Privacy policy.

Who is responsible for your information?

I’m Mel Todd, trading as Mel Todd PT. I’m responsible for the personal information I collect and use to provide personal training, fitness and nutrition coaching, respond to enquiries and send updates you’ve requested.

For a privacy question or request, please use my contact form and put “Privacy request” in your message. Please don’t include detailed medical information in a general website enquiry.

What information I collect

• Contact and enquiry details: your name, email address, phone number and the message you send me.
• Health screening and medical information: information you provide in health-screening questionnaires, including relevant medical conditions, injuries, medication and other information needed to plan suitable coaching.
• Fitness and nutrition intake: your goals, exercise experience, dietary preferences, relevant allergies and lifestyle information you share.
• Coaching and progress records: workout records, food diaries, check-ins, measurements, progress photographs and feedback you choose to share as part of your coaching.
• Mailing-list information: your email address, subscription preferences and information needed to manage your subscription.
• Technical information: information such as IP address, browser details and security or delivery logs processed by the services that run this website.

I collect information directly from you and only ask for information relevant to the service you’re using.

How and why I use your information

I use your information to reply to you, discuss services, provide and adapt your coaching, understand your progress, support safe participation and manage my relationship with you.

For enquiries and coaching, my usual lawful basis is taking steps at your request before entering a contract or performing our coaching agreement. I may also rely on legitimate interests to administer my business, protect my services and handle disputes, where those interests do not override your rights. I use a legal-obligation basis where record keeping is required by law.

Marketing emails are based on your consent. You can unsubscribe using the link in an email or contact me. Choosing not to receive marketing does not prevent you from enquiring or receiving coaching.

Health and medical information

Information that reveals your physical or mental health is special-category personal data. In addition to the lawful basis for providing coaching, I ask for your explicit consent to use relevant health information under Article 9(2)(a) of the UK GDPR. This consent is separate from permission to receive marketing emails.

You can withdraw your health-data consent by contacting me. Withdrawal does not affect processing that was lawful before you withdrew it. If I cannot use information needed to provide coaching safely, I may need to adapt or pause that part of the service and discuss the options with you.

Online storage, security and third-party services

I use private accounts and appropriate access controls for client records, and limit access to people and service providers who need the information to provide the service. Website submissions are sent over HTTPS. No online service can be guaranteed completely secure.

The website currently uses:

• Cloudflare: website hosting, delivery and security.
• Resend: delivery of website enquiry emails to my inbox.
• Brevo: storage of mailing-list subscriptions and delivery of marketing emails.
• Google Fonts: delivery of the fonts displayed on this website. Font requests may include technical information such as your IP address and browser details.

For coaching, I may also use private cloud-storage, questionnaire, coaching, email or communication services. These providers receive only the information needed for their role. I will explain any additional collection when you use the relevant service and update this notice when the way I use your information changes.

Some providers may process information outside the UK. Where this involves a restricted international transfer, I require an appropriate UK data-protection safeguard, such as an adequacy arrangement or approved contractual safeguards. You can contact me for information about the providers and safeguards relevant to your records.

I do not sell your personal information. I may share limited information where required by law or where necessary to obtain professional advice or handle a legal claim.

How long I keep your information

• Client and membership records: I keep health questionnaires, intake forms, food diaries and coaching/progress records while you are an active client or member. When that relationship ends, I delete or anonymise them unless a specific legal obligation or an ongoing dispute requires limited information to be kept longer. Any such exception is limited to the information and period needed.
• Enquiries: I keep enquiry correspondence until the enquiry is resolved and it is no longer reasonably needed for follow-up or to deal with an issue arising from it.
• Marketing: I keep mailing-list information until you unsubscribe or it is no longer needed. A minimal record of your opt-out may be retained to ensure you are not sent further marketing.
• Business records: any invoices or other records required by law are retained for the applicable legal period.

Deleted information in service-provider backups may remain until the relevant backup is replaced or expires, and is not used for ongoing coaching or marketing.

Your data-protection rights

Depending on the circumstances and the lawful basis used, you can request access to your personal information, correction of inaccurate information, deletion, restriction of processing or transfer of information you provided in a portable format. You may also object to processing based on legitimate interests and withdraw consent where I rely on it.

These rights are not absolute; for example, a legal record-keeping obligation may limit a deletion request. I may need to verify your identity before acting on a request. Please use my contact form to exercise a right or raise a concern.

You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

Cookies, social links and updates

The current marketing site does not include analytics or advertising tracking scripts. Hosting and delivery providers may process technical information needed to operate and protect their services. If I introduce non-essential tracking, I will update this information and request consent where required.

Social-media links take you to external websites whose own privacy notices apply. I may update this policy when my services or tools change. The date below shows when it was last updated.