BuiltByJT is committed to protecting your privacy and handling your personal information lawfully, fairly and transparently.

This Privacy Policy explains how we collect, use, store and share your personal information when you:

• visit our website;

• contact us;

• submit a coaching enquiry or application;

• book a consultation;

• purchase or participate in coaching services;

• communicate with us by email, telephone, social media or a coaching platform; or

• otherwise interact with BuiltByJT.

This policy is intended to comply with applicable data-protection legislation in the United Kingdom, including the UK General Data Protection Regulation, the Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations 2003.

Who We Are

For the purposes of data-protection law, the data controller is:

Legal name: Jack Terrins / BuiltByJT

Trading name: BuiltByJT - Sole trader

Business address: 38 Alfred street

Email: Builtbyjt@outlook.com

If you have questions about this policy or how we use your information, please contact us using the details above.

Personal Information We Collect

Depending on how you interact with us, we may collect the following categories of personal information.

Identity and contact information

This may include:

• your full name;

• date of birth or age;

• email address;

• telephone number;

• postal address;

• social-media username; and

• emergency-contact information.

Coaching and fitness information

This may include:

• fitness and performance goals;

• training experience and exercise history;

• current training programme;

• availability, equipment and gym access;

• exercise preferences;

• sporting background;

• nutrition and lifestyle information;

• sleep, stress and recovery information;

• body weight, measurements and body-composition information;

• progress records;

• exercise technique videos;

• progress photographs;

• check-in responses; and

• information about your adherence to a programme.

Health information

Where relevant to providing safe and appropriate coaching, we may collect information about:

• injuries;

• disabilities;

• medical conditions;

• symptoms;

• medications;

• previous surgery;

• physical limitations;

• pregnancy;

• allergies or dietary intolerances; and

• medical clearance or advice received from a healthcare professional.

Health information is treated as special-category personal data and receives additional protection. You should only provide health information that is relevant to your participation in coaching.

Payment and transaction information

This may include:

• products or services purchased;

• payment status;

• transaction dates;

• billing details;

• invoices; and

• payment-reference information.

Payments may be processed by a third-party payment provider. We generally do not receive or store your complete payment-card details.

Website and technical information

• This may include:

• IP address;

• browser type;

• device type;

• operating system;

• approximate location;

• pages viewed;

• referral source;

• dates and times of visits;

• cookie identifiers; and

website interaction and analytics information.

Communications

We may keep records of:

• emails;

• consultation notes;

• coaching-platform messages;

• enquiry forms;

• feedback;

• complaints; and

• other communications between you and BuiltByJT.

How We Collect Your Information

We may collect personal information:

• directly from you when you complete a form, purchase coaching, attend a consultation or communicate with us;

• through coaching questionnaires, check-ins and progress updates;

• automatically through cookies, analytics tools and similar website technologies;

• through payment processors, scheduling services or coaching platforms;

• from social-media platforms when you contact or interact with us; and

• from another person where you have authorised them to provide information on your behalf.

Where we receive information about you from another source, we will handle it in accordance with this Privacy Policy.

How and Why We Use Your Information

We use identity, contact and application information to:

• respond to your enquiry;

• assess whether our services may be suitable for you;

• arrange a consultation; and

• provide information about our coaching services.

Our lawful basis is taking steps at your request before entering into a contract and, where applicable, our legitimate interest in responding to prospective clients and managing our business.

Providing coaching services

We use your personal, fitness, lifestyle and progress information to:

• create and deliver your coaching programme;

• provide training and nutrition guidance;

• monitor your progress;

• adjust your programme;

• communicate with you;

• provide accountability and support; and

• manage the coaching relationship.

Our lawful basis is that processing is necessary to perform our contract with you.

Processing health information

We may use relevant health information to:

• assess whether exercises may need to be modified;

• understand injuries or limitations;

• improve the safety and suitability of coaching;

• identify when medical clearance should be recommended; and

• respond appropriately to information you provide about your health.

Our Article 6 lawful basis will generally be performance of our contract with you or our legitimate interests in providing responsible coaching.

Our Article 9 condition for processing special-category health information will generally be your explicit consent.

You may withdraw your consent to the processing of health information at any time. However, if we cannot process information necessary to provide coaching safely, we may be unable to continue providing some or all of our services.

BuiltByJT does not diagnose, treat or provide medical advice.

Processing payments and maintaining financial records

We use transaction and payment information to:

• process purchases;

• administer subscriptions;

• issue invoices;

• manage outstanding payments;

• prevent fraud; and

• maintain accounting and tax records.

Our lawful bases are performance of our contract, compliance with legal obligations and our legitimate interests in managing payments and protecting our business.

Business administration and legal obligations

We may use personal information to:

• maintain business records;

• manage complaints or disputes;

• enforce our Terms and Conditions;

• establish, exercise or defend legal claims;

• comply with tax, accounting, regulatory or legal requirements;

• protect our clients, business and systems; and

• prevent or investigate fraud or misuse.

Our lawful bases are compliance with legal obligations and our legitimate interests in operating and protecting our business.

Improving our services

We may use feedback, usage information and aggregated information to:

• understand how our services are used;

• improve our programmes;

• improve our website;

• develop new services; and

• maintain service quality.

Our lawful basis is our legitimate interest in improving and developing our business.

Where possible, we use anonymised or aggregated information for these purposes.

Marketing

We may use your contact details to send you information about BuiltByJT services, content or offers where:

• you have given consent;

• you have requested such communications; or

• applicable law otherwise permits us to contact you.

You may unsubscribe at any time by using the unsubscribe option in the communication or contacting us directly.

We will not use health information for marketing without separate and explicit permission.

