PRIVACY POLICY

Last updated: 30 September 2026

1. Who We Are

Ben Whitehead Coaching provides personalised online fitness and physique coaching worldwide and 1-to-1 personal training in Central Florida.

For the purposes of applicable data protection and privacy laws, Ben Whitehead Coaching is responsible for deciding how and why personal information collected through this website and our coaching services is processed.

In this Privacy Policy, references to “Ben Whitehead Coaching”, “we”, “us” or “our” mean Ben Whitehead Coaching.

Website: www.benwhiteheadcoaching.com
Email: info@benwhiteheadcoaching.com
Call / Text: +1 (321) 437-6640

If you have any questions about this Privacy Policy or how your information is handled, please contact us using the details above.

2. What This Privacy Policy Covers

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you use our website or interact with Ben Whitehead Coaching.

It applies when you visit our website, submit an application or enquiry, communicate with us, purchase coaching or personal training, participate in coaching, provide check-ins or progress information, send photographs or videos, provide a testimonial, or interact with our cookies, analytics and other website technologies.

This Privacy Policy applies regardless of where you access our services from.

Depending on where you live, your personal information may also be protected by UK, European Union, United States state or other applicable privacy laws.

3. Personal Information We Collect

The personal information we collect depends on how you interact with Ben Whitehead Coaching and which services you enquire about or purchase.

We may collect:

Identity and contact information: Your name, age or date of birth where relevant, email address, telephone number, social media username, general location, billing address where required, and preferred method of communication.

Coaching enquiries and applications: Information about your fitness goals, current circumstances, training experience, lifestyle, coaching requirements and reasons for seeking our services.

Client onboarding and coaching information: Training history, available equipment, exercise performance, training programmes, nutrition, calorie and macronutrient targets, body weight, body measurements, progress photographs, videos, activity levels, lifestyle information, competition goals and coaching check-ins.

Health and sensitive information: Relevant information about injuries, medical conditions, physical limitations, medication, surgery history and other health matters. Where relevant to safety or coaching suitability, this may include information voluntarily disclosed about performance-enhancing substance use.

Payment and subscription information: The services purchased, billing contact details, payment amounts, transaction dates, subscription status, renewal dates, invoice information, refunds and payment-related communications.

Communications: Records of enquiries and correspondence conducted through email, telephone, SMS, WhatsApp, Instagram, Facebook, website forms or other agreed communication channels.

Website and technical information: Information collected through website visits, including device and browser information, IP addresses, approximate location, website activity and cookie preferences, subject to applicable privacy and consent requirements.

We aim to collect only the information reasonably necessary for the relevant purpose and will not require unrelated sensitive personal information.

4. Health and Sensitive Personal Information

Providing personalised fitness and physique coaching may require information about a client's physical condition, health history and training limitations.

During coaching applications, onboarding and ongoing check-ins, we may request relevant information concerning:

Existing or previous injuries.
Medical conditions and relevant symptoms.
Physical limitations affecting exercise.
Previous surgery.
Medication or treatment relevant to coaching safety.
Relevant nutrition or health considerations.
Other health-related circumstances that may affect training or programme suitability.

Certain coaching questionnaires may also include optional questions relating to bodybuilding preparation, performance-enhancing substances or other matters relevant to the client's stated goals and safety.

Under UK data protection law, information about an individual's health may constitute special category personal data and is subject to additional protections.

Where UK GDPR applies, we will identify an appropriate lawful basis under Article 6 and a separate condition under Article 9 before processing special category information.

Where we rely on explicit consent, this will be requested through a clear, specific and affirmative statement, separate from general acceptance of our Privacy Policy or Terms & Conditions.

Clients may withdraw consent where processing is based on consent. Withdrawal will not affect processing previously carried out lawfully but may affect our ability to provide services that genuinely require the relevant information.

We aim to limit the collection, use, access and retention of health information to what is reasonably necessary for coaching suitability, client safety and the agreed services.

Ben Whitehead Coaching is a fitness and physique coaching service, not a medical treatment provider.

5. Payment, Transaction and Subscription Information

Ben Whitehead Coaching uses Stripe to process payments, manage recurring subscriptions and administer certain billing functions.

When purchasing a service or subscribing to monthly coaching, personal information may be processed by Stripe, including:

Name and contact information.
Billing details where required.
Payment method information.
Purchased services and transaction amounts.
Payment dates and subscription renewal information.
Invoice, receipt, refund and payment status information.
Information required for payment authentication, security and fraud prevention.

