Personal Trainer GDPR Privacy Notice (UK)
A GDPR privacy notice explains how a personal trainer collects, uses, stores, and protects client information. It is often shared during onboarding so clients understand what happens to their data.
Template overview
This template gives UK personal trainers a simple privacy notice to share with clients before training begins. It helps explain what personal information is collected, why it is needed, and how clients can request changes or ask questions.
What this template covers
- - What client data is collected during onboarding
- - Why personal and health information may be needed
- - How records are stored and kept secure
- - How a client can request access, correction, or deletion
Who uses this template
- - UK personal trainers taking on new clients
- - Coaches collecting contact, health, and onboarding details
- - Trainers who want a clearer privacy step before first session
Important to know
- - This should match how you actually handle client data
- - Health information should be treated carefully and only used where relevant
- - Clients should be told who to contact with privacy questions
PERSONAL TRAINER GDPR PRIVACY NOTICE (UK) Business name: [Your business name] Contact email: [Your email address] Phone: [Your phone number] Effective date: [Date] 1. PURPOSE OF THIS NOTICE This privacy notice explains how I collect, use, store, and protect your personal information when you enquire about or use my personal training services. 2. INFORMATION I MAY COLLECT I may collect the following information: - Your name - Contact details - Emergency contact details - Health and medical information relevant to exercise - Session, attendance, and onboarding records - Payment and invoicing information where required 3. WHY YOUR INFORMATION IS COLLECTED Your information may be used to: - respond to your enquiry - assess whether training is suitable for you - deliver personal training services safely - keep basic business and client records - contact you about sessions, bookings, or service updates - meet legal, insurance, or professional obligations where required 4. HEALTH INFORMATION If you provide health or medical information, it will only be used for purposes connected to your training, safety, and service delivery. 5. HOW YOUR INFORMATION IS STORED Your information is stored using reasonable administrative and technical measures designed to keep it secure. Access is limited to information needed for service delivery and record keeping. 6. HOW LONG INFORMATION IS KEPT Your information will only be kept for as long as reasonably necessary for client administration, legal, insurance, safety, or business record purposes. 7. SHARING YOUR INFORMATION Your information will not be sold. It may only be shared where reasonably necessary, such as: - with payment providers or basic business service providers - where required by law - where necessary for insurance, legal, or safety reasons 8. YOUR RIGHTS You may request to: - access the personal information held about you - correct inaccurate information - ask questions about how your data is used - request deletion where appropriate and where records do not need to be retained 9. CONTACT If you have a question about this notice or your personal information, please contact: Name: [Your name / business name] Email: [Your email address] Phone: [Your phone number] Client acknowledgement: I confirm that I have read and understood this privacy notice. Client name: ______________________ Signature: ______________________ Date: ______________________
Where this fits in onboarding
A privacy notice usually sits alongside the first onboarding steps, especially where a trainer collects contact details, health information, or consultation notes. It supports the contract, PAR-Q, and waiver by explaining how client information is handled before training begins.
Often used alongside
- - Personal trainer contract
- - PAR-Q health questionnaire
- - Liability waiver
Why some trainers include it early
It sets a clearer standard for data handling from the beginning of the client relationship, especially when health information is part of the onboarding process.
Related personal trainer templates
Review other UK onboarding documents commonly used alongside a trainer privacy notice.