Legal
Privacy Notice
What information Physical Performance Training Systems Ltd holds about you, why we hold it, and what you can ask us to do with it.
Who we are
Physical Performance Training Systems Ltd, trading as Physical Performance, is the controller for the personal information described here. We are a coaching business with our own training facility in Heaton Mersey, Manchester.
physicalperformancedidsbury@gmail.com
Registered in United Kingdom, company number 17139783.
Registered office: 21 David Street, Manchester, M34 7TA.
Our registered office is the company’s address on the Companies House record. Training takes place at our facility in Heaton Mersey, which is a different address.
What we hold, and why
We only collect what we actually need to answer an enquiry, to coach you safely and to run the business properly.
If you enquire
We receive the contact details and the information you choose to give us by phone, email or WhatsApp, and we use them to answer you and discuss the training you are asking about. Our basis is that we are taking steps at your request before entering into a contract, or our legitimate interest in answering business correspondence.
If you train with us
We hold your contact details, the agreement between us, your health screening, your training programme and the record of your training, and your payment arrangements. Our basis is performing our contract with you, and for payment records our legal obligations.
Please avoid sending detailed health information in a first enquiry. There is a proper place for it once you decide to start.
Health information
Everyone completes a PAR-Q and health and exercise screening before training, and we ask you to keep your coach informed about relevant changes to your health, injuries, symptoms, medication or anything else affecting safe participation.
Health information is special category personal information under data protection law, so it needs a second condition on top of an ordinary lawful basis. We rely on:
- Your explicit consent for the screening itself and for holding the health information that follows from it. You give that separately from the rest of joining, and you can withdraw it — though without it we may not be able to coach you safely, which we would explain at the time.
- Protecting someone’s vital interests if there is a medical emergency and information has to be passed to emergency services or a named emergency contact.
- Establishing, exercising or defending legal claims, which is why screening records are kept for a period after you stop training.
Health information is never used for marketing, and it is not shared with anyone outside the business except as described below.
Juniors and guardians
Where a client is under 18 we also hold the parent or guardian’s contact details and their consent, because the agreement is made with them. For clients under 16, a responsible adult stays on the premises while the junior trains. For clients aged 16 or 17, parent or guardian involvement and consent remain part of joining.
Consent for a junior’s health screening is given by the parent or guardian, and we record who gave it.
Coaching videos you send us
Remote and hybrid clients send exercise and training videos by email so that we can coach technique, give feedback and see how the programme is going. We use them for coaching and for nothing else unless you have separately agreed. They can reveal information about your body and your health, so we treat them with the same care as other health information.
We are formalising how long coaching videos are kept before deletion. In the meantime they are kept only for as long as they are useful for coaching you and for the purposes described under how long we keep information. You can ask us to delete a video at any time.
Photography and video for marketing
We sometimes take photographs or video for marketing. This is separate from your training agreement and entirely optional.
- We rely on your consent, given separately when you join, and on your explicit consent where an image would show something about your body or your health.
- Declining does not reduce your access to training or coaching in any way, and it does not change what you pay.
- You can withdraw consent for future use at any time by telling us. We will stop using the material and remove it from things we control. Where something has already been published or shared onwards we cannot always recall every copy, and we will tell you honestly what we can and cannot do.
- Being present in the facility is never treated as agreement.
CCTV
CCTV operates outside the building and inside the gym. We use it for the security and safety of people and property, and to help resolve incidents and disputes. Our basis is our legitimate interests in a safe, secure facility, balanced against your privacy.
- There are no cameras in toilets or changing areas.
- Signage identifies that recording is taking place, who operates the system and how to contact us about it.
- Access to footage is restricted to those in the business who need it, and footage is not published or posted.
- Footage may be shared with the police or insurers where there is a proper reason, and with a person requesting their own footage under their rights below.
Recordings are overwritten on a recurring cycle in the ordinary course. We are confirming and documenting the exact period the system retains, and we will state it here once established. Footage is kept beyond that cycle only where it has been preserved for a specific incident, claim or legal obligation.
The systems we use
These are the third-party systems that actually hold client information.
