Website Privacy Policy (Whole Life Fitness Ltd)

Last updated: 6 February 2026

This Privacy Policy explains how Whole Life Fitness Ltd (“we”, “us”, “our”) collects, uses and protects your personal information when you use our website wholelifefitness.co.uk or contact us.

We handle personal information in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018, and (where relevant) PECR (Privacy and Electronic Communications Regulations).

1) Who we are (data controller)

Whole Life Fitness Ltd is the “data controller” for the personal information collected via this website.

Company number: 15333222
Based in: Chichester, West Sussex, UK
Contact email: helenrothwell@wholelifefitness.co.uk

If you have any questions about this policy or how we use your information, email us using the address above.

2) What personal information we collect

Depending on how you use the website, we may collect:

Information you give us

  • Name
  • Email address
  • Phone number (if you provide it)
  • Any information you include in a message or contact form (for example, what support you’re looking for)

Information collected automatically

  • Basic technical information (for example, IP address, browser type, device information)
  • Website usage data (for example, which pages you visit and how long you stay)

This automatic data is typically collected via cookies and analytics tools (see section 6).

3) How we use your information

We use personal information to:

  • Reply to enquiries and provide information about our services
  • Arrange consultations or sessions
  • Send newsletters or updates if you choose to subscribe
  • Improve our website and understand how visitors use it
  • Keep our business running securely and effectively

4) Our lawful basis for using your information

UK GDPR requires us to have a lawful basis for processing personal data. We rely on:

  • Consent – for marketing emails/newsletters (you can opt out at any time)
  • Legitimate interests – to respond to enquiries, run and improve our website, and manage our business
  • Contract – where we need your details to provide a service you’ve asked for
  • Legal obligation – where we must keep certain records (for example, accounting/tax)

Health information

If you choose to share health details (for example, medical conditions) when contacting us, we treat that as sensitive information. We only use it to respond appropriately and safely, and we only process it where it’s necessary and lawful to do so.

5) How we store and protect your information

We take reasonable steps to keep your information secure, including using secure systems and restricting access where appropriate.

No website can guarantee 100% security, but we work to protect your data and review our approach regularly.

6) Cookies and analytics

Cookies are small text files placed on your device to help websites work properly and (in some cases) collect analytics information.

We use cookies to:

  • Make the website work properly
  • Understand how visitors use the site (analytics)
  • Improve content and usability

Cookie choices
We use a cookie banner/tool to give you choices about non-essential cookies when you first visit the website. You can also control cookies through your browser settings at any time.

Google Analytics
We use Google Analytics to understand how visitors use our website (for example, which pages are visited and how the site is used overall). This helps us improve the website and content. Google Analytics may collect information such as your IP address, device information, and browsing behaviour. You can learn more about how Google uses data via Google’s privacy information.

7) Marketing emails and newsletters

If you subscribe to our mailing list, we may send you occasional updates about classes, services, workshops or helpful resources.

You can unsubscribe at any time:

Email marketing provider

We use EmailOctopus as our email marketing service provider. EmailOctopus processes subscriber information on our behalf so we can send newsletters and updates.

8) Who we share your information with

We do not sell your personal information.

We may share your information with trusted service providers who help us run our website and business, such as:

  • website hosting and IT providers
  • email platform provider (EmailOctopus)
  • analytics provider (Google Analytics)

These providers are only allowed to use your information to provide services to us.

9) How long we keep your information

We keep personal data only for as long as needed for the purpose it was collected.

Typical retention examples:

  • Enquiries: up to 12 months after last contact, unless you become a client
  • Newsletter subscribers: until you unsubscribe
  • Business records: some information may need to be kept longer where required for legal, accounting or tax purposes

10) Your data protection rights

You have rights under UK GDPR, including:

  • Access – ask for a copy of your personal data
  • Correction – ask us to fix inaccurate information
  • Deletion – ask us to delete your data (in some cases)
  • Restriction – ask us to limit how we use your data
  • Objection – object to processing based on legitimate interests
  • Data portability – request transfer of your data (where applicable)
  • Withdraw consent – at any time, where we rely on consent (e.g., marketing)

To use any of these rights, email helenrothwell@wholelifefitness.co.uk.

Complaints

If you’re unhappy with how we handle your data, you can complain to the UK regulator: the Information Commissioner’s Office (ICO).

11) External links

Our website may include links to external websites. We are not responsible for the privacy practices of other sites. Please check their privacy policies if you follow external links.

12) Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page with the updated date at the top.

 

Resources & Further Information