if you take a break of 12 weeks or more from your Personal Training programme, I will require you to complete a new PARQ on returning to training and your previous PARQ will be filed for up to 40 months from the date of signing.

You can request that your PARQ is destroyed before the end of the 40 month period by emailing me at stuartowen.personaltrainer@gmail.com

 

 

Child Pre Activity Readiness Questionnaire (PARQ)

Child PARQ will be completed by the parents of anyone attending a class who is under the age of 16.

Childrens PARQ’s are handled exactly the same as those submitted by adults, but with the following exceptions:

A childs PARQ may be held on file for up to 4 weeks after their 21st birthday. This is for insurance purposes only.

Childrens details are not stored electronically on any of my devices and are not added to my Gmail Contacts list.

All contact regarding childrens classes will be via details supplied by the childs parents / guardian.

You can request that your Childs PARQ is destroyed before the period leading to 4 weeks after their 21st Birthday by emailing me at stuartowen.personaltrainer@gmail.com

 

 

Email Enquiries

If you enquire about any of my services by emailing me directly, your details will not be added to my Gmail contact list, unless you specifically request this.

I only use Email for individual contact and never for marketing purposes.

Your details will only be held for the life of your enquiry. When your enquiry has reached a natural conclusion, you details will be deleted.

If you decide to begin any form of exercise or nutrition coaching with me, you will be required to complete a PARQ and you details will be processed in line with Pre Activity Readiness Questionnaire (PARQ)

 

 

Website Enquiries Form

Enquiries received from you via a form from my website (www.sopt.co.uk) will be handled under the same policies as Email Enquires.

 

 

Enquires By Phone Call or SMS Text

If you enquire about any of my services phone call or SMS Text your details will not be added to my Gmail contact list, unless you specifically request this.

Your details will only be held for the life of your enquiry. When your enquiry has reached a natural conclusion, you details will be deleted.

If you decide to begin any form of exercise or nutrition coaching with me, you will be required to complete a PARQ and you details will be processed in line with Pre Activity Readiness Questionnaire (PARQ)

 

 

 

WhatsApp

I use WhatsApp on my mobile phone and home PC to communicate with some clients where it is beneficial to do so.

I only use WhatsApp for individual contact and never for marketing purposes.

Your details will be removed from my contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme. All conversation history will also be deleted.

WhatsApp is subject to Privacy Policies defined by WhatsApp, which can be found here: https://www.whatsapp.com/legal/?eea=1#privacy-policy/

 

 

Facebook Messenger

I use Facebook Messenger on my mobile phone and home PC to communicate with some clients where it is beneficial to do so.

I only use Facebook Messenger for individual contact and never for marketing purposes.

Your details will be removed from my contacts list within 7 days of you indicating that you will no longer be attending my classes or you discontinuing your Personal Training programme. All conversation history will also be deleted.

Use of Facebook Messenger is subject to Privacy Policies defined by Facebook, which can be found here: https://www.facebook.com/full_data_use_policy

 

 

Mailchimp

I may contact you via email to pass on marketing material regarding my services via Mailchimp. This will happen only if you have specifically opted in to receive marketing emails from me, and will only be in regards to the subjects that you have requested to receive emails about.

Your data will be held by Mailchimp and is subject to their Privacy Policies which can be found here: https://mailchimp.com/legal/privacy/

You can update or remove your details from my mailing lists on Mailchimp at any time by clicking the “!Unsubscribe” link that you will find at the bottom of every email.

 

 

Google Calendar

Appointments with Personal Training clients are entered onto a Private Google Calendar.

The appointment entry typically contains the clients name and address.

The calendar entries are visible from my mobile phone, my tablet, and my partners tablet.

Calendar entries are visible to my partner for safety reasons. As I am mobile in my role, should anything happen while I am on the road, she will have the ability to track my movements.

 

 

Personal Training Records

As part of your Personal Training programme, I need to keep records containing personal data about you, your body composition, fitness levels and ability.

These records are stored and accessed using Dropbox which is accessed from my PC, Tablet and Mobile Phone. This is to allow me to access your fitness programme and all of your statistical data while without needing to be at home.

I will supply you with copies of all personal statistical data as it is accumulated.

On completion of your programme, you will receive a final update with all data that I have accumulated.

You will then be given the option to have your data and records permanently deleted from my systems or have them archive them for future reference.

Use of Dropbox is subject to their Privacy Policies which can be found here: https://www.dropbox.com/en_GB/privacy/

 

 

Photo & Video Consent Forms

These forms are signed usually by attendees of my classes, allowing me to use film or photos of them to promote my classes.

These forms are kept in a locked container.

You can withdraw your Photo & Video consent at anytime, without reason, by simply asking for your form to be returned to you. Your request should be sent via email to stuartowen.personaltrainer@gmail.com. Your form will be returned to you within 4 weeks of receiving your email.

 

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