Who We Are
Space to Thrive is a health and fitness coaching business based in Darlington, County Durham. Our website address is: https://spacetothrivehealth.com.
We are committed to protecting your privacy and handling your personal data in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What Personal Data We Collect and Why
Contact Forms and Enquiries
When you contact us through our website forms, email, or phone, we collect:
- Your name and contact details (email address, phone number)
- Information about your fitness goals and current situation
- Any health concerns or injuries you mention
Why we collect this: To respond to your enquiries and assess how we can best help you achieve your health and fitness goals.
Client Assessment and Coaching Information
If you become a client, we collect and process:
- Detailed health and fitness assessments
- Progress measurements and tracking data
- Training and nutrition plans
- Communication records (WhatsApp messages, coaching calls)
- Video submissions for form analysis (online coaching clients)
- Payment and booking information
Why we collect this: To provide effective personal training and health coaching services tailored to your individual needs and goals.
Health Information
As a health and fitness business, we may process special category data about your health, including:
- Medical conditions or injuries
- Fitness levels and physical capabilities
- Mental health considerations affecting your training
Legal basis: We process health data with your explicit consent and because it's necessary for preventive healthcare purposes in the fitness and wellness sector.
Cookies and Website Tracking
We do not use cookies on our website. Your browsing of our website is not tracked, and no personal data is collected through cookies or similar technologies.
How We Use Your Information
We use your personal data to:
- Provide personal training and health coaching services
- Communicate with you about your programmes and progress
- Send appointment reminders and programme updates
- Process payments for our services
- Comply with our professional duties of care
- Send relevant health and fitness information (with your consent)
Legal Basis for Processing
We process your personal data under the following legal bases:
- Consent: For health data and marketing communications
- Contract: To deliver the services you've purchased
- Legitimate interests: To run our business effectively and provide quality service
- Legal obligation: To meet professional and tax requirements
Who We Share Your Data With
We do not sell or rent your personal information to third parties. We may share limited information with:
- Payment processors (for secure payment handling)
- Online coaching platforms (if you use our online services)
- Professional advisors (such as our accountant for tax purposes)
- Medical professionals (only with your explicit consent and if necessary for your safety)
All third parties are required to keep your information secure and use it only for the purposes we've specified.
Data Retention
We retain your personal data for:
- Active clients: Throughout your coaching relationship and for 7 years afterwards (for professional indemnity purposes)
- Enquiries: 2 years from last contact
- Health data: 8 years from last treatment (following healthcare record guidelines)
- Financial records: 6 years (for tax purposes)
Your Rights Under UK GDPR
You have the right to:
- Access your personal data and receive a copy
- Correct inaccurate or incomplete information
- Erase your data (in certain circumstances)
- Restrict processing of your data
- Data portability (receive your data in a structured format)
- Object to processing based on legitimate interests
- Withdraw consent at any time (where consent is the legal basis)
To exercise these rights, please contact us using the details below.
Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- Secure communication channels (encrypted WhatsApp, secure email)
- Password-protected client management systems
- Regular data backups with encryption
- Limited access to personal data on a need-to-know basis
International Transfers
Your data is processed within the UK. If we need to transfer data outside the UK (for example, if using cloud services), we ensure appropriate safeguards are in place.
Contact Information
If you have any questions about this privacy policy or how we handle your data, please contact us:
Contact: mattandtina@spacetothrivehealth.com
Phone: 07969 327107
Address: 12 Langley Road, Newton Aycliffe, England, DL5 5RJ
Data Protection Officer
For data protection enquiries, you can also contact our Data Protection Officer at: mattandtina@spacetothrivehealth.com
Complaints
If you're not satisfied with how we've handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO):
- Website: www.ico.org.uk
- Phone: 0303 123 1113
Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.
Last updated: 10th July 2025