Privacy Policy
1. Who we are
This site (btc-coaching.netlify.app and coaching.bethechangefitness.co.uk) is operated by Julian Spiller, trading as Be The Change Fitness ("we", "us", "our"). Julian Spiller is the data controller for any personal data collected through this site or through the coaching services described here.
Julian Spiller — Be The Change Fitness
Email: julian@bethechangefitness.co.uk
Business address: [Business address to be added — see Meta Business Verification]
Jurisdiction: England & Wales, United Kingdom
2. What data we collect
We only collect the personal data we need to run the coaching business. That includes:
- Contact data — name, email address, phone number (if you provide it), and messages you send us.
- Coaching data — information you give us to coach you effectively: goals, training history, current bodyweight and body composition, dietary preferences, allergies, injuries, health context, adherence data from weekly check-ins, and progress photos (only if you choose to share them).
- Payment data — we do not store your card details. All payments are handled by Stripe. We receive a transaction reference and the amount paid.
- Site data — technical data your browser sends automatically (IP address, device type, browser, referrer, pages viewed) and analytics data (see Section 5).
3. How we use your data
We use your data for the following purposes and on the following legal bases under UK GDPR:
| Purpose | Legal basis |
|---|---|
| Delivering coaching you've signed up for (plans, check-ins, calls) | Performance of a contract |
| Taking payment and issuing receipts | Performance of a contract |
| Responding to enquiries and consultation bookings | Legitimate interests / pre-contract |
| Sending you coaching-related emails (check-ins, plan updates, admin) | Performance of a contract |
| Sending marketing emails (newsletter, offers) | Consent — you can unsubscribe at any time |
| Analytics and ad measurement (see Section 5) | Consent |
| Meeting our legal, tax, and accounting obligations | Legal obligation |
4. How long we keep it
- Coaching records — kept for the duration of your coaching plus 6 years afterwards (to meet UK tax and business record-keeping obligations).
- Progress photos — kept for the duration of your coaching. Deleted on written request unless you've given specific consent for us to keep and use them in marketing (in which case they're kept until you withdraw that consent).
- Marketing email list — kept until you unsubscribe.
- Enquiries that don't lead to a signup — kept for up to 12 months, then deleted.
5. Third parties we share data with
We use a small set of trusted third-party services to run this business. Your data may be shared with them for the purposes described below. All are either based in the UK/EU or provide standard UK GDPR safeguards (Standard Contractual Clauses).
| Service | What it's used for | What data it sees |
|---|---|---|
| Brevo (email platform) | Sending coaching emails, check-ins, and marketing newsletter | Name, email, engagement data |
| Stripe (payments) | Processing card payments and subscriptions | Name, email, billing address, card data (handled directly by Stripe — we never see it) |
| Calendly (scheduling) | Booking consultation calls | Name, email, booking time, any details you provide on the form |
| YouTube (video hosting — via nocookie embed) | Serving the intro video on the coaching page | Standard YouTube technical data if you play the video |
| Meta Pixel (Facebook/Instagram) | Ad measurement and audiences | Page views, event data, hashed contact data (with consent) |
| Google Analytics 4 | Site analytics and ad measurement | Page views, event data, device/browser data |
| Netlify (site hosting) | Serving this website | Standard server request logs |
We do not sell your personal data. We do not share it with third parties for their own marketing.
6. Cookies and tracking
This site uses cookies and similar technologies for two things: keeping the site working correctly (essential cookies) and measuring ads and analytics (non-essential — Meta Pixel and Google Analytics). Where non-essential cookies require consent under UK PECR, that consent is being rolled out separately — until it is in place you can opt out at the browser level by using tracking-blocker extensions or by adjusting your browser cookie settings.
7. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Correct any data that is wrong or incomplete.
- Delete your data ("right to be forgotten") where we no longer need it and there is no legal reason to keep it.
- Restrict or object to how we use your data.
- Portability — receive your data in a common machine-readable format.
- Withdraw consent at any time where we're relying on consent (e.g. marketing emails, analytics cookies).
- Complain to the Information Commissioner's Office (ICO). Their website is ico.org.uk. We'd appreciate the chance to sort it first, though.
To exercise any of these rights, email julian@bethechangefitness.co.uk. We aim to respond within 5 business days and complete any request within 30 days (the UK GDPR limit).
8. Security
We use industry-standard measures to protect your data: TLS/HTTPS on all pages, Stripe for payments (PCI-DSS Level 1), and access controls on internal systems. No system is 100% secure — if there's ever a breach that puts your data at risk, we'll tell you and the ICO within the 72-hour UK GDPR window.
9. Children
Be The Change Fitness coaching is for adults (18+). We do not knowingly collect data from anyone under 18. If you believe we have, contact us and we'll delete it.
10. Changes to this policy
If we make material changes to this policy we'll update the "Last updated" date at the top and — for active coaching clients and newsletter subscribers — email you to flag it.
11. Contact
Questions about this policy or how we use your data:
Julian Spiller — Be The Change Fitness
Email: julian@bethechangefitness.co.uk