Explicit Consent for Health Information

Before collecting health information for coaching purposes, we may ask you to provide a clear statement of explicit consent.

For example:

“I explicitly consent to BuiltByJT collecting and using the health and injury information I provide for the purpose of assessing, delivering and adapting my fitness coaching.” Consent to process health information should be collected separately from agreement to general Terms and Conditions or consent to receive marketing. You may withdraw this consent by contacting us. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

When You Must Provide Information

Certain information is necessary for us to:

• respond to your application;

• assess your coaching requirements;

• enter into a coaching agreement;

• process payment; and

• provide coaching safely and effectively.

Where you do not provide required information, we may be unable to accept your application or provide some or all of the requested services.

Who We Share Your Information With

We may share personal information with carefully selected service providers where necessary to operate our business and provide our services.

These may include:

• website-hosting and website-platform providers, including [Squarespace];

• form and enquiry-management providers;

• coaching and programme-delivery software, including [insert platform];

• appointment-booking providers;

• email and cloud-storage providers;

• payment processors, including [Stripe, PayPal or other provider];

• accounting or bookkeeping providers;

• professional advisers, including accountants, insurers and solicitors;

• analytics and website-security providers; and

• government bodies, regulators, courts or law-enforcement authorities where legally required.

These providers may process your information only for specified purposes and subject to appropriate contractual or legal safeguards.

We do not sell your personal information.

We do not share health information with healthcare professionals, family members, employers or other third parties unless:

• you have authorised us to do so;

• it is necessary to protect someone’s vital interests in an emergency; or

• we are legally required to disclose it.

International Data Transfers

Some service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include:

• transferring information to a country covered by UK adequacy regulations;

• using an approved international data-transfer agreement or UK addendum;

• relying on another legally recognised transfer mechanism; and

• applying appropriate technical and organisational security measures.

You may contact us for further information about the safeguards used for international transfers.

How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, insurance and dispute-resolution requirements.

Our anticipated retention periods are:

• unsuccessful coaching enquiries and applications: up to 12 months after the last communication;

• general correspondence: up to 24 months after the last meaningful communication;

• active client coaching records: for the duration of coaching;

• training, progress and health records: up to [three years] after coaching ends, unless a longer period is reasonably required;

• contracts, invoices and financial transaction records: generally six years after the end of the relevant financial year or transaction;

• marketing records: until you unsubscribe or withdraw consent, with a limited suppression record retained to ensure we respect your request;

• website analytics information: in accordance with the retention settings of the relevant analytics provider; and

• complaint or legal-dispute records: for as long as reasonably necessary to resolve the issue and comply with legal limitation periods.

We may retain information for longer where:

• there is an ongoing complaint or legal dispute;

• we are required to do so by law;

• it is necessary for insurance purposes; or

• we reasonably believe litigation may arise.

Information that is no longer required will be securely deleted, anonymised or destroyed.

Data Security

We take appropriate technical and organisational measures designed to protect personal information against:

• unauthorised access;

• accidental loss;

• alteration;

• disclosure;

• destruction; and

• misuse.

Measures may include:

• secure passwords and multi-factor authentication;

• access controls;

• reputable cloud and software providers;

• encrypted systems where appropriate;

• device-security controls;

• secure deletion practices; and

• limiting access to information to those who reasonably need it.

No internet-based system is completely secure. Although we take reasonable precautions, we cannot guarantee absolute security.

Personal Data Breaches

If a personal-data breach occurs, we will assess the nature and potential consequences of the breach.

Where legally required, we will report the breach to the Information Commissioner’s Office and notify affected individuals.

Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

• operate essential website functions;

• maintain website security;

• remember preferences;

• measure website traffic;

• understand how visitors use the website; and

• support advertising or marketing activities.

Cookies that are not strictly necessary will only be used where the appropriate consent has been obtained.

You can manage your cookie choices through our website cookie banner or your browser settings.

Further information should be provided in our separate Cookie Policy, including the cookies used, their purposes, providers and durations.

Your Data-Protection Rights

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

• be informed about how your information is used;

• request access to your personal information;

• request correction of inaccurate or incomplete information;

• request deletion of your information;

• request restriction of processing;

• object to processing based on legitimate interests;

• object to direct marketing;

• request transfer of information you provided to us in a structured, commonly used and machine-readable format;

• withdraw consent at any time where processing is based on consent; and

• complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal exemptions.

To exercise a right, contact us at builtbyjt@outlook.com. We may need to verify your identity before completing your request.

We will normally respond within the period required by applicable data-protection law.

Complaints

Please contact us first if you have concerns about how we use your personal information. We will make reasonable efforts to investigate and resolve your concern.

You also have the right to complain to the UK data-protection regulator:

Information Commissioner’s Office

The ICO’s current contact information and complaint procedures are available through its official website.

You may contact the ICO regardless of whether you have contacted us first.

Automated Decision-Making

BuiltByJT does not currently make decisions that produce legal or similarly significant effects using solely automated processing.

If this changes, we will update this policy and provide the information required by law.

Third-Party Links

Our website may include links to third-party websites, platforms or services.

We are not responsible for the privacy practices of third parties. You should read their privacy policies before providing them with personal information.

Changes to This Privacy Policy

We may update this Privacy Policy when:

• our services change;

• the software or providers we use change;

• our data-processing activities change; or

• legal or regulatory requirements change.

The latest version will be published on our website with the revised “last updated” date.

Where a change materially affects how we use existing client information, we will take reasonable steps to bring it to the attention of affected individuals.

Contact Us

For privacy questions, requests or complaints, contact:

BuiltByJT

Email: Builtbyjt@outlook.com

Correspondence address: 38 alfred street