Our contact details

Name: Vital Fit Pro Ltd

Address: 33 Commercial Street, Tredegar, Blaenau Gwent, Wales. NP22 3DJ

E-mail: [[email protected]]

What type of information we have

We may collect and process the following information:

- Personal identifiers, contacts and characteristics (for example, name, contact details, place of residence, sex, gender identity, relationship status and whether you have children)

- Age, weight, height, diet, medical and exercise information relating to your goals and need for our services

- Location

- Instagram username

- Any information you provide to the Funnel Sketchers platform which is shared with us under their terms and conditions of use or their privacy policy

 - Any other information that you provide to us in our welcome form or any other form we send to you in connection with your contract for accountability coaching

- Notes (including notes taken by AI or other notetaking software) to capture discussion or action points during coaching sessions, provided that these will only be available to the coach and client via the client portal on the Funnel Sketchers platform. Your coach may also produce private notes of calls available only to the coach.

How we get the information and why we have it

Most of the personal information we process is provided to us directly by you for the purpose of the development and delivery of our services to you. We may process your personal information for a number of different purposes, which are essential for us to fulfil our legal obligations, to help us deliver our services efficiently and effectively and to provide you with more relevant and personalised coaching, offers and information. In all cases we must have a reason and a legal ground for processing your personal information.  Some of the most common legal grounds we rely on are briefly explained below.

Performance of a Contract: We may process your personal data for the purpose of performing under the terms of a contract to which you are a party and for us to ascertain your suitability for our services.

Legitimate Interests We may process personal data where it is necessary for our legitimate business interests, but only to the extent that they are not outweighed by your own interests or fundamental rights and freedoms. When we rely on this legal basis, if required, we will carry out a legitimate interest assessment to ensure we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws.

Consent: We will rely on consent where it is required, such as when we are asking you to confirm your marketing preferences or when you submit sensitive data. When we rely on consent, you will be asked to confirm that you give your permission to us to process your personal data. You have the right to withdraw your consent at any time if you no longer want to be part of the processing activity where your consent was sought.

Legal Obligation We may on occasion be under a legal obligation to obtain and disclose your personal data or may cooperate in a legal or governmental investigation. Where possible, we will notify you when processing your data due to a legal obligation; however, this may not always be possible. It is essential that we comply with our legal, regulatory, and contractual requirements, so if you object to this processing, we will not be able to provide services to you.

How Long Do We Keep Your Personal Data?

We use the following criteria to determine our retention periods: the amount, nature and sensitivity of your information, the reasons for which we collect and process your personal data, the length of time we have an ongoing relationship with you and applicable legal requirements. We will retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to comply with applicable legal, tax, or accounting requirements), when we are unable to reasonably verify your identity, or as may otherwise be required under UK GDPR or other applicable data protection laws. Additionally, we cannot delete information when it is needed for the establishment, exercise, or defence of legal claims. In this case, the information must be retained as long as needed for exercising respective potential legal claims.

When we have no ongoing business need to process your personal information, we will either delete or anonymize it. If you have questions about, or need further information concerning, our data retention periods, please send an email to us at the email address stated above. 

Staying in Control of Your Information: Your Rights

If you are in the EEA or the UK, you have certain rights in relation to your personal data, including those set forth below. Please note that in some circumstances, we may not be able to fully comply with your request, such as if it is frivolous or extremely impractical, if it jeopardises the rights of others, if an exception applies, or if it is not required by law, but in those circumstances, we will still respond to notify you of such a decision. In some cases, we may also need you to provide us with additional information, which may include personal data, if necessary to verify your identity and the nature of your request.

Access: You can request more information about the personal data we hold about you and request a copy of such personal data.

Rectification: If you believe that any personal data, we are holding about you is incorrect or incomplete, you can request that we correct or supplement such data.

Erasure: You can request that we erase some or all of your personal data from our systems.

Withdrawal of Consent: If we are processing your personal data based on your consent (as indicated at the time of collection of such data), you have the right to withdraw your consent at any time. Please note, however, that if you exercise this right, you may have to then provide consent on a case-by-case basis for the use or disclosure of certain of your personal data, if such use or disclosure is necessary to enable you to utilize some or all of our services.

·      Portability: You can ask for a copy of your personal data in a machine-readable format. You can also request that we transmit the data to another controller where technically feasible.

·      Objection: You can contact us to let us know that you object to the further use or disclosure of your personal data for certain purposes, such as for direct marketing purposes.

·      Restriction of Processing: You can ask us to restrict further processing of your personal data.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights) unless your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request under those circumstances.

We will respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated as required by law.

In addition, if you no longer wish to receive any marketing/promotional information that we send you, we remind you that you may withdraw your consent to direct marketing at any time directly from the unsubscribe link included in each electronic marketing message we send to you. If you do so, we will promptly update our databases, and will take all reasonable steps to meet your request at the earliest possible opportunity, but we may continue to contact you to the extent necessary for the purposes of providing our services.

Finally, you have the right to make a complaint at any time to the supervisory authority for data protection issues in your country of residence. If you reside in the UK, you can complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow Cheshire SK9 5AF

+44 (0) 303 123 1113

We would, however, appreciate the chance to address your concerns before you approach the ICO, so please contact us directly first.

Exercising Your Rights

To exercise the access, data portability, and deletion rights described above, please submit a verifiable request to us by email at the email address stated above.

If you are accessing or using our accountability coaching services or otherwise providing personal information to us, you are agreeing and consenting to the processing of your personal information in the United Kingdom.