1. Who is responsible for your information
Warrior Queen Coaching, operated by Charli Tucker, is the data controller. Our correspondence address is 2 Vincent Road, Selsey, Chichester PO20 9DJ, United Kingdom. You can contact us through the website contact form or by calling 07555 977029.
2. Information we collect
We may collect your name, contact details, programme choices, appointment information, payment status, communications, goals, training activity, nutrition information, check-ins, measurements, progress photographs and content you choose to upload.
Information about injuries, medical conditions, disability, pregnancy, physical or mental health and some fitness information can be health data. Health data receives additional protection under data protection law and will only be collected where it is genuinely needed to provide safe, appropriate coaching.
3. Why we use it and our lawful bases
We use information needed to deliver coaching, manage appointments, provide content, track progress and support your account. Our lawful basis is performance of our contract with you.
We use relevant health information to adapt activity and understand risks. Our Article 6 basis is contract and our special category condition is your explicit consent where appropriate.
We use transaction and account information for billing, fraud prevention, bookkeeping and tax records. Our bases are contract, legal obligation and legitimate interests.
We use the information you submit to respond and take steps you request before entering a contract. We may retain a limited record for legitimate business administration.
We send newsletters and promotional emails only where you have opted in. You can unsubscribe at any time.
4. Health information and progress photographs
We ask for separate, explicit agreement before storing health data or progress photographs in the client dashboard. This information is used for coaching and progress review only. We will not use a client photograph in advertising, social media or testimonials without a separate and specific permission that can be withdrawn.
5. Who receives your information
We use carefully selected service providers to operate the business. These currently include Stripe for payments, Resend for contact and email delivery, Vercel for website hosting, and Kahunas while existing coaching records are being migrated. Providers process information under their own security and data protection obligations. We do not sell personal information.
Information may also be disclosed where the law requires it, to protect someone's vital interests, or to establish or defend legal claims. If a provider processes information outside the United Kingdom, we use an appropriate legal transfer safeguard where required.
6. How long we keep information
- General enquiries are normally retained for up to 24 months.
- Newsletter details are retained until you unsubscribe or the list is cleaned.
- Payment and accounting records are normally retained for up to seven years.
- Coaching and safety records may be retained for up to six years after services end.
- Progress photographs are normally deleted within 24 months of coaching ending, or sooner where appropriate.
We may keep information for longer where a dispute, legal obligation or safeguarding concern requires it. We delete or anonymise information when it is no longer needed.
7. Security
We restrict access to client information, use reputable hosted services, protect accounts with access controls and avoid putting sensitive information into ordinary public pages. No online system is completely risk free, but we use measures appropriate to the nature of the information and review them as the client dashboard develops.
8. Your rights
Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, portability, or to object to certain uses. Where we rely on consent, you can withdraw it at any time without affecting earlier lawful use. You can contact us through the website to exercise a right.
If you are unhappy with how we use your information, please contact Charli first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.
9. Cookies and external links
The website currently uses only technology needed to operate its pages and forms. We do not currently use advertising or behavioural tracking cookies. Stripe and other websites may use their own technology when you follow a link to their service. If analytics or an embedded social feed is added later, this policy and any required cookie choices will be updated before non-essential tracking is used.
10. Changes to this policy
We may update this policy when services or legal requirements change. The latest version will always be available on this page and material changes will be brought to active clients' attention where appropriate.