Privacy policy

You may come to Trinity Fit to build strength, feel more confident, improve your nutrition or find support with your health and everyday routines. Some of what you share will be personal. We want you to understand what we use, why we need it and who has access to it.

This policy covers our website, enquiries, personal training, paired and small group sessions, nutrition consultations, health and menopause coaching, app training, studio bookings, and residential and workplace services.

TRINITY FIT LTD (company number 11823662; registered office: 72 Millstream Tower, 5 Station Road, London N17 9LU) is responsible for deciding how personal information is used for the services we arrange. Data protection law calls this the data controller. If your service is provided directly by an independent coach, we explain which business is responsible for the relevant records.

For any privacy questions, contact Trinity at info@trinityfit.uk or write to Trinity Fit, 92 Tottenham Lane, Crouch End, London N8 7EE. You can also call +44 7817 748376. Please mark written requests “Privacy”.

When you enquire, we collect the contact details and message you give us. This may include your name, email, telephone number, preferred contact method, chosen programme, training goals, session length and frequency, optional extras, preferred days and times, and location or postcode. We also record your choices about marketing.

When you become a client, we may collect information needed to plan and deliver your service: relevant health and exercise screening, injuries, medical conditions, medication that affects training, pregnancy or menopause information, nutrition habits, food diaries, sleep, energy and coaching notes. The information we need depends on the support you choose. Measurements, body composition readings and progress photographs are collected only where relevant and agreed.

For bookings and administration, we may hold attendance, appointment changes, contact preferences, agreements, invoices and payment status. For trainers hiring the studio, this may include business contact details, bookings, credits and relevant qualification or insurance records where requested.

For residential or workplace enquiries, we may collect your organisation, role, building or venue details, approximate participant numbers and requested services. When you visit online, service providers may process technical information such as your IP address, device and browser details, access times and security logs.

The consultation preparation page provides a Trinity Fit health questionnaire, exercise history and Fitness Goals and Readiness questions. The questionnaire is completed on this website; it is not the official validated PAR-Q+ instrument. Answers remain on the page until you choose a sharing method. Email submission requires explicit health-data and email permission. Where the email connection is configured, the completed forms are sent as a PDF and original-text attachment to info@trinityfit.uk through our email provider, Resend. These include health screening, fitness history, goals and contact details. You can instead download a PDF on your device without sending it. No client account is created. Screening is not a diagnosis or a guarantee that an activity is suitable; your coach reviews concerns and any need for professional advice.

Most information comes directly from you through forms, consultations, messages, bookings or the services you use. Where a trainer, employer, building manager or another professional refers you or arranges a service, they may share the contact or booking details needed to do so. We explain any additional collection when it happens.

Please do not send detailed medical records through a general enquiry form or share another person’s health information without their permission. We can arrange a more suitable way to discuss sensitive information.

We use your information to answer questions, discuss suitable services, prepare estimates, arrange appointments and deliver the support you book. It helps us adapt training and nutrition guidance, review progress, coordinate the professionals involved in your programme and communicate about your sessions.

We also use information to manage studio access and bookings, handle invoices and enquiries, keep appropriate business records, respond to complaints, prevent misuse and protect the website and our clients. We do not sell your personal information.

For enquiries about buying a service and delivering the service you book, we generally rely on taking steps at your request before a contract, or carrying out that contract.

For routine business enquiries, security, proportionate record keeping and handling complaints, we may rely on legitimate interests. These are our interests in running a safe, reliable business and providing a responsive service. We consider your privacy and do not rely on this basis where your rights outweigh those interests.

We use legal obligation where information is needed to meet requirements such as accounting or responding to a lawful request. We rely on consent for optional marketing and public use of your photographs or testimonial. Health information needs an additional legal condition, explained below.

Information about physical or mental health receives extra protection under UK law. This can include a programme choice that reveals a health condition, not just a medical record.