Trainerize
Trainerize is where training programmes, exercise logs, progress and related coaching information are delivered and recorded. It is operated by ABC Fitness Solutions, LLC in the United States. Its privacy policy states that it acts as a processor or service provider and processes that information on behalf of, and under the instructions of, the fitness business — that is, us. See the Trainerize privacy policy.
GoCardless
GoCardless handles invoicing and Direct Debit payment processing. It receives the information needed to collect a payment, including your name, contact details and bank account details. Its privacy notice for payers states that GoCardless is a controller for the information it holds about payers, which means it is also responsible to you directly for that information. See the GoCardless privacy notice for payers.
Email and messaging
Our public email address uses Google Gmail, so email we exchange with you — including coaching videos you send — is processed through Google’s services. Choosing the WhatsApp option opens WhatsApp, which is operated by Meta; nothing is embedded in this website and no message is sent until you send it. Telephone enquiries are handled through ordinary telecommunications services. Phone and email reach us just as well as WhatsApp if you would rather not use it.
Technology and AI
Your coach is responsible for your training. Technology helps us analyse performance, monitor progression and make better-informed programming decisions.
AI systems are not intentionally given personally identifiable client information for developing or analysing an individual programme. Individual planning and programming are completed outside those systems where personal identity is concerned. AI-assisted tools may support wider gym operations and the development of our methods without holding the identity of a member. We do not make automated decisions that produce legal or similarly significant effects about you.
This website
This website sets no cookies and uses no browser storage. It runs no analytics, no advertising or conversion tags and no third-party scripts, and it loads no fonts, maps, videos or social media widgets from anyone else. There is no enquiry form and no account system. The Cookie Policy sets this out in full.
Netlify, our hosting provider, may process technical information including IP addresses, requested pages and access times in order to deliver and protect the website. Our basis is our legitimate interest in operating a secure, available website. See Netlify’s privacy policy.
The “View directions” links open Google Maps with our address already filled in. No map is embedded here and nothing is requested from Google unless you follow the link.
Who we share information with
We do not sell personal information and we do not share it for anyone else’s marketing. We share it with the providers named above so they can do the job we use them for, with professional advisers, insurers or emergency services where there is a proper reason, and where the law requires it.
Processing outside the UK
Trainerize is operated from the United States, so client training information held there is processed outside the UK. Google, Meta and Netlify also operate internationally. Those providers publish the transfer arrangements they rely on, and we link to their notices above. We are documenting the transfer arrangements that apply to our own accounts, and will describe them here once confirmed rather than assert something we have not verified.
How long we keep information
We keep information only for as long as we need it, judged against the purpose it was collected for.
- Enquiries — while the enquiry is open and for a short period afterwards, unless it becomes a client relationship.
- Client and training records — for as long as you train with us and afterwards for as long as we may need them to answer a question or defend a claim.
- Health screening — as above, because it is the record of what we knew when we programmed your training.
- Payment and accounting records — for as long as tax and company law require us to keep them.
- Coaching videos — for as long as they are useful for coaching you, and deleted on request.
- CCTV — overwritten on a recurring cycle, unless preserved for a specific incident or claim.
- Marketing material you consented to — until you withdraw consent or it is no longer used.
Where a fixed period is not stated above, it is because the right period depends on the criteria described rather than on a number we could give you honestly today. We are documenting fixed periods and will publish them here as they are settled.
Security
Access to client information is limited to those in the business who need it. The systems we use are accessed through individual accounts, and the website itself holds no personal information at all. We do not claim any particular certification or standard here, because we would rather state only what we can stand behind.
Your rights
Depending on the circumstances you may ask us to give you a copy of your information, correct it, delete it, restrict how we use it or provide it in a portable form, and you may object to us using it. Where we rely on your consent — health screening, marketing photography — you can withdraw it at any time, and withdrawing it does not affect anything done before you did.
Ask us using the details above. We will not charge you, and we will answer within the time data protection law allows.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office, the UK data protection regulator.
Changes to this notice
We will update this page when what we do changes, and the version and effective date at the top will change with it.
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