Privacy Policy

Last updated: 1/9/26

Ryan Etherington Coaching respects your privacy and is committed to protecting your personal information. This privacy policy explains what information I collect, why I collect it, how it is used and the rights you have in relation to it.

1. Who is responsible for your information?

Ryan Etherington Coaching is the data controller responsible for the personal information described in this policy.

Business name: Ryan Etherington Coaching
Owner: Ryan Etherington
Email: coaching@ryanetherington.co.uk
Telephone: 07715 316740
Business address: RE Coaching, Holliers Hill, Bexhill-On-Sea, TN40 2DD

If you have any questions about this policy or how your information is handled, please contact me using the details above.

2. Information I may collect

Depending on how you interact with me, I may collect:

Your name, email address, telephone number and home address.
Your age or date of birth.
Information submitted through my website, enquiry forms, Typeform or by email, telephone, text message or social media.
Information about your fitness, lifestyle, goals and training history.
Health information relevant to providing safe and appropriate personal training, including injuries, medical conditions, medications, symptoms and information provided through health-screening questionnaires.
Emergency contact details.
Session bookings, attendance and coaching records.
Payment and transaction information.
Your marketing preferences.
Technical information relating to your use of my website, such as your IP address, device, browser and cookie information.
Photographs, videos or testimonials where you have agreed to their use.

I only ask for information that is reasonably necessary to respond to your enquiry, manage our working relationship or provide safe and appropriate coaching.

3. How I use your information

I may use your information to:

Respond to enquiries and arrange taster sessions.
Assess whether my personal-training services are suitable for you.
Carry out health screening and identify relevant risks or exercise considerations.
Design and deliver appropriate training programmes.
Manage appointments, attendance and client communication.
Administer payments and maintain financial records.
Provide access to training applications or online programmes.
Keep records of your progress and our coaching relationship.
Meet my legal, insurance, safeguarding and professional obligations.
Handle complaints or establish, exercise or defend legal claims.
Improve my website and services.
Send fitness advice, business news or promotional emails where you have chosen to receive them.
Publish an agreed testimonial, photograph or video.

I will not sell your personal information.

4. My lawful reasons for using your information

UK data-protection law requires me to have a lawful basis for processing personal information. Depending on the circumstances, I rely on:

Contract: When processing is necessary to provide the services you have requested or to take steps at your request before entering into a coaching agreement.

Legitimate interests: When it is reasonably necessary to operate and protect my business, respond to enquiries, communicate with clients, improve my services or maintain appropriate records. I consider your rights and interests before relying on this basis.

Legal obligation: When I need to process or retain information to comply with the law, including financial and tax-record requirements.

Consent: When you have actively agreed to a particular use, such as receiving marketing emails or allowing a testimonial, photograph or video to be published. You may withdraw your consent at any time.

5. Health information

Information about your health is classed as “special category” personal data and receives additional protection under data-protection law.

I may need to process relevant health information to assess exercise readiness, adapt your training and provide personal-training services as safely as reasonably possible.

Where required, I will ask for your explicit consent to process this information. You may withdraw that consent, although doing so may mean that I cannot safely continue providing personal-training services to you.

Personal training is not a substitute for medical assessment, diagnosis or treatment. Where appropriate, I may ask you to consult a GP, physiotherapist or another suitably qualified healthcare professional before exercising.

I will not ordinarily disclose your health information to another person without your permission unless disclosure is required by law or is necessary to protect somebody’s vital interests in an emergency.

6. Marketing communications

I will only send you email marketing where I have an appropriate lawful basis to do so.

If you subscribe to my newsletter or agree to receive marketing, you can unsubscribe at any time by:

Using the unsubscribe link in an email; or
Contacting coaching@ryanetherington.co.uk.

Unsubscribing from marketing will not prevent me from sending essential messages about your appointments, payments or coaching services.

