Privacy Policy

Project Coach Me is the data controller for personal data collected through our website and platform. If you have any questions about this policy or how we handle your data, contact us at admin@projectcoachme.co.uk.

We collect the following categories of personal data:

• Account data: name, email address, and password when you register.
• Profile data: coaching specialisms, business name, logo, and branding preferences (coaches); fitness goals, training history, and body composition data (clients).
• Usage data: pages visited, features used, login timestamps, and device/browser information collected automatically.
• Payment data: billing name, address, and last four digits of card. Full card details are handled by Stripe and never stored by us.
• Communications: messages sent through the in-app messaging system and any emails you send us.

We use your personal data to:

• Provide, operate, and improve the Service.
• Process payments and manage subscriptions.
• Enable communication between coaches and their clients.
• Send transactional emails (account confirmations, booking reminders, invoices).
• Respond to support enquiries.
• Meet our legal and regulatory obligations.

We do not sell your personal data to third parties or use it for advertising purposes.

We process your data under the following legal bases:

• Contract: processing necessary to provide the Service you have signed up for.
• Legitimate interests: improving the platform, preventing fraud, and maintaining security.
• Legal obligation: where we are required to retain data by law (e.g. financial records).
• Consent: for any optional marketing communications — you can withdraw consent at any time.

We share personal data only with trusted third-party processors who help us deliver the Service:

• Stripe — payment processing. Stripe is PCI-DSS compliant and acts as an independent data controller for payment data.
• Amazon Web Services (AWS) — cloud infrastructure and data storage.
• Email delivery providers — for transactional emails only.

All processors are contractually bound to process data only on our instructions and to apply appropriate security measures.

We retain your personal data for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymise your personal data within 90 days, except where we are required to retain it for legal or regulatory purposes (e.g. financial records, which are retained for 7 years under UK law).

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data ("right to be forgotten") in certain circumstances.
• Restrict how we process your data.
• Data portability — receive your data in a machine-readable format.
• Object to processing based on legitimate interests.
• Withdraw consent at any time for consent-based processing.

To exercise any of these rights, email us at admin@projectcoachme.co.uk. We will respond within one calendar month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

We use strictly necessary cookies to keep you logged in and maintain your session. We do not currently use analytics or advertising cookies. If this changes, we will update this policy and request your consent where required.

We use industry-standard security measures including encryption in transit (TLS) and at rest, multi-factor authentication, and regular security reviews. No method of transmission over the internet is completely secure, but we take all reasonable steps to protect your data.

Your data may be processed by AWS infrastructure located within the UK or European Economic Area (EEA). Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses) in accordance with UK GDPR requirements.

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by a prominent notice on the platform. The "last updated" date at the top of this page reflects the most recent revision.

For any privacy-related questions or to exercise your rights, contact us at admin@projectcoachme.co.uk.