The MovementThe Movement

Privacy Policy

Privacy Policy

Last Amended: 23rd January 2026

'The Movement' is committed to protecting your privacy.

We collect and process personal data about you to provide the services you use, operate our business, meet our contractual and legal obligations, protect the security of our systems and our customers, or fulfill other legitimate interests.

Our Privacy Notice explains how we collect, use, share and protect your personal information. When we update this policy we will post any changes on our website.

If you have any queries about this Notice please contact us at jonathan.sparkes@hotmail.co.uk

The Data Controller in respect of this Privacy Notice is The Movement Personal Coaching

Section 1 – When do we collect your information?

We collect your personal information when you:

  • Complete a Consultation Questionnaire
  • Book or attend a Personal Coaching session
  • Ask us for more information about a product or service, or contact us with a question or complaint
  • Visit or browse our website
  • Send an email to jonathan.sparkes@hotmail.co.uk
  • Send messages to 07300790703
  • You have an accident in the gym or there was an incident where you were a witness or personally affected
  • When our team takes photos of you at the gym, as part of the learning process within your sessions. (Permission is asked beforehand)

Section 2 – What information do we collect?

The information we collect is required for the purpose of being able to deliver effective personal training sessions and ensuring your health and safety. This information is stored and secured on a Google Drive platform where only The Movement Personal Coaching has access to.

  • Name, date of birth, gender, e-mail address, post code, telephone number, health declaration (PARq Questionnaire)
  • Your attendance
  • Your contact with us, such as email or other records of any contact you have with us
  • Your session purchase information – such as dates of payment, the amount of the payment and number of sessions purchased.
  • Personal information including Biometric data; such as height, weight, body fat %. This list is not exhaustive.

Section 3 – How do we use this information?

We will use your personal information to provide you with the services, products or information that you have requested, for administration purposes, and marketing. We may use your information to:

  • Bill you for using our services.
  • Provide relevant services to you
  • To share gym photos/videos on our social media platform (Your permission will be asked first before a picture is taken)
  • Respond to any questions or concerns you might have about our services
  • Understand how you use our services, to help us develop relevant and updated services
  • Carry out research and statistical analysis to monitor how customers use our services

We'll store your information for as long as you are a client or active participant of The Movement Personal Coaching, or following cancellation and to meet legal requirements including financial audit, anti-fraud and money laundering regulations. We will store your information for no more than 6 years from the last activity on the account.

Section 4 – Opt out

'The Movement' will only send you information relating to the products you have purchased. We will not share your data with any 3rd parties or sponsors. If you are no longer a client and do not wish to be contacted you can let us know at jonathan.sparkes@hotmail.co.uk

Section 5 – Keeping your personal information secure

We take appropriate measures to ensure that the information we collect and maintain is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

Communications over the internet (such as emails) aren't secure unless they've been encrypted. Your communications may go through a number of countries before being delivered – as this is the nature of the internet. We can't accept responsibility for any unauthorised access or loss of personal information that's beyond our control.

We may share information about you with:

  • Service providers, agents and associated organisations to allow us to service your membership and communicate with you; for example, financial institutions to process payments
  • Law enforcement agencies, regulatory organisations, courts or other public authorities where we have a legal obligation to do so

We will release information if it's reasonable for the purpose of protecting us against fraud, defending our rights or property, or to protect the interests of our customers.

If we are reorganised or sold to another organisation, we may transfer any personal information we hold about you to that organisation. We will inform you if we do so.

We do not intend to use your personal data for automatic decision making.

Section 6 – Your privacy rights

You have the following rights in relation to your data privacy: the right of access; the right of rectification; the right of erasure (the "right to be forgotten"); the right to restriction of processing; the right to be notified; the right to data portability; the right of objection; and the right to not be subject to automated profiling.

Access. You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. Please contact us through email to jonathan.sparkes@hotmail.co.uk.

Rectification. If you believe we're holding inaccurate information about you, or your personal details change, please contact us.

Erasure. You have the right to the erasure of the data we hold on you, when it is no longer needed for the purposes of being a client, or when you withdraw your consent for our processing and we have no other lawful basis to hold your data.

Restriction. You have the right to ask us to place restrictions on processing your data in certain circumstances.

Notification. You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.

Portability. You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.

Object. You have the right to object to data processing of your personal data for direct marketing or profiling purposes.

Profiling. You have the right not to be subject to any decision based on automatic processing of your personal data.

Section 7 – Audio Recording for Coaching Session Summaries

To enhance the coaching experience and provide clients with accurate session summaries, The Movement uses Plaud, a secure third-party AI note-taking service, to record and process audio during coaching sessions (in-person or online). This section explains how audio data is collected, used, stored, and protected.

