Privacy Notice

Who this notice covers

K Physique is operated by Kalend Williams, a sole trader. Kalend Williams is the data controller responsible for the personal information described in this notice.

You can contact K Physique about your personal information at hello@kphysique.co.uk.

What we collect

If you complete the coaching application form on this website, we collect the information you provide, including:

• your first and last name;
• your email address;
• what you would like to achieve;
• what you are currently struggling with;
• how many days per week you can realistically train;
• whether you have worked with a coach before; and
• why you are looking for coaching now, if you choose to provide this.

The application form does not ask for health, medical or payment information.

This website does not currently use analytics or advertising cookies.

Why we use it

We use the information in your application to review your enquiry, decide whether K Physique coaching may be suitable for you, and contact you about your application.

The lawful basis we rely on under UK GDPR is contract. You are providing this information because you have asked us to consider you for coaching and take steps before potentially entering into a coaching agreement.

Submitting an application does not commit you to purchasing coaching, and no payment is taken at this stage.

We do not use your application details to add you to newsletters or marketing lists.

How long we keep it

If you submit an application but do not become a K Physique client, we will normally keep your application for up to six months and then delete it, unless there is a legal reason for us to keep it for longer.

If you become a client, relevant information from your application may become part of your client record and may be retained for longer where necessary to provide coaching, maintain appropriate business records or meet legal obligations.

Personal information will not be kept for longer than reasonably necessary for the purpose for which it is held.

Who else sees it

Applications are reviewed personally by Kalend Williams. Applications are not automatically accepted or rejected by software or artificial intelligence.

We use trusted service providers to operate K Physique and process coaching applications. These currently include Cloudflare, which hosts and protects the website and provides bot protection through Turnstile; Resend, which processes and delivers application emails; our email provider for receiving and managing communications; and Everfit, which is used to deliver coaching services to accepted clients.

These providers may process personal information on our behalf only where necessary to provide their services.

We do not sell your personal information or share application information with other organisations for their own marketing purposes.

Some service providers may process information outside the UK. Where this happens, we will take appropriate steps required under UK data protection law to protect your information.

Progress photos and testimonials

Submitting a coaching application does not give K Physique permission to use your photographs, progress information or testimonials for marketing.

If we would like to use this material publicly, we will ask for your permission separately.

Your rights

Under UK data protection law, you may have rights over your personal information depending on the circumstances. These can include the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your personal information in certain circumstances;
• ask us to restrict how we use your information in certain circumstances; and
• receive certain personal information you have provided to us in a portable format.

You can make a request or ask a question about how your information is handled by emailing hello@kphysique.co.uk.

We will normally respond to a valid data protection rights request within one month, as required by applicable data protection law.

If you have concerns about how we use your personal information, please contact us first so we have an opportunity to resolve them.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.