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Privacy Policy

Fit Workforce Solutions – Privacy Policy

Last updated: 11/09/2025

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This Privacy Policy explains how Fit Workforce Solutions (“the Provider”, “we”, “our”) collects, uses, and protects your personal data when you participate in our fitness and wellbeing programmes (“the Programme”) provided through your employer.

By accessing or using our services, you consent to the processing of your personal data in accordance with this Policy.

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1. Data We Collect

1.1 We may collect and process the following categories of personal data:

  • ●  Identification data: name, contact details, employer.

  • ●  Health information: responses to screening forms (e.g. PAR-Q), injuries, or limitations you disclose.

  • ●  Usage data: interactions with our digital platforms, such as workout logs or progress tracking.

  • ●  Technical data: device type, login times, and other basic app usage information.

    2. How We Use Your Data

2.1 We process your personal data for the following purposes:

  • ●  To deliver fitness, wellbeing, and coaching services.

  • ●  To personalise your Programme experience.

  • ●  To monitor participation and progress.

  • ●  To ensure the safe and effective delivery of services.

  • ●  To communicate with you regarding your use of the Programme.

3. Lawful Basis for Processing

3.1 We rely on the following lawful bases under UK GDPR:

  • ●  Consent: when you provide health information voluntarily (e.g. PAR-Q responses).

  • ●  Contractual necessity: to deliver services provided to you via your employer.

  • ●  Legitimate interest: to improve our services, ensure safety, and administer the

    Programme.

    4. Data Sharing

    4.1 We do not sell or share your personal data with third parties for marketing purposes. 4.2 We may share limited data with:

  • ●  Your employer, only where necessary for administering access to the Programme.

  • ●  Third-party service providers (e.g. Trainerize) who help deliver our services, under

    strict data protection agreements.

  • ●  Legal or regulatory authorities, if required by law.

    5. Data Storage & Security

    5.1 We implement appropriate technical and organisational measures to protect your personal data against loss, misuse, or unauthorised access.

    5.2 Health information is treated as sensitive data and afforded the highest level of protection. 5.3 Your data is stored securely within the UK or in GDPR-compliant jurisdictions.

6. Data Retention

6.1 We retain your personal data only for as long as necessary to deliver the Programme and to comply with legal obligations.

6.2 Once your employer’s contract ends, or when you no longer have access to the Programme, your personal data will be securely deleted or anonymised after a reasonable retention period.

7. Your Rights

  1. 7.1  Under UK GDPR, you have the right to:

    • ●  Access the personal data we hold about you.

    • ●  Request correction of inaccurate data.

    • ●  Request erasure of your data, subject to legal obligations.

    • ●  Restrict or object to certain processing.

    • ●  Withdraw consent for processing where consent was the basis.

  2. 7.2  To exercise your rights, please contact us using the details below.

8. Contact

For any questions about this Privacy Policy or to exercise your data protection rights, please contact:

Fit Workforce Solutions

Contactus@fitworkforcesolutions.co.uk

9. Updates to this Policy

9.1 We may update this Privacy Policy from time to time. Any updates will be communicated via your employer and/or within the Trainerize platform.

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