Stripe may process and securely retain payment card information to facilitate transactions and authorised recurring payments.

Ben Whitehead Coaching does not ordinarily receive or store complete payment card numbers or card security codes.

We may access limited payment and transaction information through our Stripe account where necessary to administer coaching payments and subscriptions.

Recurring payments and subscription management

Clients purchasing a monthly coaching subscription authorise recurring payments according to the terms disclosed at checkout.

Stripe may process information to:

Collect scheduled subscription payments.
Generate invoices, receipts and confirmations.
Notify clients about upcoming renewals.
Inform clients about expiring payment methods.
Notify clients of unsuccessful payments.
Attempt to recover failed payments automatically.
Provide secure payment-method updates.
Enable clients to manage or cancel subscriptions through the Stripe Customer Portal.

We use payment and subscription information to administer client accounts, maintain accurate financial records, provide agreed services, resolve billing issues and comply with applicable accounting and legal obligations.

Stripe may act as a service provider and, for certain activities, process personal data for its own purposes in accordance with its privacy documentation.

For further information, please review Stripe's Privacy Policy:

https://stripe.com/privacy

Payment information may be processed or stored internationally in accordance with applicable law and the payment provider's contractual and security arrangements.

6. Website and Technical Information

When you visit our website, certain technical information may be collected automatically.

This can include your IP address, browser type, device type, operating system, approximate geographic area, referring website, pages visited, time spent on pages, website interactions and cookie or similar technology identifiers.

Some of this information is collected only where you have provided the appropriate cookie consent.

7. How We Collect Personal Information

We collect personal information directly from individuals when they:

Submit a website enquiry or coaching application.
Complete a client onboarding questionnaire.
Purchase a service or coaching subscription.
Participate in online coaching or personal training.
Submit progress updates, check-ins, photographs or videos.
Contact us through email, telephone, messaging or social media.
Provide feedback, testimonials or other information voluntarily.

We may also receive relevant information from payment processors, website service providers, analytics providers and other authorised third-party services.

Google Forms and Google Sheets

Ben Whitehead Coaching uses Google Forms to collect client onboarding questionnaires and other information reasonably necessary to assess coaching suitability and prepare individual programmes.

Depending on the questionnaire, this may include contact information, training history, fitness goals, lifestyle information, nutrition habits, relevant health information and other coaching-related details.

Responses submitted through Google Forms may be stored within Google Forms and transferred to linked Google Sheets spreadsheets within our Google account.

We use this information to:

Review client applications and coaching requirements.
Identify relevant training considerations.
Prepare personalised training and nutrition programmes.
Assess suitability for particular services.
Maintain accurate client onboarding records.
Support programme adjustments and ongoing coaching.

Access to identifiable questionnaire responses should be limited to authorised individuals who reasonably need the information for legitimate coaching or business purposes.

Google may process information on infrastructure located in different countries, subject to its applicable privacy and contractual arrangements.

For information about Google's privacy practices, visit:

https://policies.google.com/privacy

Submitting a questionnaire does not automatically constitute consent for unrelated marketing or the public use of personal information.

Where separate consent is required for sensitive information, marketing or public use of photographs, we will request that consent independently.

8. How We Use Your Information

We use personal information only where we have an appropriate purpose and lawful basis.

Coaching enquiries and applications

We use information submitted through our application or enquiry forms to review your goals and circumstances, respond to you, determine whether our coaching is appropriate and recommend the most suitable service.

Where UK data protection law applies, this processing may be necessary to take steps at your request before entering into a contract.

Providing online coaching and personal training

We use client information to provide coaching, create and adjust programmes, provide nutrition guidance, review progress, conduct check-ins, provide accountability and support and communicate with clients.

This processing will generally be necessary to perform our coaching agreement with you.

Coaching administration

We may use your information to arrange sessions, manage schedules, maintain records, handle payments and refunds, respond to questions, manage complaints and administer the client relationship.

Improving our services

We may use feedback, website usage information and suitably anonymised or aggregated information to understand how our services and website are used and to improve them.

Security and legal protection

We may process information where reasonably necessary to protect our website or systems, prevent fraud, enforce agreements, establish or defend legal claims, resolve disputes, cooperate with lawful authorities or comply with legal obligations.

9. Our Lawful Bases for Processing

Where UK GDPR or similar laws apply, we may rely on one or more of the following lawful bases.

