Privacy Policy

Who we are

Virtus Fitness Ltd (“we”, “us”, “our”) is a personal training studio based in East Twickenham. We are the data controller for the personal information described in this policy.

If you have any questions about how we handle your information, email info@thevirtusfitness.com.

What we collect

When you apply for a Discovery Session

Through the application form on this website we collect:

• Your first name
• Your email address
• Your phone number
• What you want to change about your health or fitness
• What has got in the way of that so far
• When you are available to train

You give us this information voluntarily by completing the form. If you'd rather not, you're welcome to contact us by phone or email instead.

When you visit the website

We use the Meta Pixel, which collects:

• Pages you visited and when
• Your approximate location, derived from your IP address
• Your device and browser type
• Whether you completed the application form

This is collected through cookies and similar technologies. See Cookies below.

When you become a client

If you train with us we collect further information as part of coaching you, including health and fitness details and body scan measurements. That is covered by a separate agreement provided when you join. This policy covers the website only.

Why we use it

We contact you about your application so we can arrange your Discovery Session and answer your questions. We look at what you've told us about your goals so the conversation is useful rather than generic. We keep a record of enquiries to manage our business and follow up appropriately. Each of these relies on our legitimate interest — you asked us to get in touch.

We also measure our advertising so we understand which adverts bring people to us. That relies on your consent, given through the cookie banner.

We do not sell your information to anyone, and we do not send you marketing you didn't ask for.

A note on health information

Some of what you tell us — an injury, a health condition, or something that has stopped you training — may count as special category data under UK GDPR. We only use it to have a sensible, safe conversation with you about training, and we only have it because you chose to tell us. If you'd rather not share it on the form, leave it out and mention it on the call instead.

Who we share it with

We use a small number of providers to run the website. They process your information on our behalf and may not use it for their own purposes.

• Formspark — receives and stores your form submission and forwards it to us by email
• Framer — hosts this website
• Google — provides our email service, where your enquiry lands
• Meta Platforms — receives website activity through the Meta Pixel for advertising measurement

Some of these providers are based outside the UK. Where information is transferred internationally it is protected by appropriate safeguards, such as the UK International Data Transfer Agreement or an adequacy decision.

We may also disclose information where we are legally required to.

Cookies

Cookies are small files stored on your device.

Necessary cookies make the website function. These are always on.

Advertising cookies are set by the Meta Pixel. They tell us how many people who saw one of our adverts went on to apply, so we don't waste money advertising to the wrong people. These are only set if you accept them on the cookie banner.

You can withdraw consent at any time by clearing cookies in your browser settings, or by using your browser's tracking protection.

How long we keep it

• Enquiries that don't become clients — 12 months, then deleted
• Client records — for as long as you train with us, and for 6 years afterwards where we're required to keep financial records
• Website analytics — as set by Meta's own retention periods

Your rights

Under UK data protection law you have the right to:

• Access the information we hold about you
• Correct anything that's wrong
• Delete your information, in most circumstances
• Object to us using it, including for marketing
• Restrict how we use it
• Receive your information in a usable format
• Withdraw consent at any time, where consent is our legal basis

To exercise any of these, email info@thevirtusfitness.com. We'll respond within one month.

If you're not happy with how we've handled things you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to put it right first.

Security

We keep your information secure using access controls, encrypted connections and reputable providers. No system is completely secure, but we take this seriously and only work with providers who do the same.

Children

This website and our services are intended for adults. We do not knowingly collect information from anyone under 18.

Changes to this policy

If we change how we handle your information we'll update this page and change the date at the top.