How I look after your information

V1 Coaching is a trading name of Hadley Investments and Holdings Ltd, company number 13657207, registered office 66 Paul Street, London, EC2A 4NA. The company is the data controller for everything described here. I am Steven Hadley, the coach and the only person who handles your information day to day. Email me about anything in this notice at steven@v1coaching.com.

1. When you enquire or apply. Your name, email address, phone number if you give it, your goal and the answers you put in the form. I use these to reply to you, decide whether coaching is right for you and, if you go ahead, to set you up. The lawful basis is taking steps at your request before a contract, and my legitimate interest in answering the people who contact me.
2. When you become a client. Your age, height, weight and goal weight, your training history, how you eat, sleep and move, your job and travel pattern, your progress photos and weigh in records, your messages and check ins, and payment records. I use these to build and adjust your plan, coach you and keep proper business records. The lawful basis is the contract between us, and a legal obligation for financial records.
3. Your health answers. Injuries, medical conditions, medication and anything prescribed are special category data. I ask only so I can keep you safe and build around them, and I process them with your explicit consent, which you give on the questionnaire and can withdraw at any time by emailing me. If you withdraw it I may not be able to coach you safely, and I will tell you if that is the case.
4. Emails from me. If you join my email list or download a guide I send you training and nutrition content and, now and then, an offer. The lawful basis is your consent, and every email carries an unsubscribe link.
5. Your results in my marketing. I only share a photo, quote, result or story about you if you have agreed to that specific use in writing. You can say no, and you can withdraw your agreement later by emailing me, after which I take it down from anything I control within 7 days.
6. Visiting the website. Framer, which hosts the site, records page views without cookies and without identifying you. I see totals, not people. If you book a call, the booking tool records the time you choose and the details you enter.

No one buys or sells your information. I use trusted services to run the business, each under a contract that limits what they may do with it: Framer to host the website and its forms, Web3Forms to pass form answers to my inbox, Stripe to take payments, so your card details never reach me, Trainerize to deliver your plan and log your training, food, weight and photos, Google Workspace for email, calendar and storing your documents, WhatsApp for day to day messages and voice notes, Mailchimp for emails to my list, ManyChat for automated replies on Instagram, and FreeAgent for invoices and accounts. Some of these companies are based in the United States or Canada. Where information leaves the UK it is covered by UK adequacy regulations or the UK International Data Transfer Addendum to the standard contractual clauses. I will also share information if the law requires it, for example with HMRC or a court.

1. Enquiries and applications that do not go ahead: 12 months, then deleted.
2. Health answers: 3 years after your programme ends, then deleted.
3. Your contact details, messages, check ins and questionnaire answers: 3 years after your programme ends, then deleted, unless I need them to deal with a complaint or claim.
4. Contract and payment records: 6 years after your last payment, because tax law requires it.
5. Progress photos, weigh in records and videos, and your daily logs: these are your results, and I keep them for up to 3 years after your programme ends so that, when I would like to share one, I can ask you first. I ask every time, in writing, and nothing is shared unless you say yes. Anything you agree to share is kept for as long as it is in use and comes down from everything I control within 7 days if you change your mind. You can ask me to delete your photos and records at any time and I will.
6. Email list: until you unsubscribe or the list is inactive for 2 years.

You can ask for a copy of what I hold about you, ask me to correct it, delete it, restrict how I use it, or send it to you in a usable format. You can object to any use based on legitimate interests, and you can withdraw consent at any time without affecting what happened before. Email steven@v1coaching.com and I will answer within one month, free of charge. If you are not happy with how I have handled your information you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. I would rather you came to me first so I can put it right.

Your information is stored with the providers above, encrypted in transit, behind accounts that only I can access and that are protected with two factor authentication. Photos and videos you send me are kept in your private client folder and are never posted anywhere without the written agreement in section 2.

My coaching and this website are for adults. I do not knowingly collect information from anyone under 18, and if I learn that I have I will delete it.

If I change how I use your information I will update this page and the date at the top, and tell current clients by email where the change affects them.