Privacy Policy

URFit – Ula Reder

Last updated: 28 October 2026

At URFit, your privacy matters. I am committed to protecting your personal information and handling it responsibly, in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what information I collect, why I collect it, how I store it and your rights.

1. Who is responsible for your information?

URFit is operated by Ula Reder, a self-employed personal trainer and life coach based in Isleworth, West London.

I am responsible for the personal information collected through my website and services.

Website: www.urfit-ula.com

Email: ula@urfit-ula.com

2. What information do I collect?

Depending on the services you use, I may collect:

Your name, email address, telephone number and contact details.
Booking information, appointment history and communications.
Health questionnaires (including PAR-Q forms), medical conditions, medication details, injuries, disabilities and other health information relevant to safe exercise.
Information about your fitness goals, exercise history, progress and coaching objectives.
Payment and transaction records.
Photographs or videos, where you have given appropriate permission.
Technical information collected through the website, such as cookies and usage data.

I only seek information that is relevant to providing my services or managing my business.

3. How do I use your information?

I use personal information to:

Respond to enquiries and arrange appointments.
Provide personal training, exercise programmes and coaching services.
Assess exercise suitability, identify relevant precautions and adapt sessions to individual needs.
Monitor progress and maintain appropriate client records.
Manage bookings, payments and business administration.
Communicate important information about your sessions.
Share photographs or videos for promotional purposes only where appropriate permission has been obtained.
Maintain and improve the website and comply with applicable legal obligations.

4. Legal basis for processing your information

Under UK GDPR, I rely on the appropriate lawful basis depending on the purpose of processing. These may include:

Contract: To arrange and deliver the services you request.
Legitimate interests: For proportionate business administration, client communications and record management, where your rights do not override those interests.
Legal obligation: Where information must be retained or disclosed to meet legal requirements.
Consent: Where I request optional permission, such as for promotional photographs and videos.

Health information is classified as special category personal data and requires an additional legal condition before it can be processed.

[ Article 9 2a UK GDPR condition for collecting and using health questionnaires.]

5. Health and medical information

As a specialist personal trainer, I may ask about medical conditions, medication, injuries and other health matters to help plan safe and appropriate exercise sessions.

I treat this information as confidential and limit access to what is necessary for providing my services.

Where appropriate, I may recommend obtaining advice or clearance from a qualified healthcare professional before participating in exercise.

I do not routinely share health information with third parties without an appropriate lawful basis. Where disclosure is necessary, I will explain the circumstances wherever possible.

6. Photographs and videos

I may occasionally take photographs or record videos during training sessions for use on the URFit website, social media or promotional materials.

I request separate, optional permission before using identifiable client photographs or videos for these purposes.

You can refuse permission without affecting the services you receive.

You may withdraw your consent by contacting me. I will stop future use and take reasonable steps to remove content from channels I control. However, material already downloaded, shared or copied by others may not be fully retrievable.

7. How is your information stored and protected?

Client information is generally collected and stored electronically through Wix, the platform used to operate my website and booking services.

Some client records are completed on paper and stored securely at my home.

I take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure.

Wix and other service providers may process certain information on my behalf, subject to their applicable privacy and security arrangements.

8. Sharing information with third parties

I may use third-party providers to operate my business, including:

Wix, for website hosting, forms and bookings.
Online meeting providers, where relevant to coaching appointments.
Payment providers, where applicable.
Other necessary administrative or technical service providers.

These providers may process personal information to deliver their services.

I do not sell client personal information.

Where information is transferred outside the UK, I will ensure that an appropriate transfer mechanism or other lawful basis applies where required.

9. How long do I keep information?

I retain client health questionnaires and relevant training records throughout our working relationship.

After a client stops using my services, I normally retain relevant records for up to six years from their last session, unless a longer period is necessary for legal, insurance or other legitimate purposes.

Other personal information, including booking records, financial information and photography consent records, is retained according to its purpose and any applicable legal requirements.

I periodically review the information I hold. When records are no longer required, paper documents are securely destroyed and electronic records are securely deleted.

When information is no longer required, I take appropriate steps to delete or securely dispose of it.

10. Cookies and website analytics

The URFit website uses Wix and may use cookies or similar technologies for essential website functions, booking services, analytics or embedded content.

Where legally required, visitors will be offered a choice before non-essential cookies are used.

More information about cookies and available choices should be provided through the website's cookie notice or settings.

11. Your data protection rights

Depending on the circumstances, you may have the right to:

Request access to your personal information.
Ask for inaccurate information to be corrected.
Request deletion of information.
Request restriction of processing.
Object to certain processing activities.
Request transfer of eligible personal information.
Withdraw consent where consent is the lawful basis.

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, please contact me using the email address above.

You also have the right to raise concerns with the Information Commissioner's Office (ICO) at www.ico.org.uk.

12. Changes to this Privacy Policy

I may update this policy when my services, website functions or legal obligations change.

The latest version will be available on my website.

13. Contact

For questions about this Privacy Policy or how your personal information is handled, please contact:

Ula Reder – URFit

Isleworth, West London, United Kingdom

Email: ula@urfit-ula.com

Website: www.urfit-ula.com