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Privacy Policy

Fitness with Sofia (Sofia Antropova) collects your information primarily through a number of forms which are detailed further in this document. The information collected is for the purpose of providing you with the information you requested as well as to allow me to create a personalised fitness programme with relevant exercises and adaptations to meet your fitness and health circumstances. Fitness with Sofia (Sofia Antropova) is a NASM Corrective Exercise Specialist, Nutrition Coach, Level 3 Personal Trainer, and Level 3 Ante- and Post Natal exercise specialist based in Woodford Green, Essex. Mobile phone 07596136075, email address sofia.fitnesswithsofia@gmail.com

 

Your privacy is one of the most important elements for me and I am committed to taking all measures to ensuring that your data is safe, fit for purpose and harnessed through the correct legal means.

 

This policy outlines how I collect your personal data and what this data is used for. It will also cover how I keep your data safe and secure. This policy is in line with GDPR 2018 on May 21st 2018. This policy is subject to review in line with the regulations.

 

1. By providing your personal information to Fitness with Sofia (Sofia Antropova) you are bound by the terms of this privacy policy and please be aware that for the purpose of providing the best service as well as changes in legal legalisation, this policy may change or update from time to time.

2. It is your responsibility as the user to ensure before providing any data to Fitness with Sofia (Sofia Antropova) that you have read this Privacy Policy and are comfortable with how I handle your data.

3. If you have any questions or issues with this policy, please email Fitness with Sofia (Sofia Antropova) on sofia.fitnesswithsofia@gmail.com or call on 07596136075.

 

Fitness with Sofia (Sofia Antropova) collects your information in three key ways: 1/Contact Me form, 2/ direct emailing/messaging/calling and 3/detailed PARQ form, Physical measurements form, Posture and movement assessment form, Weekly food diary - all the forms that you will be asked to fill in as a new client. The range of information collected on you includes the following: your name, email address, phone number, your emergency contact’s name and phone number, your date of birth, personal health history details, dietary requirements, child birth history, etc. 

 

This Information will be used in the following ways:

  1. To be able to communicate with you or your emergency contact in case of emergency

  2. To ensure the exercises selected for you are relevant and safe

  3. To ensure all nutritional suggestions made by me are relevant and safe

 

I retain information you have provided me with for the duration I deem appropriate to fulfil my contractual and service obligations, up to 5 years. Your information is held securely at my home in a segregated paper-based file, unaccessible to others, the house is alarmed. After 5 year period, your data file will be safely destroyed.

 

I never share your data with any third parties, unless there is an emergency situation where I have to contact UK emergency services via 999 service, if an emergency happens during our session.

 

Please ensure your details are kept true and accurate to enable me to provide you with the best possible service. If certain details change, including, but not limited to phone, email, name or address change, your health please email your amended details to me on sofia.fitnesswithsofia@gmail.com so I can safely destroy your previously provided data and replace it with more accurate and up to date information. I will NOT share your information with anyone else (apart from emergency services if an emergency situation arises during our training session) without explaining why it is necessary, and getting your explicit consent unless you are unconscious.

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This website uses “cookies” as part of a normal business procedure to track patterns of behaviour of visitors to the website. A cookie is an element of data that this website sends to your browser which is then stored on your system. The essential cookies are used to provide a better experience for the website visitors, to monitor and analyse the performance, operation and effectiveness of Wix's platform, to ensure Wix's platform is secure and safe to use. You can set your browser to prevent this happening, but this may affect how the website functions.

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Fitness with Sofia website utilises Visitor Analytics App which is a simple website analytics service which measures the traffic on this website and website visitors' general details. It collect statistics like which pages visitors visit and when, where they are approximately located, where they land first or if they are coming from a specific referral, to make this website visitors' experience better. As a website operator using Visitor Analytics App, we process information about our visitors' device type and screen size/resolution, approximate location, browser, OS, IPs, page visits, bounce rate, conversions, conversion funnels, average sessions per visitor, average pages per session, average session duration, time spent on the website and preferably visited content on the website. All this data is pseudonymised and collected data will not be used to identify individual users or to match the data with additional information on an individual user. Visitor Analytics App doesn't use cookies to collect this data. Instead, we use the so-called fingerprinting technology that does not require placing any cookies, files or technology on your device. Fingerprinting relies on your device’s technical attributes and combines them to identify your device as a unique device and allow for reliable analytics.

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GDPR 2018 gives you the following rights:

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Processes to recognise and respond to individuals' requests to access their personal data. All individuals will need to submit a written request to access their personal data - either by email or by letter. I will provide that information without delay and at least within two calendar weeks of receipt. I will identify the client using reasonable means, which because of the special category under which I process data, will be photographic ID. I will keep a record of any requests to access personal data.