1. What Data Is Collected

During a coaching session, the following data may be collected:

  • Audio recordings of your voice and the coach's voice
  • Automatically generated transcripts of the session
  • Summary notes produced from the recording

2. Purpose of Collecting and Processing Audio Data

  • Audio recordings are used solely for the purpose of generating a written session summary.
  • This summary is then made available to you through The Movement app or shared directly with you via your preferred communication method.
  • The recordings and transcripts are not used for analytics, marketing, training, or any purpose beyond session summarisation.

3. Legal Basis for Processing

  • The legal basis for processing this data is Consent, which is requested before audio recording begins.
  • Clients may withdraw consent at any time. If consent is withdrawn, sessions will not be recorded and no automated summaries will be provided.

4. How the Data Is Processed

  • Audio is securely captured through Plaud's recording system.
  • The data is transferred to Plaud's processing environment to generate the transcript and summary.
  • The Movement receives the final written summary; the audio is retained only as long as needed for processing.

5. Data Retention & Deletion

  • Raw audio and transcripts are automatically deleted by Plaud after processing, typically within a short operational window.
  • The Movement does not store or retain audio recordings.
  • The only retained information is the final written session summary.

6. Data Sharing and Third Parties

  • Plaud is used exclusively to process session audio.
  • Plaud acts as a data processor on behalf of The Movement and adheres to industry-standard security measures, including encryption and secure deletion.
  • No audio data is shared with any other third parties unless required by law.

7. Your Rights

You have the right to:

  • Decline audio recording at any time
  • Withdraw consent for future recordings
  • Request deletion of your written summaries
  • Request information about how your data has been processed

Declining or withdrawing consent will not affect your coaching membership or access to other parts of The Movement.

8. How to Opt Out

  • If you prefer not to have your session recorded, simply inform your coach before or during your session.
  • You will still receive coaching as normal; however, a written summary will not be automatically generated.

Section 8 – Video Recording for Coaching, Technique Analysis & Educational Purposes

To support client development and provide accurate movement analysis, The Movement may record short video clips during coaching sessions. These recordings are used exclusively to review movement patterns, demonstrate technical progress, and support your personalised coaching plan.

1. What Data Is Collected

The following data may be collected during a session:

  • Video recordings of you performing specific movements or exercises
  • Notes or technical assessments linked to the video
  • Uploads of these videos to The Movement app for your personal reference

We do not record full sessions on video, nor do we capture anything unrelated to coaching technique or movement assessment.

2. Purpose of Collecting and Processing Video Data

Video recordings are captured strictly for:

  • Analysing technique, movement patterns, and biomechanics
  • Tracking progress over time
  • Providing feedback during or after sessions
  • Helping you understand your form, strengths, and areas for improvement
  • Supporting personalised programming decisions

Video recordings are not used for marketing, promotion, advertising, or public sharing without explicit, separate written consent.

3. Legal Basis for Processing

  • The legal basis for processing this data is Legitimate Interest (providing an effective coaching service) and/or Consent, depending on the context of recording.
  • You may opt out at any time without affecting the level of coaching you receive.

4. How the Data Is Stored and Processed

  • Videos may be securely stored on the coach's encrypted device for reference.
  • Selected videos may be uploaded to your profile within The Movement app so you can review your technique and track your learning.
  • Videos are not shared with any third parties except for essential processing within The Movement's coaching software.

5. Data Retention & Deletion

  • Videos stored for coaching purposes are retained only for as long as they remain relevant to your programme.
  • You may request deletion of any video at any time.
  • If you end your coaching membership, videos associated with your account will be deleted unless you request copies.

6. Data Sharing and Third Parties

Video recordings are shared only with:

  • Your profile within The Movement app
  • Essential service providers (e.g., app hosting platforms) that act strictly as data processors

No videos are used externally or publicly without explicit client permission.

7. Your Rights

You have the right to:

  • Decline video recording at any time
  • Request deletion of any video
  • Request copies of videos
  • Withdraw consent for processing
  • Ask how your videos are stored, used, or deleted

Refusing video recording does not impact your coaching service, but may limit the availability of visual technique feedback within the app.

8. How to Opt Out

  • If you do not wish to be recorded on video, simply inform your coach before or during your session.
  • Alternative verbal or written feedback will be provided.

Section 9 – Changes to this Privacy Note

We will update this privacy notice to reflect the way in which we process and protect your data. If we do so, we will post notice of the change on our website.