Contract: processing is necessary to take steps at your request before entering into a coaching agreement or to perform our agreement with you.

Consent: you have freely given specific consent for a particular activity, such as certain marketing, non-essential cookies, public use of transformation content or certain sensitive-data processing.

Explicit consent: where required for health or other special-category information.

Legal obligation: processing is necessary for tax, accounting, regulatory, legal or other statutory requirements.

Legitimate interests: processing is reasonably necessary for legitimate business interests such as responding to enquiries, operating our business, maintaining records, improving services, preventing misuse, handling disputes and protecting our legal rights, provided those interests are not overridden by your rights and interests.

Where legitimate interests are relied upon, we consider the necessity and impact of the processing.

10. Marketing Communications

Submitting a coaching application or contacting us does not automatically enrol you in unrelated marketing communications.

We may send promotional emails, offers or similar marketing communications where you have consented or where another lawful marketing exception applies.

Where consent is used, it will not be pre-selected or assumed.

You may unsubscribe from marketing communications at any time by following an unsubscribe option where provided or by contacting:

info@benwhiteheadcoaching.com

Withdrawing from marketing does not prevent us from sending necessary communications relating to an active coaching service, appointment, payment, enquiry or contractual matter.

11. Client Photographs, Videos and Transformation Results

Clients may provide progress photographs, videos, body measurements, competition images and other physique information as part of private coaching.

Providing this information privately for coaching does not automatically give Ben Whitehead Coaching permission to publish it.

Where we wish to use identifiable client transformation content publicly, including on our website, social media, advertising or promotional material, we will obtain appropriate permission where required.

Public transformation material may include before-and-after photographs, progress images, videos, testimonials, first names, competition results or descriptions of coaching results.

Permission to use transformation material publicly is not a condition of receiving coaching.

Where publication is based on consent, you may withdraw that consent.

Following withdrawal, we will stop future consent-based use and take reasonable steps to remove the material from channels under our direct control where required.

We cannot guarantee removal of material independently copied, shared, cached, saved or republished by third parties outside our control.

12. Cookies and Similar Technologies

Our website uses cookies and similar technologies.

A cookie is a small file placed on a device that can store information about website preferences, activity or previous interactions.

The website uses Usercentrics for Wix to manage cookie consent.

Visitors can accept all cookies, reject non-essential cookies or manage individual preferences.

Strictly necessary cookies may operate without consent where permitted because they are required for the basic functioning, security or operation of the website.

Optional cookies, including analytics or advertising technologies, are subject to the applicable consent requirements.

UK guidance generally requires websites to obtain consent before setting non-essential cookies and to give visitors an effective way to enable or disable them. Information Commissioner's Office

Visitors can change their cookie choices using the privacy settings control available on the website.

13. Types of Cookies We May Use

Essential cookies are required for core website functionality, security, consent management and other necessary functions.

Functional cookies may support optional website features or remember preferences.

Analytics cookies help us understand how visitors use the website, including which pages are viewed and how visitors navigate the site.

Advertising or marketing technologies may be used to measure advertising performance or support relevant advertising where such services are enabled.

Optional cookies and similar technologies are controlled through our cookie consent system where required by applicable law.

14. Google Analytics and Google Tag

We currently use Google Tag / Google Analytics to understand website traffic and performance.

Google Analytics may process information relating to website visits, device type, browser, pages viewed, referral source, approximate location and website interactions.

Our Wix setup uses Google Tag with consent controls.

For visitors subject to consent requirements, analytics processing is intended to occur only in accordance with the visitor's cookie preferences.

Information collected through Google services may be processed by Google in accordance with Google's own privacy terms.

15. Wix

Our website is built and hosted using Wix.

Wix may process certain information as part of providing website hosting, forms, content management, security, analytics, infrastructure and other website services.

Information submitted through Wix forms may be stored through Wix systems and made available to Ben Whitehead Coaching for the purpose for which the form was submitted.

Wix may process information in multiple jurisdictions in accordance with its own privacy practices and contractual arrangements.

16. Usercentrics

We use Usercentrics for Wix to manage website cookie and tracking consent.

Usercentrics may process information necessary to record and remember visitors' consent choices.

This allows us to document cookie preferences and provide visitors with a mechanism to change their preferences later.

