NicFitness Privacy Policy
Last updated: 26 October 2026
1. Who We Are
NicFitness is a personal training and semi-private strength training studio based in Headcorn, Kent, United Kingdom.
NicFitness is owned and operated by Nicola Smith as a sole trader.
For the purposes of UK data protection law, Nicola Smith, trading as NicFitness, is the data controller responsible for your personal information.
Contact details:
NicFitness
Headcorn, Kent, United Kingdom
Email: hello@nicfitness.co.uk
2. Information We Collect
Depending on how you interact with NicFitness, we may collect the following information:
Your name, email address and telephone number.
Information submitted through our website, Facebook or Instagram enquiry forms.
Details of your training interests, goals and membership enquiries.
Booking, membership, attendance and payment information.
Health and fitness information provided through questionnaires and intake forms.
Information relating to your training progress and participation in sessions.
Marketing preferences and communication history.
We only collect information that is relevant to providing our services, responding to enquiries or operating our business.
3. How We Use Your Information
We use your personal information to:
Respond to enquiries about NicFitness and our services.
Provide information about our 14-day trials and membership options.
Contact you following an enquiry and help you arrange a booking.
Manage training sessions, memberships and appointments.
Deliver safe and appropriate personal training services.
Monitor attendance and training progress.
Maintain accurate business and financial records.
Send marketing communications where permitted by law.
Meet our legal and regulatory obligations.
4. Our Lawful Basis for Processing Information
Under UK GDPR, we process personal information where we have a valid lawful basis, including:
Contract: Where processing is necessary to provide services you have purchased or to take steps at your request before entering into a contract.
Legitimate interests: Where necessary to respond to enquiries, manage our business and maintain customer relationships, provided these interests do not override your rights.
Legal obligations: Where we are required to retain or process information to comply with applicable laws.
Consent: Where we ask for your permission, including for marketing communications where consent is required.
Health information is considered special category data under UK GDPR. We process this information only where we have an appropriate lawful basis and an additional special category condition, such as explicit consent where applicable.
5. Facebook and Instagram Enquiries
If you complete a NicFitness lead form through Facebook or Instagram, we collect the information you voluntarily submit, which may include your name, email address, telephone number and training interests.
We use this information to:
Respond to your enquiry.
Explain our 14-day trial and membership options.
Answer questions about our services.
Help you arrange your first training session.
Submitting an enquiry does not automatically subscribe you to ongoing marketing communications.
Where marketing consent is required, we will request it separately.
6. Third-Party Services
We use trusted third-party services to help operate NicFitness. These may include:
Meta (Facebook and Instagram): Advertising and customer enquiries.
LegitFit: Bookings, memberships, payments and health questionnaires.
ActiveCampaign: Email communications and customer relationship management.
Zapier: Connecting business systems and automating administrative processes.
Squarespace: Website hosting and enquiry forms.
Trainerize: Training programmes and client management.
These providers may process personal information on our behalf or act as independent data controllers, depending on the service.
Where personal information is transferred outside the United Kingdom, we take steps to ensure appropriate data protection safeguards are in place.
7. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including meeting legal, accounting and regulatory requirements.
Information submitted through an enquiry form will be retained while we respond to your enquiry and for a reasonable period afterwards where necessary.
Client information may be retained for longer where required for contractual, legal or legitimate business purposes.
When information is no longer required, we will securely delete or anonymise it.
8. Your Data Protection Rights
Under UK data protection law, you may have the right to:
Request access to the personal information we hold about you.
Request correction of inaccurate or incomplete information.
Request deletion of your personal information.
Object to certain types of processing.
Request restrictions on how your information is used.
Request transfer of your information where applicable.
Withdraw consent at any time where processing relies on consent.
To exercise your rights, please contact:
You also have the right to complain to the Information Commissioner's Office (ICO).
Website: https://ico.org.uk
9. Marketing Communications
We may contact you about NicFitness services, trials or memberships where permitted under applicable data protection and electronic marketing laws.
Where consent is required, we will obtain it before sending marketing communications.
You can unsubscribe from marketing emails at any time using the unsubscribe link provided or by contacting hello@nicfitness.co.uk.
10. Keeping Your Information Secure
We take reasonable technical and organisational measures to protect personal information from unauthorised access, misuse, loss, alteration or disclosure.
Access to personal information is limited to those who need it for legitimate business purposes.
11. Cookies and Website Information
Our website may use cookies and similar technologies to support website functionality, understand visitor activity and improve our services.
Where required by law, we will ask for your consent before using non-essential cookies.
You can manage your cookie preferences through the options provided on our website, where available.
12. Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes to our business practices, services or legal requirements.
Any updates will be published on our website with a revised date.
For questions about this policy or how NicFitness handles personal information, please contact: