Privacy Policy

Last updated: 31 January 2026

1. Introduction

CaloCoach ("we", "our", or "us") is operated by Calocoach Ltd (Company No. 15933387), a personal training and nutrition coaching business based in the United Kingdom. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website at www.calocoach.co.uk (the "Website").

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By using our Website, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Data Controller

Calocoach Ltd
Company Number: 15933387
Registered Office: 45 Freshwater Drive, Weston, Crewe, England, CW2 5GR
Email: privacy@calocoach.co.uk

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at the email address above.

3. Information We Collect

3.1 Information You Provide

When you interact with our Website, we may collect the following personal information that you voluntarily provide:

Email addresses — When you sign up for our coaching waitlist, newsletter, or purchase digital products
Payment information — When you purchase e-books or other digital products through Stripe (our payment processor). We do not store your payment card details; these are securely processed by Stripe
Contact information — If you email us directly at hello@calocoach.co.uk or privacy@calocoach.co.uk

3.2 Automatically Collected Information

When you visit our Website, we automatically collect certain information about your device and browsing behavior through cookies and similar technologies:

Usage data — Pages visited, time spent on pages, links clicked, referral sources
Device information — Browser type, operating system, device type, IP address
Analytics data — We use Google Analytics to understand how visitors use our Website (see Section 5 for details about cookies)

4. How We Use Your Information

We use the personal information we collect for the following purposes:

To provide our services — Process e-book purchases, deliver digital products, and respond to your inquiries
To communicate with you — Send you coaching program information, updates about our services, and newsletters (if you've subscribed). You can unsubscribe at any time
To improve our Website — Analyze usage patterns to enhance user experience and content
To comply with legal obligations — Where required by law or to protect our rights

Legal basis for processing (UK GDPR):

Consent — When you sign up for newsletters or accept cookies
Contract performance — To deliver products and services you've purchased
Legitimate interests — To improve our Website and services, prevent fraud, and ensure security

5. Cookies and Tracking Technologies

5.1 What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help us understand how you use our Website and improve your experience.

5.2 Cookies We Use

Essential Cookies (Always Active):

Cookie consent preferences — Remembers your cookie consent choices (cookieConsent)
Session management — Helps manage pop-up displays and user preferences

Analytics Cookies (Requires Consent):

Google Analytics — We use Google Analytics to collect anonymous statistics about how visitors use our Website. This includes:
- Pages viewed and time spent on site
- How you found our Website (e.g., search engines, social media)
- Your approximate location (city/region level)
- Device and browser information
Google Analytics sets cookies including _ga, _ga_*, _gid. For more information, see Google's Privacy Policy.

5.3 Managing Cookies

When you first visit our Website, you'll see a cookie banner asking for your consent. You can:

Accept all cookies — Allows us to use analytics cookies to improve our Website
Reject non-essential cookies — Only essential cookies will be used
Manage your preferences — Change your cookie settings at any time by clicking the "Cookie Settings" link in our footer or by clearing your browser cookies

You can also control cookies through your browser settings. Note that disabling cookies may affect your experience on our Website.

6. Third-Party Services

We use the following third-party services that may collect and process your personal information:

6.1 FitBudd Coaching Platform

If you sign up for personal coaching with Sophie, we deliver our coaching services through FitBudd, a third-party nutrition, weight loss, and workout app platform.

How we use FitBudd: FitBudd provides the software infrastructure (app platform, messaging system, workout tracking, etc.) that allows Sophie to deliver coaching services to you. FitBudd is our software provider — we pay them to use their platform, but CaloCoach remains responsible for the coaching services you receive.

Your data: When you sign up for coaching through FitBudd, you provide personal information (such as your name, email, health information, progress photos, measurements, and payment details) which is stored on the FitBudd platform. As your coach, Sophie has access to this information through the FitBudd platform in order to provide you with personalized coaching services.

