FOREVER YOUNG COACHING

Privacy Policy

Effective Date: 25th September 2026

This Privacy Policy explains how Ross Bradbury-Young, trading as Forever Young Coaching (“Forever Young Coaching”, “FYC”, “I”, “me” or “my”), collects, uses, stores and protects personal information.

For the purposes of UK data-protection law, I am the data controller responsible for the personal information described in this policy.

Contact email: admin@foreveryoungcoaching.co.uk
Business address: Ross Bradbury-Young, Forever Young Coaching, 61 Bridge Street, Kington, HR5 3DJ

1. Information I Collect

Depending on how you interact with Forever Young Coaching, I may collect and process the following information:

  • your name, email address, telephone number and other contact details;

  • your date of birth;

  • address information where relevant;

  • emergency contact information;

  • information provided through consultation, onboarding and check-in forms;

  • bodyweight, body measurements and progress information;

  • nutrition information, food intake, calorie and macronutrient data;

  • training history, exercise performance and programme information;

  • sleep, stress, activity and lifestyle information;

  • photographs or progress photographs that you choose to provide;

  • communications between you and Forever Young Coaching;

  • booking and appointment information;

  • payment, subscription and transaction information; and

  • marketing preferences and records of consent.

I only aim to collect information that is relevant and reasonably necessary for the purpose for which it is being used.

2. Health Information

As part of providing coaching safely and appropriately, I may collect information relating to your health.

This may include:

  • health conditions;

  • injuries;

  • symptoms;

  • medications;

  • medical history that you choose to disclose;

  • information about previous or current treatment;

  • information relating to medical clearance or referral where appropriate; and

  • other health information that may affect the safety or suitability of your coaching.

Health information is classified as special category personal data under UK data-protection law.

I process this information only where it is relevant to providing safe and appropriate coaching and where you have provided explicit consent for me to do so.

You may withdraw your consent to the processing of health information at any time by contacting me.

If you withdraw consent, I will stop processing health information on the basis of that consent as soon as reasonably possible. However, withdrawing consent may mean that I am unable to continue providing some or all of your coaching service.

In limited circumstances, certain information may need to be retained where there is another lawful reason to do so, for example in connection with legal claims or regulatory obligations.

3. Why I Use Your Information

I may use your personal information to:

  • assess whether coaching is suitable and safe for you;

  • provide and personalise nutrition, lifestyle and training coaching;

  • create and adapt coaching recommendations and programmes;

  • monitor progress and respond to check-ins;

  • communicate with you about your coaching;

  • arrange consultations, appointments and meetings;

  • manage payments, subscriptions and refunds;

  • maintain appropriate business and accounting records;

  • respond to questions, complaints or requests;

  • maintain records of consent and preferences;

  • protect the security and integrity of my business systems;

  • comply with legal, tax, regulatory and insurance obligations; and

  • send marketing communications where you have chosen to receive them.

I do not sell your personal information.

4. Lawful Bases for Processing

Under UK data-protection law, I must have a lawful basis for using personal information.

Depending on the purpose, I may rely on the following bases:

Contract

I process information where it is necessary to enter into or perform the coaching contract with you.

This includes activities such as onboarding, communicating with you, providing coaching, managing appointments and administering your subscription.

Legal Obligation

I may process information where necessary to comply with legal obligations, including tax and accounting requirements.

Legitimate Interests

I may process limited personal information where necessary for the legitimate interests of operating and protecting Forever Young Coaching, provided those interests do not override your rights and freedoms.

This may include maintaining appropriate business records, preventing misuse of services, responding to disputes and protecting the security of business systems.

Consent

Where I rely on your consent, you may withdraw that consent at any time.

This includes:

  • explicit consent for processing health information; and

  • consent to receive optional marketing emails.

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.



Information You Need to Provide

Some personal information is necessary for me to enter into and provide the coaching service to you.

This may include identification and contact details, information required for payment and administration, and information reasonably necessary to assess the safety and suitability of your coaching.

Where information is necessary for the coaching service and you choose not to provide it, I may be unable to begin or continue some or all of the service.

Optional information and marketing consent are not required in order to receive coaching.


5. Special Category Health Data

Where I process health information, I rely on:

  • the lawful basis of contractual necessity under Article 6 of the UK GDPR where the information is necessary to provide the coaching service; and

  • your explicit consent under Article 9 of the UK GDPR for processing special category health information.

Health information is not collected simply because it may be interesting or useful. It is collected only where relevant to the safety, suitability or individualisation of your coaching.

6. How Your Information Is Collected

I may collect personal information:

  • directly from you during consultations;

  • through Google Forms used for onboarding and check-ins;

  • through email;

  • through WhatsApp;

  • through Google Meet;

  • through coaching and tracking applications;

  • through the Forever Young Coaching website;

  • when you make a booking;

  • when you make a payment or manage a subscription; and

  • through information you voluntarily provide during the coaching relationship.

7. Services and Providers I Use

Forever Young Coaching uses third-party services to operate the business and provide coaching.

These may include:

Google Workspace
Used for email, Google Forms, Google Drive, Google Calendar and Google Meet.

Stripe
Used to process payments, subscriptions and refunds. Payment-card details are processed by Stripe rather than stored directly by Forever Young Coaching.

