Privacy Notice

Liz Harwood Healthy Living

Privacy Notice

Last Updated: 24th October 2026

At Liz Harwood Healthy Living (LHHL), I take your privacy seriously. This notice explains how I collect, store and protect your personal information when you enquire about or participate in my personal training sessions and fitness classes, or contact me through my website.

1. Who is responsible for your information?

Liz Harwood Healthy Living (LHHL) is operated by Liz Harwood, a sole trader and the person responsible for handling your personal information.

Business location: High Wycombe, Buckinghamshire, UK

Email: hello@lizharwoodhealthyliving.co.uk

For any questions about how your personal information is used, or to exercise your data protection rights, please contact me using the email address above.

2. What information do I collect?

Depending on the services you enquire about or use, I may collect:

Your name, date of birth and contact details.
Emergency contact details.
Relevant health information, medical conditions, injuries, medication and exercise restrictions.
Exercise history, fitness goals, lifestyle information and training progress.
Booking, attendance, payment and service records.
Messages and enquiries you send through my website or email.
Information relating to an accident or incident during a session.

I only aim to collect information that is relevant and necessary for providing my services safely and effectively.

When you contact me through my website, I only collect the information you provide in the contact form.

If you decide to book personal training or fitness classes, you will be asked to provide your contact details, emergency contact information and answers to health screening questions through my online booking system, Bookwhen. For personal training clients, I may also collect further information during an initial consultation.

Providing relevant health information helps me plan appropriate exercise sessions and identify any safety considerations. If you choose not to provide information necessary for safe participation, I may be unable to offer certain services.

3. Why do I use your information?

I use personal information to:

Respond to enquiries and arrange appointments or classes.
Assess exercise readiness and identify potential safety considerations.
Plan, deliver and review appropriate exercise sessions.
Track progress towards agreed fitness goals.
Contact you about bookings, changes or matters relating to your sessions.
Maintain appropriate business, financial and safety records.
Respond to emergencies, including contacting your nominated emergency contact where appropriate, or comply with legal obligations.

I do not currently operate an email newsletter or promotional mailing list.

4. Legal basis for using your Information

Under UK data protection law, I process personal information on the following lawful bases, depending on the purpose:

Contract: To respond to requests for personal training or fitness services, arrange bookings and provide the services you have requested.
Legal obligation: To maintain records required by law, including relevant financial and tax records.
Legitimate interests: To manage business enquiries, maintain appropriate administrative records and protect my business, where these interests are not overridden by your rights. This may include securely holding and using emergency contact details where necessary to protect clients’ safety during exercise sessions.

Health information

Health information, including medical conditions, injuries and medications, is classified as special category data under UK GDPR.

For routine exercise screening and planning, I rely on your explicit consent under Article 9(2)(a) UK GDPR to collect and use this information, alongside an appropriate Article 6 lawful basis.

You can withdraw your consent to this processing at any time by contacting hello@lizharwoodhealthyliving.co.uk. Withdrawal does not affect processing already carried out lawfully, but it may mean I cannot safely continue providing certain exercise services.

Where necessary and legally permitted, I may retain or process limited relevant information for purposes such as establishing, exercising or defending legal claims, subject to the applicable legal conditions.

5. How do I store and protect information?

Client information may be stored digitally using services that support the operation of Liz Harwood Healthy Living, including Bookwhen for appointment bookings and health screening, Wix for website enquiries and IONOS for business email. Google Docs and Google Drive may be used for general business administration but will not be used to store clients’ health screening or consultation records.

Some forms may be completed on paper, particularly at group classes. Paper records are stored securely in a locked filing cabinet and confidentially destroyed when no longer required.

I use appropriate safeguards, including restricted access and account security measures, to protect personal information. I am the only person with routine access to client records.

6. Who might receive your information?

I do not sell your personal information.

Information may be processed by service providers supporting my business, including Bookwhen, Wix, and IONOS, subject to their applicable data protection arrangements.

Information may also be shared when reasonably necessary with emergency services, insurers, professional advisers or relevant authorities, where there is an appropriate legal basis.

Some service providers may store, access or process personal information outside the UK. Where international transfers occur, appropriate data protection arrangements are used, which may include UK adequacy regulations, recognised international data transfer frameworks or approved contractual safeguards.

Further information about the safeguards used by these providers is available in their published privacy policies and data processing agreements. You may also contact me at hello@lizharwoodhealthyliving.co.uk to request further information.

7. How long do I keep information?

I keep personal information only for as long as necessary for the purposes described in this notice, including relevant legal, accounting, insurance and record-keeping requirements.

My current retention arrangements are:

Enquiries that do not lead to a booking: Normally deleted within six months of our last contact.
Client health screening, consultation and training records: Kept while you are an active client. After your final session, records may be retained for up to six years where necessary to manage potential legal claims, with periodic reviews to ensure continued retention is justified.
Booking and emergency contact details: Kept while needed to manage appointments and provide services safely. Emergency contact details are normally deleted when they are no longer needed for ongoing sessions, unless retention is justified by an incident or legal requirement. Booking records may be retained for longer where necessary for accounting, insurance or legal purposes.
Accident and incident records: Retained for an appropriate period based on the circumstances, potential claims and any applicable legal or insurance requirements.
Financial and tax records: Retained for the period required by HMRC.

When information is no longer needed, I securely delete or destroy it.

8. Your data protection rights

Subject to applicable legal conditions, you may have the right to:

Request access to the personal information I hold about you.
Ask for inaccurate information to be corrected.
Request deletion or restriction of certain information.
Object to certain uses of your information.
Request transfer of certain information.
Withdraw consent where consent is the lawful basis for processing.

To make a request, please email hello@lizharwoodhealthyliving.co.uk.

If you are unhappy with how your data is handled, you can also complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

9. Website information and cookies

My website is provided through Wix. The website may use cookies and similar technologies to support its operation.

Information about cookies and any optional analytics or tracking technologies will be provided through the website’s cookie information and consent settings, where required.

10. Changes to this notice

I may update this notice if my services, systems or legal obligations change. The latest version will be available through the LHHL website or on request.