7. Who may receive your information?

I may use trusted service providers to operate my business. Depending on the services you use, these may include:

Wix, which hosts and supports my website.
Typeform, which provides online enquiry or questionnaire forms.
Trainerize, which may be used to deliver programmes and communicate with clients.
GoCardless, which processes Direct Debit payments.
My email, cloud-storage, calendar, accounting and administration providers.
Professional advisers, insurers or legal representatives where reasonably necessary.
Healthcare or emergency professionals where you have authorised disclosure or where it is necessary in an emergency.
Government bodies, regulators or law-enforcement agencies where disclosure is legally required.

These organisations may act as data processors or as independent data controllers, depending on the service they provide. I only share information that is reasonably necessary for the relevant purpose.

GoCardless and other payment providers process payment information under their own privacy policies. I do not receive or store your full bank-account login or card-security details.

8. International transfers

Some of the service providers I use may store or process information outside the United Kingdom.

Where personal information is transferred internationally, I take reasonable steps to ensure an appropriate legal safeguard is in place. This may include transferring information to a country recognised as providing adequate protection or using approved contractual protections.

Further information about the safeguards used by an individual provider can be found in that provider’s privacy policy.

9. How long I keep information

I keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, insurance and professional record-keeping requirements.

As a general guide:

Enquiries that do not become clients will normally be retained for up to 12 months after our last contact.
Client records, coaching records, health-screening information and related communications may normally be retained for up to seven years after the coaching relationship ends, particularly where required for insurance or the handling of potential legal claims.
Financial and transaction records will normally be retained for at least six years after the relevant financial year.
Marketing information will be retained until you unsubscribe or withdraw consent, after which limited information may be kept on a suppression list to ensure you are not contacted again.
Testimonials, photographs and videos may be used until the relevant consent is withdrawn, subject to any material that has already been lawfully printed or published.

Information may be retained for longer if required by law, an insurer or in connection with a dispute or legal claim.

10. How I protect your information

I use reasonable organisational and technical measures to protect personal information from accidental loss, unauthorised access, misuse, alteration or disclosure.

These measures include limiting access to information, using password-protected systems and selecting established service providers with appropriate security measures.

No method of electronic storage or transmission is completely secure, but I take reasonable steps appropriate to the nature of the information being handled.

11. Cookies and website analytics

My website may use cookies and similar technologies to operate correctly, remember preferences, understand how visitors use the website and support embedded or third-party features.

Cookies that are strictly necessary for the website to function may be used without consent. Optional analytics, advertising or similar cookies will only be used where the required permission has been obtained.

You can manage your preferences through the website’s cookie settings and may also be able to block or delete cookies through your browser. Blocking some cookies may affect how the website functions.

For more information, please see the cookie notice or cookie settings available on the website.

12. Links to other websites

My website may link to third-party websites and services. Those organisations are responsible for their own use of personal information.

I recommend reading the privacy policy of any external website or service before submitting personal information to it.

13. Testimonials, photographs and videos

I will obtain permission before publishing an identifiable client testimonial, photograph or video for promotional purposes.

You may withdraw your consent to future use by contacting me. I will then take reasonable steps to stop using the material and remove it from places under my control, although I may not be able to retrieve material that has already been printed, shared or copied by others.

14. Your data-protection rights

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

Ask for a copy of the personal information I hold about you.
Ask me to correct inaccurate or incomplete information.
Ask me to delete your information.
Ask me to restrict how your information is used.
Object to certain uses of your information.
Receive certain information in a portable format.
Withdraw consent where processing is based on consent.
Object at any time to the use of your information for direct marketing.

These rights are not absolute and may depend on the lawful basis and circumstances involved.

To exercise a right, contact coaching@ryanetherington.co.uk. I may need to verify your identity before completing the request. There is normally no charge, and I will usually respond within one month.

15. Complaints

Please contact me first if you have concerns about how I have handled your personal information so that I can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office:

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

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

16. Changes to this policy

I may update this privacy policy when my services, systems or legal obligations change. The latest version will be published on this website with its revision date.