Data responsibilities:

CaloCoach (Sophie) acts as the data controller for your coaching-related personal data. We determine what information we collect and how it's used for your coaching program.
FitBudd provides the platform infrastructure and processes your data according to their platform terms and security standards. The precise data processing relationship is governed by our agreement with FitBudd.

When you create a FitBudd account for coaching, you will also be subject to FitBudd's own terms of service and privacy policy, which govern the technical operation of their platform. For information about FitBudd's security practices and data handling, please review their Privacy Policy and Terms of Use.

Your coaching data will be retained on the FitBudd platform for the duration of your coaching engagement and in accordance with our data retention policy (Section 7).

6.2 Mailchimp

We use Mailchimp to manage our email newsletters and coaching waitlist. When you sign up, your email address is stored on Mailchimp's servers. Mailchimp is GDPR-compliant. See Mailchimp's Privacy Policy.

6.3 Stripe

We use Stripe to process payments for e-book purchases. Stripe handles all payment information securely and in compliance with PCI-DSS standards. We do not store your payment card details. See Stripe's Privacy Policy.

6.4 Google Analytics

As described in Section 5, we use Google Analytics to understand Website usage. Google may use your data for its own purposes. See Google's Privacy Policy.

6.5 Amazon S3 / CloudFlare

Our e-book files are securely stored on Amazon S3 and delivered through our server infrastructure, with CloudFlare providing content delivery and security. These services may process technical information about your download request.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

Email addresses (newsletters/waitlist) — Until you unsubscribe or request deletion
Coaching data (via FitBudd) — For the duration of your active coaching program plus up to 2 years after termination, or until you request deletion. FitBudd's data retention policies also apply
Purchase information — For up to 7 years for tax and accounting purposes as required by UK law
Analytics data — Google Analytics retains data for 26 months by default
Email correspondence — Until resolved plus 2 years, or as required by law

8. Your Data Protection Rights (UK GDPR)

Under UK GDPR, you have the following rights regarding your personal data:

Right to access — Request a copy of the personal data we hold about you
Right to rectification — Request correction of inaccurate or incomplete data
Right to erasure — Request deletion of your personal data (subject to legal obligations)
Right to restrict processing — Request that we limit how we use your data
Right to data portability — Receive your data in a structured, machine-readable format
Right to object — Object to processing based on legitimate interests or for direct marketing
Right to withdraw consent — Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at privacy@calocoach.co.uk. We will respond within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority. Visit ico.org.uk for more information.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction, including:

SSL/TLS encryption for data in transit
Secure hosting with regular security updates
Access controls and authentication
Regular security assessments

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

10. International Data Transfers

Some of our third-party service providers (such as FitBudd, Google, Mailchimp, and Stripe) are based outside the UK (primarily in the United States) and may process your data in other countries. When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

Standard Contractual Clauses approved by the UK authorities
Adequacy decisions recognizing equivalent data protection standards
Certification under recognized frameworks (e.g., EU-US Data Privacy Framework where applicable)

11. Children's Privacy

Our Website and coaching services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If you believe we have collected information from someone under 18, please contact us immediately at privacy@calocoach.co.uk, and we will take steps to delete it.

12. Marketing Communications

If you've subscribed to our newsletters or coaching waitlist, we may send you marketing emails about our services, programs, and resources. You can opt out at any time by:

Clicking the "unsubscribe" link in any email
Contacting us at privacy@calocoach.co.uk

Even if you opt out of marketing emails, we may still send you transactional emails related to purchases or account matters.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. We will notify you of any significant changes by posting the new Privacy Policy on this page with an updated "Last updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

14. External Links

Our Website may contain links to third-party websites (e.g., social media platforms, Stripe payment pages, Mailchimp forms). This Privacy Policy does not apply to those external sites. We encourage you to review their privacy policies before providing any personal information.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

Email: privacy@calocoach.co.uk
General inquiries: hello@calocoach.co.uk

16. Complaints

If you believe we have not handled your personal data properly, or if you're unsatisfied with our response to your requests, you have the right to lodge a complaint with:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113