QuickBooks
Used for bookkeeping and accounting records.

WhatsApp
Used for client communication where appropriate.

Cronometer
Used for nutrition tracking and related coaching information where appropriate.

Hevy
Used for training programmes, exercise tracking and performance information where appropriate.

Squarespace
Used to operate the Forever Young Coaching website, website forms and built-in website analytics.

These providers may process personal information on my behalf or in connection with the services they provide.

I only intend to use providers that offer appropriate data-protection and security arrangements.

8. International Data Transfers

Some service providers used by Forever Young Coaching operate internationally or may store or process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, appropriate safeguards will be used where required by law.

These may include:

  • UK adequacy regulations;

  • approved contractual safeguards; or

  • other lawful transfer mechanisms recognised under UK data-protection law.

The ICO confirms that using an overseas cloud provider may amount to a restricted transfer and that such transfers must be covered by an appropriate legal mechanism.

You can contact me at admin@foreveryoungcoaching.co.uk if you would like further information about the safeguards used for international transfers.

9. How Long I Keep Your Information

I do not keep personal information for longer than reasonably necessary.

Coaching records

Ordinary coaching records are normally retained until one year after your final payment to Forever Young Coaching.

They will then normally be deleted within 30 days after that retention period ends.

This may include:

  • onboarding forms;

  • check-in information;

  • coaching notes;

  • training and nutrition records;

  • progress photographs; and

  • other routine coaching information.

Financial and tax records

Payment, invoice, accounting and transaction records may need to be retained for longer where required by law.

As a sole trader, business records generally need to be retained for at least five years after the 31 January Self Assessment submission deadline for the relevant tax year.

Consent and legal records

Limited records may be retained for longer where reasonably necessary to:

  • demonstrate consent;

  • record marketing opt-outs;

  • respond to legal claims or disputes;

  • comply with legal or regulatory obligations; or

  • protect the legitimate interests of Forever Young Coaching.

Where information is no longer required, it will be deleted or securely disposed of.

10. Marketing Communications

I may send you marketing emails only where permitted by law.

At onboarding, you may choose whether you would like to receive occasional emails from Forever Young Coaching about coaching, nutrition, training and related services.

Marketing consent is optional and is separate from your coaching agreement.

You can withdraw your marketing consent at any time by:

Choosing not to receive marketing will not affect the coaching service you receive.

Where you opt out, I may retain a minimal record of your preference so that I do not accidentally contact you again for marketing purposes.

11. Progress Photographs and Testimonials

I will not use your progress photographs, testimonials, results or identifiable client information for marketing or promotional purposes without separate, explicit permission.

Permission for this use is recorded separately through the Forever Young Coaching Client Media & Testimonial Consent Form.

Giving or refusing this permission will not affect the coaching service you receive.

12. Data Security

I take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure.

Measures may include:

  • password-protected systems;

  • two-factor authentication where available;

  • limiting access to personal information;

  • use of business Google Workspace accounts;

  • appropriate access controls within Google Drive and other services; and

  • deleting information when it is no longer required.

At present, access to client coaching records is limited to Ross Bradbury-Young.

Some financial or accounting information may also be processed by third-party services used for payment or bookkeeping purposes.

13. Your Data-Protection Rights

Depending on the circumstances and the lawful basis being used, you may have rights including the right to:

  • ask for access to personal information held about you;

  • ask for inaccurate information to be corrected;

  • ask for information to be deleted in certain circumstances;

  • ask for processing to be restricted;

  • object to certain types of processing;

  • receive certain information in a portable format;

  • withdraw consent where processing relies on consent; and

  • object to direct marketing at any time.

Not all rights apply in every circumstance, and some information may need to be retained where there is a lawful reason to do so.

To exercise any of these rights, contact:

admin@foreveryoungcoaching.co.uk

Your right to object

You have the right to object at any time to the use of your personal information for direct marketing.

If you object to direct marketing, I will stop using your information for that purpose.

14. Automated Decision-Making

Forever Young Coaching does not make decisions about you that have legal or similarly significant effects based solely on automated processing or profiling.

Coaching decisions and recommendations are made with human involvement.


15. Complaints About Data Protection

If you have a concern about how your personal information has been handled, please contact me first so that I have an opportunity to investigate and resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office.

16. Cookies and Website Analytics

The Forever Young Coaching website may use cookies and similar technologies required for the website to function and to understand how visitors use the site.

Forever Young Coaching currently intends to use Squarespace’s built-in website tools and analytics rather than additional advertising or tracking platforms where possible.

Further information will be provided in the Forever Young Coaching Cookie Policy.

Where consent is required for non-essential cookies or similar technologies, those technologies will not be used without the appropriate consent.

17. Changes to This Privacy Policy

I may update this Privacy Policy where necessary, for example because of changes to the business, the services I use or data-protection requirements.

The current version will be published on the Forever Young Coaching website.

Where a change materially affects existing clients, I will take reasonable steps to bring the change to their attention.

Effective Date: 25th September 2026
Forever Young Coaching Privacy Policy Version 1.0

Ross Bradbury-Young
Coach and Founder
Forever Young Coaching