Privacy Notice

Last updated: 19 June 2026

Introduction

Ronan Online Coaching ("we", "our", or "us") is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains what information we collect, why we collect it, how we use it, how it is stored, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data will be processed in accordance with this Privacy Notice.

Data Controller

The data controller responsible for your personal data is:

James Ronan
Trading as Ronan Online Coaching
Email: ronanonlinecoaching@gmail.com

What Personal Data We Collect

Depending on the services you receive, we may collect:

  • Name, email address, telephone number and other contact details.

  • Date of birth or age.

  • Sex.

  • Height, weight and body measurements.

  • Training history and current activity levels.

  • Nutrition history, dietary preferences and eating habits.

  • Lifestyle information, including occupation, working hours, sleep patterns and stress levels.

  • Health and fitness information relevant to coaching, including information provided in health screening questionnaires (such as a PAR-Q).

  • Your goals relating to fat loss, muscle gain, performance or general health.

  • Check-in responses and coaching feedback.

  • Progress photographs and body measurements submitted for coaching purposes.

  • Communications between you and Ronan Online Coaching via email, messaging platforms or within coaching software.

We only collect information that is reasonably necessary to provide our coaching services.

Why We Collect Your Data

We use your personal data to:

  • Deliver personalised training and nutrition coaching.

  • Monitor your progress and adapt your programme.

  • Calculate calorie, macronutrient and training recommendations.

  • Assess your readiness for exercise and help reduce unnecessary health risks.

  • Communicate with you regarding your coaching programme.

  • Maintain client records and provide ongoing support.

  • Meet our legal and regulatory obligations.

Lawful Basis for Processing

Under UK GDPR, we process your personal data on one or more of the following lawful bases:

  • Performance of a contract – where processing is necessary to provide the coaching services you have purchased.

  • Legitimate interests – where processing is necessary to operate and improve our business while respecting your rights.

  • Consent – where you have given explicit permission, such as for the use of transformation photographs or testimonials in marketing materials. You may withdraw this consent at any time.

  • Legal obligation – where we are required to comply with applicable laws or legal requests.

Where health-related information is collected, it is processed only to the extent necessary to provide safe and appropriate coaching services and with your explicit consent where required.

Progress Photos and Testimonials

Progress photographs are primarily collected to monitor your coaching progress.

Your photographs, testimonials or transformation results will never be used for advertising, social media, website content or other marketing purposes without your explicit written consent.

You may withdraw that consent at any time, and future marketing use will cease.

How Your Data Is Stored

To provide our coaching services, your data may be securely stored using trusted third-party service providers, including:

  • Trainerize, for programme delivery, client management and coaching communication.

  • Our customer relationship management (CRM) system, for storing coaching records and automated check-in reports.

  • Apple iCloud, using private folders for securely storing client documents and progress photographs.

  • Secure email services used for communication regarding your coaching.

These providers act as data processors on our behalf and maintain their own security measures designed to protect your information.

How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal information, including:

  • Password-protected devices and accounts.

  • Access controls limiting who can access client information.

  • Secure cloud storage provided by reputable service providers.

  • Regular review of our data handling practices.

  • Taking appropriate steps to prevent unauthorised access, disclosure, alteration or loss of data.

While no online system can be guaranteed to be completely secure, we take appropriate precautions to safeguard your information.

Sharing Your Data

We do not sell or rent your personal data.

We do not share your personal data with third parties for marketing purposes.

Your information may only be shared:

  • With trusted service providers who assist in delivering our coaching services.

  • Where required by law or legal process.

  • To protect our legal rights or prevent fraud or criminal activity.

How Long We Keep Your Data

We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Notice or as required by law.

Typically, coaching records are retained for between 1 and 7 years after the end of your coaching relationship, after which they are securely deleted or anonymised unless there is a legal or legitimate reason to retain them for longer.

Children's Privacy

Ronan Online Coaching is intended for adults.

We do not knowingly provide coaching services to individuals under the age of 18 without appropriate parental or guardian consent and any other necessary safeguards.

Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your personal data is used.

  • Request access to the personal data we hold about you.

  • Request correction of inaccurate or incomplete information.

  • Request deletion of your personal data where applicable.

  • Request restriction of processing in certain circumstances.

  • Object to certain types of processing.

  • Request transfer of your data to another provider where applicable (data portability).

  • Withdraw consent where processing relies on your consent.

To exercise any of these rights, please contact:

Email: ronanonlinecoaching@gmail.com

Complaints

If you are unhappy with how your personal data has been handled, please contact us first so we can attempt to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection matters.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services or legal obligations.

The latest version will always include the "Last updated" date shown at the top of this document.