17. WhatsApp, Instagram, Facebook and Other Platforms

If you contact Ben Whitehead Coaching through WhatsApp, Instagram, Facebook or another third-party service, the relevant platform may independently process information about you.

Your use of those platforms is governed by the relevant provider's own privacy terms.

We recommend reviewing the privacy information and settings provided by any third-party service you choose to use.

18. Who We May Share Information With

Ben Whitehead Coaching does not sell client lists or personal information to data brokers.

We may share relevant personal information with trusted third-party service providers where reasonably necessary to operate our business, provide agreed services, administer payments or comply with legal obligations.

These providers may include:

Stripe: Payment processing, recurring subscription management, invoicing, payment security, fraud prevention, refund administration and customer billing facilities.

Google: Google Forms and Google Sheets for client questionnaires, onboarding information and authorised business administration; Google Analytics and Google Tag for website measurement, subject to applicable consent requirements.

Wix: Website hosting, website forms, content management, website security and related infrastructure.

Usercentrics: Website cookie consent and preference management.

Email and communication providers: Services used to respond to enquiries, communicate with clients and administer coaching.

WhatsApp, Instagram, Facebook and other messaging platforms: Where clients choose to communicate through those services.

Training facilities: Including Kissimmee Muscle, where limited information may need to be shared for scheduling, access or other legitimate operational requirements.

Professional advisers and service providers: Including accountants, legal advisers, insurers, banks and other providers where their involvement is reasonably necessary.

Government and regulatory authorities: Where information must be disclosed to comply with applicable law, legal proceedings or a lawful request.

We aim to limit disclosures to information reasonably required for the relevant purpose.

We may also disclose information where lawfully necessary to protect legal rights, prevent fraud, resolve disputes or establish or defend legal claims.

Where third parties process personal information on our behalf, we will use appropriate contractual and organisational safeguards where required by applicable data protection law.

If Ben Whitehead Coaching undergoes a business sale, transfer or reorganisation, information may be disclosed to relevant advisers or a successor business subject to appropriate legal safeguards.

19. Kissimmee Muscle and In-Person Personal Training

Ben Whitehead Coaching currently provides in-person personal training at Kissimmee Muscle in Kissimmee, Florida.

Kissimmee Muscle is a separate business and may operate its own systems, rules, membership processes, CCTV, waivers or privacy practices.

Where information needs to be shared with a gym or training venue to facilitate a session, we will aim to disclose only information reasonably necessary for that purpose.

Ben Whitehead Coaching is not responsible for independent personal-information processing carried out by the gym in its own capacity.

20. International Data Transfers

Ben Whitehead Coaching operates internationally and provides online coaching to clients in multiple countries.

Some of our technology providers may also process or store information outside the country in which you live.

Personal information may therefore be transferred internationally.

Where data protection law requires safeguards for international transfers, we will use an appropriate lawful transfer mechanism.

Depending on the circumstances, this may include an adequacy regulation or decision, approved contractual safeguards, an International Data Transfer Agreement, an applicable data-transfer addendum or another mechanism permitted by law.

You may contact us if you would like further information about safeguards relevant to your information.

21. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, contractual and dispute-resolution requirements.

As a general approach:

Enquiries and unsuccessful coaching applications may normally be retained for up to 12 months following the last meaningful contact, unless there is a legitimate reason to keep them for longer.

Information required to provide coaching is normally kept throughout the active coaching relationship.

Relevant coaching, contractual and communication records may be retained for up to six years after the coaching relationship ends where reasonably necessary for contractual, accounting, legal or dispute purposes.

Health and sensitive information will be reviewed and retained only for as long as reasonably necessary for the relevant coaching, safety or legal purpose.

Financial records may be retained for the period required by applicable accounting and tax law.

Marketing information may be retained until consent is withdrawn, the individual opts out or the information is no longer reasonably required.

We may retain limited records of an opt-out so that we can continue to respect a request not to receive marketing.

Records relating to permission to use transformation photographs or testimonials may be kept for as long as the relevant content is in use and for an appropriate period afterwards.

Information that is no longer required will be deleted, anonymised or securely disposed of where appropriate.

22. Data Security

We take reasonable organisational and technical measures designed to protect personal information against unauthorised access, accidental loss, disclosure, alteration, misuse or destruction.

Access to client information is restricted to people and service providers who reasonably require it for legitimate purposes.

We use reputable third-party platforms and service providers where appropriate.

However, no website, email service, communication platform or electronic storage system can be guaranteed to be completely secure.

