Privacy Notice

Sam Holmes PT | Last updated: 11 September 2026
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This Privacy Notice explains how Samuel Holmes, trading as Sam Holmes PT, collects, uses, stores and protects personal information when you visit this website, make an enquiry, apply for coaching or become a client.

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1. Who is responsible for your information?

Samuel Holmes, trading as Sam Holmes PT, is the data controller responsible for your personal information.

· Business address: 27 Frampton Road, Epping, Essex, CM16 6RP

· Email: team@samholmespt.co.uk

· Website: www.samholmespt.co.uk

2. Information we may collect

Depending on how you interact with Sam Holmes PT, we may collect:

· Identity and contact details, such as your name, age or date of birth, address, email address, telephone number and emergency contact details.

· Enquiry and application details, including your goals, training experience, availability, preferred coaching option and anything you tell us during an initial call.

· Client and service records, including your plan, attendance, session notes, check-ins, progress, measurements, exercise performance and communications.

· Health and fitness information, including PAR-Q answers, injuries, medical conditions, symptoms, medication and information relevant to safe coaching. This is special category data and is handled with extra care.

· Parent or guardian details and consent where a client is under 18.

· Payment and transaction information, such as payment status, amounts and billing records. A payment provider may collect bank or card details directly; Sam Holmes PT does not need to retain full payment-card details.

· Messages and correspondence sent by email, website form, telephone, WhatsApp, Telegram, TrueCoach or another agreed channel.

· Technical and usage information, such as IP address, device and browser information, website activity, security logs and cookie choices.

· Photographs, videos, audio, testimonials and related information where you have separately chosen to provide media consent.

3. How we collect information

We collect information directly from you when you use the website, submit a form, contact us, complete onboarding documents, attend a call or session, use TrueCoach, make a payment or otherwise take part in coaching. We may also receive limited information from a parent or guardian, a payment provider, website and communications providers, or another person you have authorised.

The website and its service providers may collect technical information automatically through cookies, similar technologies and server logs. Please see section 9 below.

4. How and why we use information

UK data protection law requires a lawful basis for each use of personal information. We may use your information as follows:

· To respond to enquiries, assess whether coaching is suitable and take steps at your request before entering a contract — necessary to take pre-contract steps and, where relevant, for our legitimate interests in running the business.

· To create, deliver and administer coaching, sessions, check-ins and client support — necessary to perform our contract with you.

· To process and record payments, manage accounts and keep tax and business records — necessary to perform our contract and comply with legal obligations.

· To keep services safe, prevent misuse, maintain records and establish, exercise or defend legal claims — necessary for legal obligations and our legitimate interests in protecting clients and the business.

· To communicate with you about your service, bookings, progress and changes — necessary to perform our contract and for our legitimate interests in providing effective support.

· To improve and secure the website and services, understand general use and troubleshoot problems — our legitimate interests, or consent where the law requires consent for a cookie or similar technology.

· To send marketing emails or messages — your consent, or another basis permitted by electronic-marketing law. You can opt out at any time.

· To use photographs, videos, audio or testimonials — your separate, optional consent. Coaching is not conditional on giving media consent.

5. Health information and explicit consent

Health information is special category data. Before coaching begins, you will be asked to complete appropriate screening and give separate explicit consent for Sam Holmes PT to use relevant health information to assess suitability, adapt coaching and support your safety.

You may withdraw that consent at any time by emailing team@samholmespt.co.uk. Withdrawal does not affect processing that was lawful before withdrawal. If relevant health information cannot be used, Sam Holmes PT may be unable to provide coaching safely and may need to pause or end the service.

6. If you do not provide information

You are not required to make an enquiry or give optional marketing or media consent. However, certain identity, contact, payment, screening and service information is needed to assess your application, form and perform a coaching contract, take payment and provide coaching safely. If required information is not supplied, we may be unable to offer or continue the service.

7. Who we may share information with

We only share information where it is reasonably necessary and appropriate. Recipients may include:

· Framer and associated website or form services used to host and operate the website.

· TrueCoach, used to deliver programmes, track progress and communicate with clients.

· Email, storage and productivity providers, including Google Workspace where used.

· WhatsApp or Telegram where you choose to communicate through those services.

· Apple calendar or device services used for appointment administration.

· The third-party payment or direct-debit provider notified to you when payments are set up.

· Accountants, professional advisers and insurers where reasonably necessary.

· Regulators, courts, law enforcement, emergency services or healthcare professionals where disclosure is required by law or reasonably necessary to protect someone’s vital interests.

