Last updated: 9 October 2026
1. Who we are
Sanctum Fitness is run by Kennice McDougall, a sole trader trading as Sanctum Fitness, VO10, 5 Douglas Street, Dunfermline, KY12 7EB. We are the "controller" of your personal data, which means we decide how it is used. ICO registration number: [number].
If you have any questions about this policy or your data, email sanctumfitnessltd@gmail.com.
2. The information we collect
| Type | Examples | Where it comes from |
|---|---|---|
| Contact details | Name, email address | Enquiry form, booking, messages |
| Booking and payment details | Sessions booked, amounts paid, payment status (not your full card number) | Calendly, Stripe |
| Health information | PAR-Q answers, injuries, medical conditions, medication, pregnancy | Health questionnaire (PAR-Q, via Google Forms), conversations with us |
| Fitness and progress data | Goals, measurements, weight, progress photos, training logs, check-in videos | Onboarding, check-ins, coaching app |
| Emergency contact | Name and phone number of someone we can contact | Onboarding form |
| Messages | What you send us by email or Instagram | You |
| Website data | IP address, browser type, pages visited (only with your consent for non-essential cookies) | Our website |
| Eligibility proof | Student or blue light ID, where you claim a discount | You |
Health information is "special category" data under UK data protection law, so we take extra care with it (see section 3).
3. Why we use your information
UK data protection law says we must have a lawful reason (a "lawful basis") for each way we use your data.
| What we use it for | Lawful basis |
|---|---|
| Taking bookings and payments, delivering sessions and coaching | Contract: we need it to provide the service you asked for |
| Using your health information to train you safely | Your explicit consent, which you give on the health questionnaire |
| Contacting your emergency contact if you are taken ill | Vital interests: to protect your life or health |
| Answering enquiries before you book | Legitimate interests: responding to people who contact us |
| Keeping financial records | Legal obligation: tax and accounting law |
| Sending news, offers and programme launches by email | Your consent. You can unsubscribe at any time |
| Using your photos, results or testimonial in marketing | Your separate written consent |
| Website analytics cookies | Your consent through the cookie banner |
You can withdraw your consent at any time by emailing sanctumfitnessltd@gmail.com. If you withdraw consent for us to hold your health information, we may not be able to train you safely and may have to pause your service.
We do not sell your data, and we do not use it for automated decision-making.
4. Who we share it with
We only share your information with trusted services that help us run the business, and only what they need.
| Service | What it does for us |
|---|---|
| Stripe | Takes card payments |
| Calendly | Booking calendar and booking emails |
| [Coaching app, e.g. Trainerize] | Delivers online programmes, check-ins and messaging |
| Fasthosts (website host) and WordPress | Runs our website |
| Google (Gmail) | |
| Google (Google Forms) | Our enquiry form and health questionnaire (PAR-Q) |
| Meta (Instagram) | Messages you choose to send us there |
| [Accountant / Xero] | Financial records |
We may also share information:
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with emergency services or your emergency contact if you are taken ill or injured;
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if the law requires it, for example with HMRC or the police; or
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with our insurer or legal advisers if there is a claim.
We do not share your health information with Limitless or anyone else, except in an emergency.
5. Transfers outside the UK
Some of these services (for example Stripe and Calendly) store data in the United States or elsewhere outside the UK. Where this happens, we rely on the protections allowed by UK law, such as the UK Extension to the EU-US Data Privacy Framework or approved contract clauses.
6. How long we keep it
| Information | How long |
|---|---|
| Client records, including health questionnaires and training notes | [5] years after your last session, in case of any claim. [Confirm with insurer.] |
| Payment and financial records | 6 years, for tax and accounting law |
| Enquiries from people who don't go on to book | 12 months |
| Student or blue light proof | Deleted once we have checked it |
| Progress photos and check-in videos | Until your coaching ends, then deleted within [3] months unless you ask us to keep them |
| Marketing emails | Until you unsubscribe |
| Photos or testimonials used in marketing | Until you withdraw consent |
7. Keeping it safe
We store information in password-protected, secure systems, use two-factor sign-in where available, and limit access to Sanctum Fitness only. Paper forms, if used, are kept locked away and destroyed securely.
8. Your rights
You have the right to:
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ask for a copy of the information we hold about you;
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ask us to correct anything that is wrong;
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ask us to delete your information (we may need to keep some records, for example for tax);
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ask us to limit how we use it, or object to us using it;
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ask for your information in a format you can take elsewhere;
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withdraw any consent you have given.
To use any of these rights, email sanctumfitnessltd@gmail.com. We will reply within one month. There is normally no charge.
If you are unhappy with how we have handled your data, please tell us first. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113.
9. Cookies
Our website uses essential cookies to work properly. With your permission, we also use analytics cookies to understand how people use the site, and embedded content (such as Instagram feeds and the Calendly booking calendar) may set its own cookies. You can accept or reject non-essential cookies using the banner when you first visit, and change your choice at any time using the [Cookie settings] link in the footer. Full details are in our [Cookie Policy].
10. Under-18s
We only train clients aged [16 or 17] with written consent from a parent or guardian, who will also complete the health questionnaire with them. We do not knowingly collect information from anyone under [16].
11. Changes to this policy
We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated at the top. If we make an important change, we will let current clients know.
12. Contact
Sanctum Fitness, VO10, 5 Douglas Street, Dunfermline, KY12 7EB. Email: sanctumfitnessltd@gmail.com.