Privacy Policy
This Privacy Policy explains how B.Balanced Coaching Ltd collects, uses, stores, and shares your personal information. It applies to anyone who visits our website, signs up to our emails, purchases a service, or engages with us through any channel.
We are committed to handling your information with care, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Data controller: B.Balanced Coaching Ltd (trading as B.Balanced)
ICO registration number: ZA00011542875
Contact email: rachel@b-balanced.co.uk
Website: www.b-balanced.co.uk
If you have any questions about this Privacy Policy or how we handle your information, please contact us using the details above.
2. What This Policy Covers
This policy applies when you:
- visit our website;
- sign up to our emails or other communications;
- buy a product or service;
- take part in coaching, training, workshops, events, or programmes;
- contact us by email, social media, or messaging.
3. The Personal Information We Collect
Information you give us
- Identity & contact details: name, email address, phone number.
- Payment & purchase details: transaction records. We do not store full card details; payments are processed by our payment provider (Stripe).
- Coaching or programme information: information you choose to share to support coaching (for example, goals, training history, health considerations, preferences, or routines).
- Communications: messages you send us via email, direct messages, forms, or messaging apps.
Information collected automatically
- Website usage data: pages visited, device and browser information, approximate location, and interactions with our site (via cookies and similar technologies).
- Email engagement: opens, clicks, and subscription status, via our email platform (Kit).
4. How We Use Your Information
We only process personal information when we have a lawful basis under UK GDPR. The table below summarises our main uses.
| Purpose | What we do | Lawful basis |
|---|---|---|
| Email communications | Send newsletters, programme updates, and marketing communications you requested. | Consent — you can withdraw at any time by unsubscribing. |
| Service delivery | Coaching delivery, scheduling, programme support, and customer service. | Contract — necessary to provide what you asked for, or to take steps before entering a contract. |
| Improving our services | Analysing which content and programmes are most useful; improving website experience. | Legitimate interests — improving our services in ways you would reasonably expect, balanced against your rights. Consent where required (e.g. analytics cookies). |
| Legal and regulatory obligations | Accounting, tax records, fraud prevention, and compliance record keeping. | Legal obligation. |
| Security and risk management | Protecting our systems, preventing misuse, and responding to complaints. | Legitimate interests and/or legal obligation. |
Legitimate interests: Where we rely on legitimate interests, we carry out a balancing assessment to ensure our interests are not overridden by your rights. You have the right to object to processing carried out on this basis — see Section 10.
5. Marketing Preferences
You can unsubscribe from marketing emails at any time using the link in any email we send, or by contacting us directly.
If you opt out of marketing, we may still send non-marketing messages where necessary — for example, transactional emails about a purchase, or important service updates.
6. Cookies and Similar Technologies
Our website uses cookies and similar technologies. These fall into the following categories:
- Strictly necessary: essential for the website to function. These cannot be disabled.
- Functional: remember your preferences (for example, language or display settings).
- Analytics: help us understand how visitors use the site (for example, which pages are most visited). We use Google Analytics for this purpose. These cookies are only set with your consent.
- Marketing: where relevant, used to deliver more relevant advertising. These are only set with your consent.
You can manage your cookie preferences through your browser settings or, where available, our cookie consent banner. Withdrawing consent for non-essential cookies will not affect the core functionality of the site.
7. Who We Share Your Information With
We share information only where necessary to run our business and deliver our services. We do not sell personal data.
Service providers (processors)
The following third-party services may process personal information on our behalf, under contractual terms consistent with UK GDPR:
- Website hosting: Vercel
- Email marketing: Kit (formerly ConvertKit)
- Payments: Stripe
- Scheduling: Calendly / Google Calendar
- Coaching and programme delivery: Trainerize
- Messaging and automations: WhatsApp Business / Google Mail / ManyChat
- Analytics: Google Analytics
Legal and safety
We may share information if required to do so by law, or where necessary to protect the rights, safety, or property of B.Balanced, our clients, or others.
8. International Data Transfers
Some of our service providers may store or process information outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place — for example, by using providers covered by the UK's adequacy decisions, or by relying on standard contractual clauses approved for use under UK GDPR.
If you would like more information about the specific safeguards in place for any transfer, please contact us.
9. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purposes set out in this policy, or to comply with legal obligations.
- Email subscribers: until you unsubscribe, plus a short additional period to maintain a suppression record (to ensure we do not accidentally contact you again).
- Customer records (purchases): for as long as required by accounting, tax, and legal obligations — typically six years from the end of the relevant tax year.
- Coaching and programme communications: for the duration of the service, plus a reasonable period thereafter for reference and safeguarding purposes.
- Website analytics data: in accordance with the retention settings of the relevant platform (typically 14 months for Google Analytics).
10. Your Rights
Under UK GDPR, you have the following rights in relation to your personal information:
- Access: to obtain a copy of the personal information we hold about you.
- Correction: to have inaccurate information corrected.
- Erasure: to request deletion of your information in certain circumstances.
- Restriction: to ask us to limit how we use your information in certain circumstances.
- Objection: to object to processing based on legitimate interests, or to direct marketing at any time.
- Data portability: to receive your information in a structured, commonly used format in certain circumstances.
- Withdrawing consent: where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, contact us at rachel@b-balanced.co.uk. We will respond within one month of receiving your request (UK GDPR standard).
If you are not satisfied with how we handle your information, or with our response to a rights request, you have the right to complain to the UK supervisory authority:
Information Commissioner's Office (ICO)
ico.org.uk | 0303 123 1113
11. Keeping Your Information Secure
We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, or disclosure. No system is entirely secure, but we work to reduce risk and use reputable providers with appropriate security standards.
If you believe your information has been affected by a security incident involving our systems, please contact us immediately at rachel@b-balanced.co.uk.
12. Health and Coaching Disclaimer
The services, content, and information provided by B.Balanced are for general fitness, strength, and movement education purposes only. They do not constitute medical advice, diagnosis, or treatment.
Before beginning any new exercise or training programme, you should consult a qualified medical professional if you have any existing health conditions, injuries, or concerns. Participation in coaching or training is at your own risk.
Results vary between individuals. Any case studies, testimonials, or examples shared by B.Balanced reflect individual experiences and are not a guarantee of outcome.
13. Children
Our services and communications are intended for adults. We do not knowingly collect personal information from children under the age of 18. If you believe we have inadvertently collected information from a child, please contact us so we can delete it promptly.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Where changes are material, we will take reasonable steps to inform you — for example, by noting a new "Last updated" date at the top of this page. The current version will always be available on our website.
Continued use of our services after any update constitutes acceptance of the revised policy.