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Terms & Conditions

Last Updated: 06/12/2025

These Terms & Conditions (“Terms”) govern your use of my personal training, running coaching, and online coaching services (“Services”). By purchasing or participating in any Service, you agree to these Terms.

1. Services Provided

I provide the following Services:

  • In-person personal training

  • In-person and hybrid running coaching

  • Online personal training

  • Online running coaching

  • Monthly online-only coaching subscriptions

The exact structure, frequency, and features of your Service will be explained at the time of booking.

2. Client Responsibilities

By using my Services, you agree to:

  • Provide accurate and complete information regarding your health, injuries, and medical status

  • Disclose any changes to your health that may impact training

  • Follow instructions, training plans, and safety guidelines

  • Ask for clarification on exercises if unsure

  • Train in a safe environment when exercising independently

You are responsible for your own safety throughout all coaching activities.

3. Trainer Responsibilities

I commit to:

  • Delivering Services professionally and appropriately for your goals and fitness level

  • Providing safe, evidence-based training guidance

  • Adjusting plans based on your progress, feedback, and any disclosed health information

  • Maintaining communication within reasonable timeframes (varies by service level)

  • Protecting your personal data in accordance with UK GDPR

4. Health & Medical Disclaimer

  • I am not a medical professional unless explicitly stated.

  • My Services are not a substitute for medical advice, treatment, or diagnosis.

  • You should consult a GP or healthcare provider before beginning any new exercise programme if you have health concerns.

  • You participate in all training activities entirely at your own risk.

  • I am not liable for injuries resulting from:

    • Undisclosed health conditions

    • Failure to follow guidance or technique

    • Unsafe training environments

    • Independent training performed without supervision

5. Liability Waiver

By participating in Services, you acknowledge that:

  • Exercise carries inherent risks

  • You voluntarily accept those risks

  • You release me from liability for injuries or damages arising from training activities except where prohibited by law or caused by proven negligence

This does not affect your statutory rights under UK law.

6. Payments & Billing

In-Person and Hybrid Coaching

  • Payment is required before sessions or in line with the agreed schedule.

  • Packages must be paid upfront unless otherwise agreed.

Online Monthly Coaching

  • Fees are billed monthly.

  • Payment is non-refundable once processed.

  • Access continues until the end of the paid billing period.

  • Subscriptions may renew automatically unless cancelled.

Late or Failed Payments

Access to online coaching may be paused until payment is resolved.

7. Refund Policy

In-Person Personal Training or Running Sessions

  • Refunds available only when more than 24 hours’ notice is given.

  • Late cancellations and no-shows are non-refundable.

Online-Only Monthly Coaching

  • Payments are non-refundable once processed.

  • Clients retain access until the end of the paid billing cycle.

8. Cancellation & Rescheduling Policy

In-Person Sessions

  • May be rescheduled with more than 24 hours’ notice.

  • Missed or late-cancelled sessions are charged in full.

Online Coaching

  • Scheduled video calls or check-ins must be attended at the agreed time.

  • Missed calls may not be rescheduled depending on availability.

9. Communication Policy

  • Communication may take place via email, messaging apps, or coaching platforms.

  • Response times depend on your coaching package.

  • Communication must remain respectful and professional.

  • Abusive behaviour may result in immediate termination of Services.

10. Media Use & Social Media Consent

  • I will not share photos, videos, or recordings of you without your prior verbal or written consent.

  • Consent will never be implied or assumed.

  • You may withdraw consent at any time; I will remove content where reasonably possible.

  • You may opt out of all media use entirely.

11. Intellectual Property

  • All training plans, guides, videos, and coaching materials are my intellectual property.

  • They are for your personal use only.

  • You may not copy, sell, distribute, or share materials without written permission.

12. Termination of Services

I may terminate Services if:

  • Payment is not made

  • Communication is abusive or inappropriate

  • Safety concerns arise

  • The coaching relationship is no longer appropriate or productive

Clients may cancel online monthly coaching at any time, but refunds are not provided for unused portions of the billing cycle.

Any refunds for in-person sessions after termination will follow the standard refund policy.

13. UK GDPR Data Protection Notice

I am committed to protecting your personal data and complying fully with the UK GDPR and Data Protection Act 2018.

Data Collected

I may collect:

  • Contact details (name, email, phone)

  • Health information necessary for safe training (lawful basis: vital interests and explicit consent)

  • Training history, performance data, and session notes

  • Payment and billing information (processed securely via third parties)

  • Communication history

  • Photos or videos (only with your consent)

Lawful Bases for Processing

Under UK GDPR, I process your data based on:

  • Contract – to deliver the Services you have purchased

  • Consent – for optional activities such as media use

  • Legitimate Interests – to provide safe and effective coaching

  • Vital Interests – when health or safety information is necessary

  • Legal Obligation – for record-keeping and insurance purposes

How Your Data Is Used

Your data is used to:

  • Deliver coaching services

  • Create personalised training plans

  • Track your progress

  • Manage payments and client accounts

  • Maintain safety and comply with insurance/legal requirements

Data Sharing

I do not sell your data.
Your data may be shared only with:

  • Payment processors

  • Coaching platforms (if used)

  • Healthcare professionals, only with your consent

  • Authorities if required by law

Data Retention

  • Data is retained only as long as necessary for coaching, business records, or legal requirements.

  • Health and training information is stored securely and deleted when no longer needed.

Your UK GDPR Rights

You have the right to:

  • Access your data

  • Request corrections

  • Request deletion (where legally allowed)

  • Withdraw consent

  • Request data portability

  • Restrict or object to processing

  • Make a complaint to the ICO (Information Commissioner’s Office) at ico.org.uk

To exercise these rights, contact me directly.

14. Governing Law

These Terms are governed by the laws of England and Wales (or Scotland/Northern Ireland if more appropriate).
Any disputes will be subject to the exclusive jurisdiction of the courts in your region.

15. Contact Information

For any questions regarding these Terms, data protection, or your rights, please contact:

Rhys Harrison
Email: rhys.98.fitness@gmail.com
Phone: +44 7392 503920

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