This notice explains what personal information The PT Collective collects, why we use it, who we share it with, and the choices you have. We have tried to keep it plain and short.
1. Who we are
The PT Collective is a personal trainer referral service for the South East of England. The business responsible for your information (the "data controller") is The PT Collective, of 202 Ham Road, Worthing, West Sussex, BN11 2QJ. You can contact us about anything in this notice at contact@theptcollective.co.uk.
2. What we collect, and why
| Whose information | Why we use it | Our legal basis | How long we keep it |
|---|---|---|---|
| Clients. The answers you give in the questionnaire: your goal, postcode, how far you will travel, training preferences, weekly budget, start date, the trainer you choose, your name, email address and mobile number, and anything you add in the notes box. | To pass your enquiry to the trainer you chose, check that it is genuine, and run the service you asked for. | Providing the introduction you asked for (contract). Preventing misuse of the service (legitimate interests). | 12 months from your enquiry. Enquiries that fail our checks and are not passed on are kept for 3 months. |
| Clients. Health information, such as injuries or conditions, if you choose to mention it in the notes box. | So your chosen trainer can judge whether they are the right fit and train you safely. | Your explicit consent, which you can withdraw at any time. The box is optional. | As above. |
| Personal trainers. Your application and profile: name, contact details, location, qualifications, insurance details and documents, photo, bio and training information. | To check you are qualified and insured, list you, send you enquiries and rank your profile. | Taking steps to enter and carrying out our agreement with you (contract). Making sure trainers are qualified and safe (legitimate interests). | While you are listed and for 12 months afterwards. |
| Personal trainers. Payment and invoice records for lead fees. | To bill lead fees, handle disputes and keep tax records. | Our agreement with you (contract) and our legal obligations. | 6 years. |
| Website visitors. Your IP address and basic technical information, which our hosting provider records in server logs. | To keep the website running and secure. | Legitimate interests. | Held by our hosting provider for a short period. |
| Anyone who emails us. Your name, email address and what you tell us. | To reply and keep a record of the conversation. | Legitimate interests. | 12 months after our last message. |
You do not have to complete the questionnaire or apply to join. If you do, we need the information marked as required for the service to work.
3. Who we share your information with
The trainer you choose. When you send an enquiry, we pass your answers and contact details to that trainer, and only that trainer. From that point they are separately responsible for how they use your information, and our agreement requires them to use it only to respond to you and provide the training you ask for.
Service providers who help us run the service, under their own privacy terms:
- Netlify hosts the website.
- Stripe handles payment of lead fees by trainers. It does not receive client information.
- Formspree receives enquiries from clients and applications from trainers, and emails them to us.
- Tally collects trainer profile details.
- Our email provider carries the messages we send to trainers and clients.
- postcodes.io receives the postcode you type into the questionnaire, from your browser, so we can work out distances. Nothing else about you is sent to it.
- Google Fonts supplies the website's typefaces from Google's servers, which means your IP address is shared with Google when a page loads.
We may also share information with professional advisers, and with regulators, courts or the police where the law requires it. We never sell your information.
4. Transfers outside the UK
Some of these providers are based outside the UK, mainly in the United States. Where that happens we rely on safeguards the UK GDPR allows, such as the UK-US data bridge or approved standard contractual clauses.
5. Automated checks
The questionnaire automatically checks that your name, email address and UK mobile number look genuine and that the required questions are answered. If they do not, you are told on screen and can correct your details and try again. We also review enquiries before passing them to a trainer, and an enquiry that does not meet our requirements is not passed on. This does not affect your legal rights. Trainer profiles are ranked by a score based on factors such as how promptly they pay, respond and report outcomes.
6. Your rights
You can ask us to:
- tell you what information we hold about you, and give you a copy;
- correct anything that is wrong;
- delete your information;
- restrict how we use it, or object to us using it;
- give you your information in a portable format; and
- stop using health information you gave us, by withdrawing your consent.
Email contact@theptcollective.co.uk and we will reply within one month. Some rights have limits, for example where we must keep records for tax purposes. Information already passed to a trainer is held by them, so you may need to ask them as well.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. We would appreciate the chance to put things right first.
7. Cookies
We do not currently use analytics or advertising cookies. If that changes, we will update this notice and ask for your consent where the law requires it.
8. Children
The enquiry form is for adults aged 18 and over. We do not knowingly collect information from children.
9. Keeping your information safe
Our website uses encryption in transit, we limit who can see enquiry and trainer information, and we choose providers with proper security. No system is perfectly secure, and if a breach affects your rights we will tell you and the ICO as the law requires.
10. Changes to this notice
If we change how we use your information, we will update this page and the date at the top.