Privacy Policy
Last updated: 26 October 2026
This explains what personal information I collect, why, and what you can do about it. It's written in plain English deliberately. If anything is unclear, email me and I'll explain it.
Who I am
PWR Coaching is a personal training and strength & conditioning business run by Paul Rose. I trade as PWR Coaching, a sole trader based at 11-13 Chiswick High Road, London W4 2ND.
I'm the data controller for everything described here, which means I'm the one responsible for it.
- Email: paul@coachpwr.com
- Phone: +44 7597 239469
- Coaching locations: Forge Society Members Club, 11-13 Chiswick High Road, London W4 2ND, and Revival PT Studio, Arch 79 Albion Mews, London W6 0JN
- ICO registration number: ZC280620
What I collect
If you contact me. Your name, email address, phone number, and whatever you tell me about what you're looking for.
If you become a client. The above, plus your address if it's needed for invoicing, your date of birth, emergency contact details, and your payment records.
Health and training information, and why it's treated differently. Before you train with me I'll ask you to complete a pre-exercise health screening. That covers injury history, medical conditions, medication, surgery, clearance from a clinician where relevant, and anything else that affects how you should train.
As coaching progresses I also hold your training records: loads lifted, testing results, movement screen findings, body measurements if you've asked to track them, and any progress photographs you choose to send.
Under data protection law this is special category data, the most strictly protected kind there is. I collect it only with your explicit consent, which I ask for separately and in writing. You can withdraw that consent at any time, though I can't coach you safely without it, so in practice withdrawing it means ending the coaching relationship.
I don't collect health information through this website. The contact form asks for your name, email, phone and what you're after. Nothing more. Health screening happens afterwards, in a secure system built for it.
If you visit the website. Your IP address, browser, device type, which pages you looked at and how you arrived.
If you accept optional cookies, I also use Microsoft Clarity to see heatmaps and session recordings, which are an anonymous replay of mouse movement, clicks and scrolling, used to work out which parts of the site are confusing. Text you type into forms is masked and isn't captured. If you decline, Clarity records nothing. The Cookie Policy has the full detail and the opt-out.
Why I collect it, and my legal basis
| What for | Legal basis |
|---|---|
| Replying to your enquiry | Legitimate interests: you contacted me and expect a reply |
| Delivering coaching you've booked | Performance of a contract |
| Health screening and safe programme design | Explicit consent (special category data) |
| Taking payment and keeping accounts | Legal obligation, and performance of a contract |
| Keeping records in case of a future claim | Legitimate interests, and legal obligation |
| Sending marketing emails | Consent, or the soft opt-in if you're already a client |
| Using your words or image as a testimonial | Consent, asked for separately each time |
| Understanding how the website is used | See the Cookie Policy |
I don't make automated decisions about you and I don't profile you for advertising.
Who else sees it
I don't sell your information and I don't share it for anyone else's marketing. I do use other companies to run the business, and they process information on my behalf under contract:
| Who | What they handle | Where |
|---|---|---|
| Squarespace | This website, contact form submissions, website analytics | Ireland / United States |
| Microsoft (Clarity) | Website heatmaps and session recordings, if you've accepted optional cookies | United States |
| My coaching platform | Your programme, health screening, check-ins, progress data | UK / EU |
| My payment provider | Payments and refunds. I never see or store your card details | UK / EU |
| My email provider | Email correspondence, and marketing emails if you've opted in | UK / EU / United States |
| My accountant | Invoices and payment records | United Kingdom |
I'm happy to name any of these specifically if you ask.
Some are outside the UK. Where that's the case the transfer is covered by the UK's International Data Transfer Agreement or Addendum, or by the UK-US Data Bridge.
Two other situations where information might leave me:
- Your physio, consultant or sport coach, but only if you've asked me to, and only what you've agreed I can share.
- My insurer or legal advisers, if there's ever a claim or dispute. That's the main reason I keep records after coaching ends.
I'd also disclose information if the law required it, or if there were a serious safeguarding concern.
How long I keep it
| What | How long |
|---|---|
| Enquiries that don't become coaching | 12 months |
| Client records, including health and training data | 7 years after your last session |
| Records for clients who were under 18 | Until their 25th birthday |
| Payment and accounting records | 7 years, as HMRC requires |
| Marketing consent and email list | Until you unsubscribe, then a suppression record so I don't re-add you |
| Testimonial permissions | While the testimonial is published, plus 2 years |
Seven years comes from tax record-keeping and the time limits on claims. It's longer than feels necessary while you're training; it's there to protect both of us if a question comes up later.
Your rights
You can ask me to:
- Give you a copy of what I hold about you
- Correct anything that's wrong
- Delete it, where I have no legal reason to keep it
- Restrict what I do with it while a query is sorted out
- Transfer it to another coach in a usable format
- Stop using it for a particular purpose
- Withdraw consent where consent was the basis
Email paul@coachpwr.com and I'll respond within one month. There's no charge. I may ask you to confirm who you are first.
If you're unhappy with how I've handled your information, please tell me and I'll try to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or 0303 123 1113. Coming to me first doesn't affect your right to go to them.
Under-18s
I coach athletes under 18. Where I do, a parent or guardian gives consent for their information, completes the health screening with them, and can see everything I hold at any time. There's more on the Safeguarding page.
Keeping it secure
Health and training data lives in my coaching platform, which is access-controlled and encrypted, rather than in spreadsheets or email. My devices are encrypted and password-protected. I don't discuss your information with other clients, and I don't post anything identifiable about you without asking.
No system is perfect. If there were a breach that put you at risk, I'd tell you and the ICO within the required timeframes.
Changes
If this policy changes materially I'll email current clients. The date at the top always shows the current version.