Where we use health information to personalise coaching, we ask for explicit consent separately from marketing choices and acknowledgement of this policy. This includes health information revealed by certain programme choices. The consultation preparation page lets you type health information, fitness history and goals to print or save on your own device. Before submission, answers remain in the open page. Closing or refreshing clears the page state. Sending requires a separate explicit choice to share health information with Trinity Fit by email. The receiving mailbox for website enquiries and consultation forms is info@trinityfit.uk. Email transport and mailbox access carry privacy risks, so you may download a PDF and discuss an alternative sharing method. Submitted information is accessible only to those authorised to arrange or provide your support and the email provider processing delivery. We do not save a copy to the general enquiry CRM or create an online client account. Keep any saved PDF secure. Where Your Trinity Hub is available, you can create an account, view assigned coaches, book sessions against paid credits and upload files to private client folders. A separate explicit choice is required to transfer completed consultation forms into those folders. Clients can access their own folders; assigned coaches need an additional folder-specific permission from Trinity. Temporary replacement-coach access to bookings does not automatically grant access to files. You may upload images or reports where relevant; automated nutrition analysis is not provided. We obtain the appropriate permission when health information is shared for coaching. You will be told who needs access to provide your support.

You can withdraw consent by contacting us. This does not undo lawful use before you withdrew it. If we can no longer use information needed to plan safe, suitable sessions, we may need to adapt, pause or stop the affected service and discuss this with you. We will not use withdrawal as a reason to keep sending marketing.

Where a record must be retained for a different lawful purpose, such as a legal claim, we explain the applicable reason and special category condition rather than treating consent as continuing indefinitely.

Access is limited to people who need information for their work. This may include your trainer, health coach, menopause professional or nutrition coach, and staff handling bookings and client administration. We share relevant information rather than giving everyone access to your complete record.

The new website uses Lovable for website hosting and Supabase for website records and account access. Our coaching app is ABC Trainerize. Resend processes form emails when email delivery is configured. Other providers may support email, secure forms, appointments, payments and video calls, depending on the service you use. We explain the relevant arrangements when collecting information for that service.

Each coach has their own insurer. Where an incident, complaint or claim needs to be handled, relevant information may be shared with the coach’s insurer, professional advisers or authorities where necessary and lawful. Insurance arrangements do not determine who controls your information: we explain the roles of Trinity Fit and any independent coach involved.

Residential and workplace services are covered by a separate agreement. Before delivery, we provide details of the information needed, who is responsible for it, any attendance or programme reporting, and relevant retention arrangements. Those agreements supplement this policy; they do not remove individual privacy rights. We do not routinely give employers or building managers individual health details, coaching conversations or food diaries. We use anonymous summaries where individual identification is not needed.

Our coaching app is ABC Trainerize, available at https://trinityfit2.trainerize.com/. Depending on your package and the features you use, it may hold your profile, workouts, exercise feedback, nutrition logs, progress measurements, photographs and messages. We use relevant records to deliver and review your programme.

Trinity Fit remains responsible for the client information we collect through our coaching account. ABC Trainerize provides the platform and processes that information on our behalf. Its privacy information also explains its separate business activities. For requests about your Trinity Fit coaching records, contact us first.

If you choose to connect a health or activity service, the data shared depends on your permissions and the connection enabled. You can disconnect it in the applicable settings. Removing the app or disconnecting a device does not automatically delete records already held for your programme.

You can read ABC Trainerize’s privacy information at https://www.trainerize.com/privacy/ and its terms at https://www.trainerize.com/legal.aspx.

The Trainer Login link opens our separate studio booking site at https://trinityptschedule.lovable.app/auth. Account and booking details entered there are used to manage studio access and reservations. Other external booking, payment or social media services may also apply their own privacy notices.

If available, the website’s optional service finder uses AI to suggest a relevant service from the description you enter. Your selected audience and description are sent through Lovable’s AI service to an OpenAI model to generate the suggestion. This is not a medical assessment and does not decide whether you can receive a service.

