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Privacy Policy

Fit Workforce Solutions – Privacy Policy Last updated: 13/03/2026

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 completing our onboarding form and accessing our services, you consent to the processing of your personal data in accordance with this Policy.

1. Data We Collect 1.1 We may collect and process the following categories of personal data:

  • Identification data: name, email address, employer name.

  • Health information: injury history, physical limitations, and fitness screening responses submitted via our onboarding form.

  • Programme preferences: training days, equipment, experience level, goals, and dietary information.

  • Usage data: interactions with our digital platforms, workout logs, and progress tracking.

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

  • Signed waivers and consent records.

2. How We Use Your Data 2.1 We process your personal data for the following purposes:

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

  • To match you to an appropriate training programme.

  • To monitor participation and progress.

  • To ensure the safe and effective delivery of services.

  • To communicate with you regarding your Programme.

  • To store your signed waiver for legal compliance purposes.

3. Lawful Basis for Processing 3.1 We rely on the following lawful bases under UK GDPR:

  • Consent: when you provide health information and sign our waiver via the onboarding form.

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

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

4. Tools & Data Processors 4.1 We use the following third-party tools to deliver our services. Each acts as a data processor under UK GDPR and is subject to appropriate data protection agreements:

  • Jotform: onboarding form and waiver collection. Data stored in EU servers (GDPR compliant).

  • Trainerize (ABC Fitness): programme delivery and client management.

  • Google Workspace: data storage, internal operations, and communication.

  • Zapier: automation of data transfer between our systems.

4.2 We do not sell or share your personal data with third parties for marketing purposes. 4.3 We may share limited data with your employer only where necessary for administering access to the Programme (e.g. confirming participation). Health data is never shared with your employer.

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 and injury information is treated as special category data under UK GDPR and afforded the highest level of protection. Access is restricted to authorised FWS personnel only. 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 Signed waivers are retained for a minimum of 7 years for legal compliance purposes. 6.3 Once your employer's contract ends, your programme data will be securely deleted or anonymised within 90 days, unless we are required to retain it by law.

7. Your Rights 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. 7.2 To exercise your rights, please contact us using the details below.

8. ICO Registration 8.1 Fit Workforce Solutions is registered with the Information Commissioner's Office (ICO). Registration number: ZC066228.

9. Contact For any questions about this Privacy Policy or to exercise your data protection rights, please contact: Fit Workforce Solutions contact@fitworkforcesolutions.co.uk

10. Updates to this Policy 10.1 We may update this Privacy Policy from time to time. Any significant updates will be communicated via your employer and/or within the Trainerize platform. The latest version will always be available on our website.

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