 

  • The right to be informed: To know how your information will be held and used (this Privacy Policy).

  • The right of access: To see Fitness with Sofia’s records of your personal information, so you know what is held about you and can verify it.

  • The right to rectification: To tell Fitness with Sofia to make changes to your personal information if it is incorrect or incomplete.

  • The right to erasure (also called “the right to be forgotten”): For you to request Fitness with Sofia to erase any information they hold about you.

  • The right to restrict processing of personal data: You have the right to request limits on how Fitness with Sofia uses your personal information.

  • The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.

  • The right to object: To be able to tell Fitness with Sofia you don’t want them to use certain parts of your information, or only to use it for certain purposes.

  • Rights in relation to automated decision-making and profiling.

  • The right to lodge a complaint with the Information Commissioner’s Office: To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be. Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

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If you have any questions in relation to this policy or how your data is used, please contact me using my details above.

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Terms and Conditions 
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Part 1: My commitment to you:

 

1. Confidentiality. All information you give me will be kept in confidence. Your personal details and medical information will not be made available to third parties unless permission to do so is granted by you. 

2. Recommendations. Using my judgment and experience, I will suggest certain exercises and lifestyle/nutrition suggestions that I believe will help you achieve your personal goals, but if at any time you have specific requests please let me know so that I can accommodate them.

3. Referral. I intend to work with you within the scope of my knowledge and competencies as a CIMSPA (The Chartered Institute for the Management of Sport and Physical Activity) Registered Exercise Professional. Therefore when I believe it is in your best interests to see another health professional, I will advise/refer you appropriately. 

4. If I (The Personal Trainer) cancel or run late. Unforeseen circumstances may arise which require our sessions to be rescheduled. In this event the following policy will apply:

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  • If I am forced to cancel our session I will let you know and reschedule it as soon as possible.

  • If I run late in starting our session I will extend the session time accordingly or make it up at a future date, whichever is most convenient to you. 

  • If I fail to come to the session without any prior notice I will make it up to you by providing you with an extra training session at no cost.

 

Part 2: Your responsibilities to me:

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1. Disclosure of information. Please disclose all health information as requested at our initial consultation/in your PARQ and keep me updated and informed of any changes to your health status. This includes all medical conditions, physical and mental, injuries, allergies, and medication you are taking. If necessary, you may need to seek clearance from your doctor before participation in the exercise programme I recommend. 

2. Accepting potential risks. Whilst for most people exercise is hugely positive with many health benefits, there remains some risk that I require you to be aware of and for you to sign the informed consent and waiver form that I provide prior to you commencing the physical activity. 

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3. If you (The Client) cancel or run late. 

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  • If you have to cancel your session you need to let me know as soon as possible. 

  • If you are late to a session, I will do my best to get the most out of the remaining time left in the session as I am unable to run over time due to previously arranged client commitments. 

  • If you fail to show up at personal training session without any prior notice you will be required to pay 100% of the session’s fee. 

 

PLEASE NOTE: In the event that you need to reschedule or you are running late for a session, please contact me ASAP by:

Option 1: Texting or calling or leaving a message on 07596136075

Option 2: Emailing me at sofia.fitnesswithsofia@gmail.com

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4. Timely payment. You can choose from the following payment option:

  • Payment on my account, using the details provided, 24h before the class;

  • Cashless payment using a portable card reader, before the start of the session; 

  • Cash or cheque, before the start of the session. 

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5. Being prepared for your session. To get the most out of your session I recommend the following: 

Have a small snack or light meal 1-2 hours before your session. Be sure you are well hydrated and avoid alcohol prior to training. If you are feeling unwell before your session please contact me. Bring a small towel and water bottle to your session. Wear comfortable/stretchy clothing and appropriate footwear (ask me if you are unsure) . Be ready at the appointed time.

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6. Communication and Commitment. While I will give you the tools and encouragement to reach your goals, ultimately you will need to assume responsibility for making the required changes. I can best help you with this process if you keep me fully informed of any issues that arise for you and if you have any questions or concerns whatsoever please don’t hesitate to voice them with me. 

 

Part 3: Terms of this agreement 

 

The client understands that they are paying the trainer for their services as outlined in this agreement. The trainer will deliver their sessions and advice to the best of their ability, will be registered with CIMSPA, and will respect all applicable UK laws and the CIMSPA Code of Conduct at all times. 

The client agrees to make all payments by the due date. 

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