Privacy Policy

Effective date: March 2026 · Last updated: March 2026

KV Fitness & Lifestyle ("we", "our", or "us"), operated by Kobe Veal, is committed to protecting your personal data. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and what rights you have in relation to it.

This policy applies to all personal data collected through our website at kvflcoaching.com, our application forms, our coaching platform (HubFit), and any other interaction you have with our services.

By submitting personal information or using our services, you acknowledge you have read and understood this policy.

Important note: KV Fitness & Lifestyle is operated by Kobe Veal as an individual sole trader. We are not a registered company. Our contact address for data-related matters is: info@kvflcoaching.com. This policy will be updated when a formal business registration is in place.

1. What Data We Collect

Personal & Contact Information

Full name, email address, and phone number
Age and date of birth
Location (country, city)

Health & Fitness Information

Height, weight, and body measurements
Fitness history, training experience, and current activity levels
Nutritional habits and dietary preferences or restrictions
Medical history, injuries, physical limitations, and PAR-Q responses
Progress photos (shared voluntarily by you as part of coaching)
Mental health and lifestyle information provided voluntarily in coaching context
Goals, motivations, and self-reported psychological patterns (collected via application form)

Payment Information

Transaction records and subscription status
Card details are processed and stored exclusively by Stripe — we never see or store your full card details

Application & Communication Data

Application form responses, including free-text answers about your history and goals
Messages and communication within HubFit or by email
Calendly booking data (name, email, selected appointment time)

Technical & Website Data

Device type, browser, IP address, and general usage data
Cookie data (see Section 9)

2. Why We Collect Your Data

We collect and process your data only for legitimate, clearly defined purposes:

To deliver your coaching service — personalised training plans, nutrition guidance, check-ins, and lifestyle support
To communicate with you — via email, HubFit messaging, and scheduled video or audio calls
To process payments — subscription billing and management through Stripe
To onboard new clients — assessing application form responses to determine fit before a coaching call
To schedule calls — using Calendly to manage discovery call and check-in bookings
To deliver free digital products — the KV Foundations PDF programmes, distributed to individuals who request them via our website form
To maintain service records — for legal, administrative, and continuity purposes
To comply with UK law — including financial and tax record-keeping obligations

We do not sell, rent, trade, or share your personal data with any third party for marketing purposes.

3. Legal Basis for Processing (UK GDPR)

We process your personal data under one or more of the following lawful bases:

Contractual necessity — processing required to deliver the coaching service you have purchased
Legitimate interests — improving service quality, responding to enquiries, and maintaining client records
Legal obligation — compliance with UK financial, tax, and data protection law
Explicit consent — for health and sensitive personal data, including medical history, progress photos, and psychological information, which you provide voluntarily

Where we rely on consent as our legal basis, you have the right to withdraw that consent at any time by contacting us at info@kvflcoaching.com. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

4. How We Share Your Data

We share personal data only where necessary for service delivery. The third-party services we use, and the data they may receive, are listed below:

HubFit — coaching platform for training plans, nutrition, check-ins, and client communication. Receives comprehensive coaching data including health and fitness information.
Stripe — payment processing. Receives name, email, and billing information. Card details are stored and processed by Stripe directly under PCI-DSS standards.
Tally — online form tool used for our application form and free programme request forms. Receives form responses including name, email, and application answers.
Calendly — appointment scheduling. Receives name, email, and booking information for discovery calls and check-ins.
Google Workspace — email and document storage. Our info@kvflcoaching.com email is processed through Google's infrastructure.
Zapier — workflow automation between services (e.g. form submission routing). May process name and email in transit.
Cloudflare — website hosting and DNS. Processes technical request data (IP address, browser type) as part of standard web infrastructure.

All third-party services listed above operate under their own privacy policies and, where applicable, GDPR-compliant data processing agreements. We do not authorise any of them to use your data for their own marketing purposes.

We may also disclose your data to legal or regulatory authorities if required by law or court order.

5. Health & Sensitive Data

Given the nature of fitness and lifestyle coaching, we collect and process health-related information including medical history, physical limitations, mental health context, and body measurements. Under UK GDPR, this constitutes "special category" data and is afforded heightened protection.

We process this data only:

With your explicit consent, given at the point of onboarding
For the sole purpose of delivering safe, personalised coaching
Within our coaching platform (HubFit) with access restricted to Kobe Veal only

You may withdraw consent for the processing of sensitive health data at any time. Note that withdrawal may affect our ability to deliver coaching safely and may result in service termination.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purpose it was collected for, or to meet our legal obligations:

Active clients — data is retained for the duration of the coaching relationship
Former clients — core records (name, contact details, payment history) are retained for up to 7 years to comply with HMRC and UK tax obligations
Health and coaching data — retained for up to 2 years after coaching ends, then securely deleted unless you request earlier deletion
Application form data (non-clients) — retained for up to 12 months, then deleted
Free programme recipients — name and email retained for up to 12 months after download

You may request deletion of your data at any time (see Section 8). We will comply unless retention is required by law.

7. Data Security

We take appropriate technical and organisational measures to protect your data from loss, unauthorised access, disclosure, or misuse. Measures in place include:

Encrypted data storage on GDPR-compliant platforms
Access to client data restricted to Kobe Veal only
Use of platforms with industry-standard security certifications (HubFit, Stripe, Google Workspace)
HTTPS encryption on all web properties

No method of data transmission or storage is completely secure. While we take every reasonable precaution, we cannot guarantee absolute security. In the event of a data breach that poses a risk to your rights, we will notify you and the relevant authority (ICO) in accordance with UK GDPR requirements.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

Right of access — request a copy of the personal data we hold about you
Right to rectification — request correction of any inaccurate or incomplete data
Right to erasure — request deletion of your data ("right to be forgotten"), where no legal obligation to retain it exists
Right to restrict processing — request that we limit how we use your data in certain circumstances
Right to data portability — request your data in a structured, machine-readable format
Right to object — object to processing based on legitimate interests
Right to withdraw consent — where processing is based on consent, you may withdraw at any time

To exercise any of these rights, contact us at info@kvflcoaching.com. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies

Our website uses cookies to ensure basic functionality and to collect anonymous usage data. We do not use cookies to track you for advertising purposes or to build individual profiles.

Types of cookies we may use:

Strictly necessary cookies — required for the website to function (e.g. form session data)
Analytics cookies — anonymous usage statistics to understand how people navigate our website. These do not personally identify you.

You can disable cookies at any time through your browser settings. Disabling cookies may affect some website functionality.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from anyone under 18 without verified parental or guardian consent. Our application process includes an age gate for this purpose.

If you believe a child has submitted personal data to us without consent, please contact us immediately at info@kvflcoaching.com and we will delete that data promptly.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, or legal obligations. When we make material changes, we will update the effective date at the top of this page. Continued use of our services after any changes constitutes acceptance of the updated policy.

The most current version of this policy is always available at kvflcoaching.com/privacy.

12. Contact

For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact:

KV Fitness & Lifestyle
Operated by Kobe Veal
Email: info@kvflcoaching.com