Privacy Policy

Summit Functional Fitness is an online personal training and coaching service operating at summit-fitness.co.uk. We are the data controller for the personal information we hold about you.

If you have any questions about this policy, please contact us via the contact page.

We collect the following categories of personal data:

• Account information — your name and email address when you are registered as a member.
• Training data — session logs, exercise records, RPE scores, set and rep data, and personal bests that you or your coach enter into the member portal.
• Check-in data — scheduled check-in dates and any notes you submit at check-in.
• Contact form submissions — your name, email address, and message when you use our contact form.
• Usage data — standard server logs including IP address, browser type, and pages visited, collected automatically when you use our website.

We use your personal data to:

• Provide and manage your coaching programme and member portal access.
• Allow your assigned coach to monitor your progress and tailor your training.
• Send you session summaries, weekly progress emails, and check-in reminders.
• Respond to enquiries submitted via our contact form.
• Maintain the security and performance of our platform.

We do not use your data for automated decision-making or profiling, and we do not sell your data to third parties.

We process your personal data on the following legal bases under UK GDPR:

• Contract — processing necessary to deliver the coaching service you have signed up for.
• Legitimate interests — improving our service, maintaining platform security, and communicating relevant updates to members.
• Consent — where you have explicitly agreed, such as receiving marketing communications.

We retain your personal data for as long as your membership is active. If your account is deleted, your personal data and training records are removed from our systems within 30 days, except where we are required to retain certain records by law.

We do not sell, rent, or trade your personal information. We may share data with:

• Your assigned coach — who can view your training data and progress within the platform.
• Infrastructure providers — our database and hosting providers process data on our behalf under data processing agreements.
• Legal obligations — where required by law or to protect the rights and safety of our users.

We use essential session cookies to keep you logged in to the member portal. We do not use advertising or tracking cookies. You can disable cookies in your browser settings, but this may prevent the portal from functioning correctly.

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data ("right to be forgotten").
• Object to or restrict certain processing.
• Data portability — receive your data in a structured, machine-readable format.

To exercise any of these rights, please contact us via the contact page. We will respond within 30 days.

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Passwords are hashed and never stored in plain text. Access to member data is restricted to authorised staff and coaches only.

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. Continued use of our services after changes are posted constitutes your acceptance of the revised policy.