Keep descriptions general. Do not enter medical records, sensitive health details or information identifying another person. You can contact us directly instead. The service finder does not need your name or email to make a suggestion. We do not make decisions with legal or similarly significant effects about you solely through this tool.

News and promotional messages are optional. We ask for a separate opt-in and record your choice. Saying no does not affect your enquiry or coaching. You can unsubscribe or contact us at any time. Appointment reminders, invoices and service updates are separate from marketing.

We ask separately before using an identifiable photograph, video, testimonial or health-related story publicly. Agreeing to a progress photo for coaching does not give permission to post it online. If you change your mind, contact us so we can stop future use and remove material we control where applicable.

This website uses local browser storage, rather than an advertising cookie, to remember that you have seen the essential-storage notice. The tf_cookie_choice record contains only the notice version, an essential-only acknowledgement and the time it was saved. It is treated as expired after 180 days and replaced when you close the notice again; your browser may retain the old record until it is replaced or cleared. Closing the notice is not consent to tracking. You can reopen it using Cookie settings in the footer. Browsing still works if this storage is blocked.

The current website does not intentionally use analytics or advertising cookies. If optional tracking is introduced, the notice and consent controls must be updated before it starts. The page currently loads fonts from Google Fonts, which involves your browser contacting Google and sending technical information such as your IP address. External services opened from links may have their own cookies.

Account sign-in uses Supabase authentication storage, normally under a project-specific sb-…-auth-token key, to keep you signed in and refresh your session. It contains security credentials, not consultation answers, and is removed from the active browser storage when you sign out. Avoid staying signed in on a shared device. Blocking authentication storage may prevent account features from working. Your Trinity Hub uses essential authentication storage too. Trainerize and the separate trainer booking portal have their own storage arrangements; opening an external service is different from browsing this website.

Some providers may store information or allow support access outside the UK. Where this creates a restricted international transfer, we must have an appropriate transfer arrangement, such as UK adequacy regulations or contractual safeguards with the required assessment. You can ask us for details or a copy of relevant safeguards, with confidential information removed.

ABC Trainerize operates internationally, so app information may be handled outside the UK. Its privacy information describes transfer arrangements. We remain responsible for checking the arrangements applicable to our account rather than assuming all records stay in the UK.

We keep information for its purpose, rather than keeping every record indefinitely. For an enquiry that does not become a booking, we consider when we last spoke and whether there is still an active request. For clients and trainers, we consider the service relationship, safe delivery, relevant insurance requirements, applicable legal time limits and the need to resolve a complaint or claim.

Invoices and accounting records are retained for the applicable legal period. Health notes and progress images are reviewed separately so that unnecessary sensitive material is not kept simply because an invoice must remain. Marketing records are reviewed when consent is withdrawn; a minimal suppression record may be retained to respect an opt-out.

When information is no longer needed, it is deleted or anonymised under the applicable retention arrangements. Backup copies are removed through the provider’s backup cycle and should not be restored to normal use without a valid reason. Ask us for the retention criteria applying to your particular records.

We use appropriate organisational and technical measures for the information we handle, including restricted access and secure account controls. We ask providers and professionals handling information for us to protect it appropriately. No website or messaging service can be guaranteed completely secure, so please avoid sending sensitive details through public messages or social media.

Depending on the circumstances, you can ask for access to your information, corrections, deletion, restrictions on use or a portable copy of information you provided. You can object to use based on legitimate interests and object to direct marketing at any time. Where we rely on consent, you can withdraw it.

Contact info@trinityfit.uk to make a request. We may need to check your identity. We normally respond within one month, subject to the applicable rules on clarification, identity checks and extensions. We explain if an exception affects what we can provide.

We would welcome the chance to put a concern right. You can also complain to the Information Commissioner’s Office, the UK data protection regulator, at https://ico.org.uk/make-a-complaint/.

We update this notice when our services or the way we handle information changes. The current version will be available on our website, with its update date. We provide additional information directly where a change affects how your information is used.