If a personal-data breach occurs, we will assess the incident and make any notifications required by applicable law.

23. Your Privacy Rights

Depending on the privacy law that applies to you, you may have rights relating to your personal information.

These may include the right to ask whether we process your information, request access to information we hold, correct inaccurate information, request deletion, restrict certain processing, object to certain processing, request portability of certain information and withdraw consent where processing is based on consent.

The exact rights available depend on the circumstances and the lawful basis relied upon.

The right to deletion is not absolute. We may retain information where necessary to comply with legal obligations, maintain financial or contractual records, defend legal claims or for another lawful reason.

Where we rely on consent, you may withdraw that consent at any time.

Withdrawal does not affect processing that was lawful before withdrawal.

24. Your Right to Object

Where we rely on legitimate interests as the lawful basis for processing, you may have the right to object to that processing.

You also have the right to object to the use of your personal information for direct marketing.

If you object to direct marketing, we will stop using your personal information for that purpose.

25. How to Exercise Your Rights

To make a privacy request, contact:

info@benwhiteheadcoaching.com

Please explain who you are, what right you wish to exercise and, where appropriate, which information your request relates to.

We may request reasonable information to verify your identity before disclosing, changing or deleting personal information.

We will respond within the timeframe required by the privacy law that applies.

Where UK GDPR applies, this will normally be within one month, subject to any legally permitted extension.

You will not normally be charged for exercising privacy rights.

However, applicable law may allow a reasonable charge or refusal where a request is manifestly unfounded, excessive or repetitive.

26. UK Privacy Rights and Complaints

Where UK data protection law applies, you may have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled in breach of applicable law.

You do not have to complain to us before contacting the ICO, although we would appreciate the opportunity to address your concern.

Information about UK data protection rights is available from the Information Commissioner's Office.

27. European Union Privacy Rights

Where European Union data protection law applies, you may have rights under the EU GDPR.

You may also have the right to complain to the relevant data-protection supervisory authority in the EU country where you live, work or believe a privacy infringement occurred.

28. United States Privacy Rights

Residents of certain US states may have additional privacy rights where the relevant state privacy law applies to Ben Whitehead Coaching.

Depending on the applicable law and legal thresholds, those rights may include access, correction, deletion, portability and rights relating to certain forms of targeted advertising, sale, sharing or sensitive-data processing.

Ben Whitehead Coaching does not operate a business model based on selling client personal information.

We do not sell client lists to data brokers.

If a United States privacy law gives you rights that apply to our processing, we will honour those rights as required by law.

29. Sale or Sharing of Personal Information

Ben Whitehead Coaching does not sell personal information for money.

Some United States privacy laws define terms such as “sale” or “sharing” more broadly and may include certain advertising or cross-site tracking activities.

If we implement technology that constitutes sale, sharing or targeted advertising under an applicable privacy law, we will provide any notices or opt-out mechanisms required by that law.

30. Automated Decision-Making

We do not currently make decisions about coaching applicants that produce legal or similarly significant effects solely through automated decision-making.

Coaching applications are reviewed by a person.

31. Children and Young People

Our standard online coaching application process is intended for people aged 18 or over.

We do not knowingly use the standard application process to collect personal information from children.

If coaching or personal training is being considered for somebody under the age of 18, a parent or legal guardian should contact us before personal or sensitive information is submitted.

Additional consent and safeguarding requirements may apply.

32. Information You Should Not Send Us

Please do not provide highly sensitive information that is not reasonably necessary for your enquiry or coaching.

In particular, please do not send passwords, full payment-card information by email or messaging service, identity documents unless specifically requested for a legitimate purpose, detailed medical records that are not relevant to coaching, or another person's confidential information unless you have appropriate authority.

33. Third-Party Links

Our website may contain links to external websites, services, gyms, social media platforms or other third parties.

Ben Whitehead Coaching does not control independent third-party websites or their privacy practices.

When you follow an external link, the third party may collect information in accordance with its own privacy policy.

We recommend reviewing the privacy information of websites and services you choose to use.

34. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Changes may be made to reflect updates to our services, technology, service providers, business operations, website features or legal and regulatory requirements.

The latest version will be published on this page with the Last updated date shown at the top.

Where a material change affects how existing personal information is used, we will provide additional notice where required by law.

35. Contact Ben Whitehead Coaching

If you have a question, concern or privacy request, contact:

Ben Whitehead Coaching