Privacy Agreement

Last updated: 9 October 2026

Your privacy matters

At Viribus Fitness, your trust is important. That includes how your personal information is collected, used and protected.

Whether you're making an enquiry, booking a training session or working towards your fitness goals, you should feel confident that your information is being handled responsibly.

This policy explains what information we collect, why we need it, how we protect it and the rights you have over your personal data.

We only collect information that's relevant to providing our services, and we'll never sell your personal information to third parties.

1. Who we are

Viribus Fitness provides personal training, strength and conditioning coaching, and group fitness sessions in and around Huby, North Yorkshire.

The business is owned and operated by Jim Holroyd as a sole trader.

For the purposes of UK data protection legislation, Jim Holroyd, trading as Viribus Fitness, is the data controller responsible for your personal information.

Business: Viribus Fitness
Owner: Jim Holroyd
Website: www.viribusfitness.co.uk
Email: jimholroyd78@gmail.com
Contact address: Bluebell House, Easingwold Road, Huby

2. What information we collect

Depending on how you interact with Viribus Fitness, we may collect the following information.

Personal and contact information

Your name and contact details.
Your age or date of birth, where relevant.
Emergency contact details.
Information relating to enquiries, bookings and payments.

Health and fitness information

To provide safe, appropriate and effective coaching, we may also collect:

Information about your general health and medical history relevant to exercise.
Details of injuries, existing conditions or physical limitations.
Information provided through Physical Activity Readiness Questionnaires (PAR-Q).
Your fitness goals, exercise experience and training preferences.
Physical measurements, weight and other relevant progress indicators.
Training records, performance information and assessment results.
Relevant information about pregnancy, postnatal recovery or other health considerations affecting your training.

We only request health information that's relevant to assessing your suitability for exercise and providing appropriate coaching.

Website information

When you visit our website, certain technical information may be collected, including your IP address, browser type and information about how you use the site.

The information collected depends on the website services, cookies and analytics tools in use.

3. How we use your information

We use your personal information to:

Respond to enquiries and provide information about our services.
Arrange and manage training sessions and bookings.
Assess your suitability for exercise.
Develop personalised training programmes.
Monitor your progress and adapt your training.
Communicate important information about sessions and services.
Process payments and maintain financial records.
Meet legal, professional and insurance obligations.
Maintain the security and functionality of our website.

Where you have agreed to receive marketing communications, we may also contact you with information about services, classes or offers.

You can opt out of marketing communications at any time.

4. Our legal basis for using your information

Under the UK General Data Protection Regulation (UK GDPR), we must have a lawful basis for collecting and processing personal information.

Depending on the circumstances, we rely on:

Contractual necessity
- Where information is required to provide training services you've requested or to take steps towards entering into an agreement with you.
Legitimate interests
- Where information is reasonably necessary to operate and administer the business, respond to enquiries, maintain appropriate records and protect our services, provided these interests do not override your rights.
Legal obligations
- Where we must retain or process information to comply with applicable laws, including tax and accounting requirements.
Consent
- Where you have given permission for a particular use of your information, such as receiving certain marketing communications or the use of optional website cookies.
Health information and additional protection
- Information about your health is classed as special category personal data and receives additional protection under UK GDPR.

Where we rely on your explicit consent to process health information for fitness assessments and personalised coaching, we will request that consent separately and explain how the information will be used.

You can withdraw your consent at any time. However, if we no longer have the information or permission needed to assess your suitability for exercise, we may be unable to continue providing certain training services safely.

Where another lawful condition applies to the processing or retention of health information, we will explain this as appropriate.

5. How we store and protect your information

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

These measures may include password-protected devices, secure digital storage, access controls and appropriate security measures for any third-party systems we use.

Health questionnaires, fitness assessments and training records are treated as confidential.

Access to personal information is limited to those who genuinely need it to provide our services or meet our legal obligations.

Although no system can guarantee absolute security, we take the protection of your information seriously.

6. Sharing your information

We do not sell or rent your personal information.

We may share limited information with trusted service providers where necessary to operate the business. These may include:

Website hosting and email providers.
Booking and payment processing services.
Secure data storage and business administration providers.
Accountants, insurers or professional advisers.

Where appropriate, these providers are required to handle personal information securely and in accordance with applicable data protection legislation.

We may also disclose information where required by law or where necessary to protect someone's vital interests, including in a genuine medical emergency.

We will not share your health or fitness information with other clients or use it for unrelated purposes without an appropriate lawful basis.

7. How long we keep your information

We only retain personal information for as long as reasonably necessary for the purpose for which it was collected, including any applicable legal, accounting, insurance or professional requirements.

Retention periods depend on the type of information and the reason it is held.

For example:

Enquiries: Information is retained only for as long as necessary to respond and manage any relevant follow-up.
Client records: Training and health information is retained for the duration of your involvement with Viribus Fitness and for an appropriate period afterwards, taking account of relevant legal and insurance requirements.
Financial records: Records are retained for the periods required under applicable UK tax and accounting legislation.
Marketing information: Contact details are retained until you unsubscribe, withdraw consent or the information is no longer required.

When information is no longer needed, it will be securely deleted or anonymised.

8. Photography and social media

From time to time, we may take photographs or videos of training sessions for promotional purposes, including use on our website and social media channels.

We will seek your permission before using identifiable images or videos of you for marketing.

You are under no obligation to agree, and declining permission will not affect your access to our services.

Where consent is the basis for using your image, you can withdraw it at any time. We will stop future use and take reasonable steps to remove material from channels under our control, although we may not be able to remove copies already shared by others.

9. Cookies and website analytics

Our website may use cookies and similar technologies to support its operation and understand how visitors use it.

Cookies are small files stored on your device when you visit a website.

Some cookies are essential for the website to function correctly. Others, such as analytics or marketing cookies, are optional.

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

You can manage or withdraw your cookie preferences through the controls provided on our website, where applicable.

You can also manage cookies through your browser settings.

Details of the specific cookies and third-party services used by our website should be provided through our cookie information or consent controls.

10. International data transfers

Some third-party service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

These may include recognised adequacy arrangements or approved contractual protections.

11. Your rights

Under UK data protection legislation, you have a number of rights relating to your personal information.

Depending on the circumstances, these include the right to:

Request access to the personal information we hold about you.
Ask us to correct inaccurate or incomplete information.
Request deletion of your personal information.
Restrict or object to certain types of processing.
Request the transfer of certain information to another provider.
Withdraw consent where consent is the basis for processing.
Object to the use of your information for direct marketing.
Be informed about applicable automated decision-making.

Some rights are subject to legal conditions and exceptions.

To exercise your rights, please contact us using the details provided in this policy.

We will respond within the timeframes required by UK data protection legislation.

12. Your right to complain

If you have any concerns about how Viribus Fitness handles your personal information, please contact us in the first instance so we can investigate and address the issue.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information Commissioner's Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

13. Changes to this policy

We may update this privacy policy from time to time to reflect changes to our services, business practices or legal requirements.

The latest version will always be available on our website, with the date of the most recent update clearly displayed.

14. Contact us

If you have any questions about this privacy policy or how your personal information is handled, please contact:

Jim Holroyd
Viribus Fitness
www.viribusfitness.co.uk