· A buyer, seller or adviser involved in a genuine business sale, transfer or reorganisation, subject to appropriate confidentiality safeguards.

Service providers are expected to process information only for the agreed purpose and to protect it appropriately. Sam Holmes PT does not sell your personal information.

8. International transfers

Some service providers may store or access information outside the United Kingdom. Where UK law requires safeguards for such a transfer, we will rely on an adequacy decision or appropriate contractual and organisational safeguards, such as approved data-protection clauses and the UK addendum. You may contact us for more information about safeguards relevant to your information.

9. Cookies and website technologies

The website may use strictly necessary cookies or similar technologies to operate, secure and remember essential choices. These do not require consent where they are genuinely necessary.

Analytics, advertising or other non-essential technologies will only be used where the required consent has been obtained. Where such tools are enabled, the website should display a cookie notice or settings control explaining the technology, its purpose, provider and duration, and allowing consent to be refused or withdrawn as easily as it is given.

10. How long we keep information

We keep information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safety and dispute requirements. The usual periods are:

· Unsuccessful enquiries and applications: normally up to 12 months after the last meaningful contact.

· Client contracts, coaching administration, attendance, communications and payment records: normally up to 6 years after the client relationship ends, where needed for business records or legal claims.

· Tax and accounting records: for at least the period required by HMRC, normally at least 5 years after the 31 January submission deadline for the relevant tax year.

· Health and safety records: while coaching is provided and, where reasonably necessary for safety records or legal claims, up to 6 years after the relationship ends. Information that is no longer needed will be securely deleted sooner where appropriate.

· Marketing contact details: until you opt out or the information is no longer needed, with periodic review.

· Media and testimonials: until consent is withdrawn or the material is no longer used, with periodic review.

· Technical logs and cookies: according to the relevant provider or cookie setting and only for as long as needed for the stated purpose.

When information is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

11. Security

Sam Holmes PT uses reasonable technical and organisational measures designed to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. These include password-protected devices and files, access limited to Samuel Holmes and carefully selected service providers, and secure disposal when information is no longer required. No internet or storage system can be guaranteed completely secure.

12. Children

Clients under 18 require the involvement and consent of a parent or legal guardian before coaching begins. We may collect and use both the young person’s and the parent or guardian’s information to assess suitability, deliver coaching, communicate appropriately and support safety. Optional media use requires a separate consent appropriate to the young person’s age and understanding, together with parent or guardian authorisation where required.

13. Your data protection rights

Depending on the circumstances, you may have the right to:

· ask for access to your personal information and a copy of it;

· ask for inaccurate or incomplete information to be corrected;

· ask for information to be deleted;

· ask for use of information to be restricted;

· object to processing based on legitimate interests or to direct marketing;

· receive certain information in a portable format;

· withdraw consent at any time where processing relies on consent; and

· complain to the Information Commissioner’s Office.

These rights are not absolute and may be limited by law. To exercise a right, email team@samholmespt.co.uk. We may ask for information needed to verify your identity. There is normally no fee, and we aim to respond within the period required by law.

14. Photographs, videos and testimonials

Media consent is requested separately after you agree to join and is optional. You may select the types of material and uses you are comfortable with. You may withdraw consent at any time, including while you are still a client, by emailing team@samholmespt.co.uk.

After withdrawal, Sam Holmes PT will stop new uses and will remove material from channels under its control where reasonably practicable. Withdrawal does not make earlier use unlawful, and copies already printed, downloaded, shared or republished by others may not be fully retrievable.

15. Marketing

You can ask us to stop marketing at any time by using an unsubscribe option where provided or emailing team@samholmespt.co.uk. Service messages about an active enquiry, booking or coaching agreement are not marketing and may still be sent where necessary.

16. Automated decision-making

Sam Holmes PT does not currently use personal information for solely automated decisions that produce legal or similarly significant effects.

17. Complaints

Please contact team@samholmespt.co.uk first so that we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office at www.ico.org.uk. If you live outside the UK, you may also be able to contact the data-protection regulator where you live.

18. Changes to this notice

We may update this Privacy Notice to reflect changes to the law, services or suppliers. The latest version will be published on this page with an updated date. Where a change is significant and we have your contact details, we may also tell you directly.

19. Contact

For privacy questions, requests or complaints, contact:

· Samuel Holmes trading as Sam Holmes PT

· 27 Frampton Road, Epping, Essex, CM16 6RP

· team@samholmespt.co.uk