Last Updated: 07/10/25

This Privacy Policy explains how Optima Coaching (“we”, “us”, “our”) collects, uses, and protects your personal information when you use our website and our related online coaching and fitness services (“Services”).

We are committed to protecting your privacy and handling your data lawfully and transparently in accordance with UK data protection laws.

1. Who We Are

Optima Coaching is operated by a sole trader (Brook Nelson) based in the United Kingdom.
Email: info@optima-coaching.com

We are the “data controller” of your personal data — this means we determine how and why your personal information is processed.

2. Information We Collect

We collect personal information directly from you when you:

sign up for coaching or purchase a plan;

create an account or fill out a form;

contact us via email or social media;

access downloadable content; or

make a payment.

The information we may collect includes:

Full name;

Email address;

Contact details;

Payment and billing information (processed securely via Stripe);

Information related to your health, fitness goals, or nutrition preferences (if provided voluntarily);

Technical information such as IP address, browser type, and device information (via cookies or analytics).

We only collect information that is necessary to provide our Services effectively.

3. How We Use Your Information

We use your personal data to:

deliver and manage your coaching or fitness plan;

process payments and subscriptions;

communicate with you about your account, plans, or support;

personalise your fitness and nutrition recommendations;

improve our Website and user experience;

comply with legal and tax obligations.

We do not sell, rent, or trade your personal information to third parties.

4. Payment Processing (Stripe)

Payments are handled by Stripe, a secure third-party payment processor.
We do not store or have access to your full card details.
Stripe processes payment data in accordance with its own Privacy Policy, which you can view here:
👉 https://stripe.com/gb/privacy

5. Legal Basis for Processing

We process your personal data under the following legal bases (as defined under the UK GDPR):

Contractual necessity – to deliver Services you’ve purchased;

Legal obligation – to comply with applicable laws (e.g. tax or accounting);

Legitimate interests – to operate our business efficiently and communicate with clients;

Consent – where you’ve given permission (e.g. for marketing or optional data).

You can withdraw your consent at any time by contacting us.

6. How We Store and Protect Your Information

We take reasonable and proportionate technical and organisational measures to protect your data, including:

encrypted connections (SSL);

secure storage and access controls; and

password protection for accounts and admin tools.

We retain personal data only for as long as necessary to provide our Services and meet legal or accounting obligations.

7. Sharing Your Information

We may share your data with trusted third-party service providers who assist us in operating our business (for example, email hosting, Stripe payments, or analytics).
These third parties only process your data under our instruction and are required to keep it secure.

We do not share your data outside the UK or EEA unless adequate safeguards (such as standard contractual clauses) are in place.

8. Cookies and Analytics

Our Website may use cookies or similar technologies to:

ensure proper site functionality;

improve performance; and

understand visitor behaviour via analytics tools (e.g. Google Analytics).

You can manage or disable cookies through your browser settings.
For detailed information, please refer to our Cookie Policy (or include cookie details here if you don’t have a separate policy).

9. Your Rights

Under the UK GDPR, you have the right to:

access a copy of your personal data;

correct or update inaccurate information;

request deletion (“right to be forgotten”);

restrict or object to processing;

withdraw consent at any time;

data portability (receive your data in a usable format).

To exercise any of these rights, please contact us via the email on our Website.
We will respond within one month in accordance with UK law.

10. Marketing Communications

We may occasionally send you updates or promotions related to our Services.
You can unsubscribe at any time using the link in our emails or by contacting us directly.
We will never send marketing communications without your consent.

11. Data Retention

We retain your data only for as long as necessary to:

fulfil the purposes for which it was collected;

meet legal, accounting, or reporting requirements.

When your data is no longer needed, it will be securely deleted or anonymised.

12. Children’s Privacy

Our Services are not intended for individuals under 16 years of age.
We do not knowingly collect data from children.
If you believe a child has provided us with personal data, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in law or how we operate.
The updated version will be posted on this page with a new “Last Updated” date.

14. Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or how your data is handled, please contact us at:
📧info@optima-coaching.com

If you are not satisfied with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.