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GDPR is bringing in new legal protection for personal information from May 2018. This tells you what personal information Reach4fitness holds and why, and what your rights are.

The Purpose of processing Client Data

In order to give professional Personal Training/small group training service, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing Personal Training/small group training service and associated recommendations concerning aspects of health and wellbeing, which we will offer to you.

Lawful Basis for holding and using Client Information

As a full member of the Register of Exercise Professionals, Reach4fitness abide by the REP’s Code of Practice and Ethics. The lawful basis under which I hold and use your information is my legitimate interest requirement to retain the information in order to provide you with the best possible treatment options and advice.

As we hold special category data (i.e. health related information), the Additional Condition under which we hold and use this information is for me to fulfil our role as a health and fitness practitioner bound under the REP’s Confidentiality as defined in the REP’s Code of Practice and Ethics.

What information I hold and what I do with it

In order to give Personal Training/small group training services, we will need to ask for and keep information about your health. We will only use this for informing Personal Training/small group training services and any advice we give as a result of your training. The information to be held is:

  • Your contact details
  • Medical history and other health-related information (which we will take from you at first consultation)
  • Treatment details and related notes (which we will take after each consultation)

Reach4fitness will NOT share your information with anyone else without explaining why it is necessary and getting your explicit consent.

How Long Rech4fitness Retain Your Information for

We will keep your information for the period of 7 years from your last appointment in accordance the requirements of insurance ‘claims occurring’.

Your data will not be transferred outside the UK without your consent. 

Protecting Your Personal Data

We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.

We will contact you using the contact preferences you give me in relation to:

  • Appointment times
  • Information related to your health, lifestyle and fitness                              

Your Rights

GDPR gives you the following rights:

  • The right to be informed:
    To know how your information will be held and used (this notice).
  • The right of access:
    To see your trainers’ records of your personal information, so you know what is held about you and can verify it.
  • The right to rectification:
    To tell your trainer to make changes to your personal information if it is incorrect or incomplete.
  • The right to erasure (also called “the right to be forgotten”):
    For you to request your therapist to erase any information they hold about you
  • The right to restrict processing of personal data:
    You have the right to request limits on how your therapist uses your personal information
  • The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.
  • The right to object:
    To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
  • Rights in relation to automated decision-making and profiling.
  • The right to lodge a complaint with the Information Commissioner’s Office:
    To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.

Full details of your rights can be found at

If you wish to exercise any of these rights, please use the contact details given above.

If you are dissatisfied with the response you can complain to the Information Commissioner’s Office; their contact details are at:

Trainer ’s Rights

Please note:

  • If you don’t agree to your trainer keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you 
  •  Your trainer has to keep your records of treatment for a certain period  as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed
  • Your trainer can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.


I have seen this document and understand that Reach4fitness will hold my personal information, using it in order to provide me with the best possible service options and advice in line with the statements above.

I have received a copy of this document.




Note: for children under 16 a parental or guardian signature is required