Privacy Policy

Stephen Byrne, trading as The Fit Foundry, is the data controller responsible for your personal information.

Address: 38 Holland Road, Hove, BN3 1JL
Email: Steve@thefitfoundry.cc
Website: www.thefitfoundry.cc

Depending on your enquiry or service, we may collect:

• Your name, email address, telephone number and billing or delivery address.
• Appointment details, correspondence, purchase history and payment transaction records.
• Cycling goals, riding history, bike specifications, body measurements and fit or coaching records.
• Relevant health, injury or discomfort information, with your explicit consent.
• Photographs or videos agreed with you for assessing your riding position or providing coaching.
• Website technical information, such as IP address, browser information and cookie preferences.

We obtain information directly from you and through the website, booking and payment services you use when dealing with us.

We use personal information only where we have a lawful basis:

• Providing services and fulfilling orders: to arrange bookings, carry out bike fits, provide coaching, supply products and communicate about your purchase. This is necessary to perform our contract with you or take steps you request before entering a contract.
• Managing enquiries and our business: to answer questions, maintain relevant customer records, resolve complaints and protect our systems. We rely on our legitimate interests in running an effective and secure business, balanced against your rights.
• Meeting legal obligations: to maintain accounting records and respond to lawful requests from authorities.
• Optional marketing: to send news and offers where you have consented.

Some information is necessary to arrange or deliver your service. If you choose not to provide it, we will explain whether this prevents us from fulfilling your request.

Health and injury information receives additional protection under data protection law.

We request only relevant information and obtain your explicit consent before collecting and using it to tailor your bike fit or coaching. For this processing, we rely on consent under Article 6(1)(a) and explicit consent under Article 9(2)(a) of the UK GDPR.

You can withdraw consent at any time by emailing us. Withdrawal does not affect processing already carried out lawfully. We will explain any effect on the service if particular information is genuinely necessary to provide it.

Any agreed assessment photographs or videos are used for your service. We obtain separate permission before using identifiable images, recordings or testimonials in publicity.

Becoming a client does not automatically subscribe you to marketing.

We send promotional emails only where you have opted in. You can unsubscribe through the link in our emails or contact us directly.

Opting out does not prevent necessary messages about appointments, orders or services you have requested.

We do not sell your personal information.

Where necessary, we share relevant information with:

• Website, booking, client-record, email and secure-storage providers.
• Payment processors and delivery providers.
• Accountants, insurers and professional advisers.
• Authorities where disclosure is legally required.

Providers processing information on our behalf must follow appropriate contractual requirements. We limit sharing to what is necessary for the relevant purpose.

International processing. We use service providers based in the UK and EU. Client and booking records are stored with Supabase, hosted in the EU (Ireland). Email correspondence is handled through Google Workspace, and our website is delivered via Cloudflare's global network — both operated by US-based providers under the UK extension to the EU-US Data Privacy Framework or standard contractual clauses approved by the ICO, which provide an equivalent standard of protection. We do not currently use a payment processor or calendar integration that would involve further international transfer; this section will be updated if that changes. You can request details of the specific safeguards in place by emailing Steve@thefitfoundry.cc.

We retain information for the period necessary for its purpose. We determine this by considering:

• Whether an enquiry remains active or has been resolved.
• The duration of our client relationship and whether records are needed for ongoing services or follow-up.
• Applicable tax and accounting requirements.
• Relevant insurance requirements and the need to establish, exercise or defend legal claims.

We review health information and assessment recordings separately and retain them only while necessary for their agreed purpose and supported by an appropriate legal basis.

Marketing details are retained until you withdraw consent or we stop using the mailing list. We may keep a minimal record of your opt-out to avoid contacting you again.

Information that is no longer needed is securely deleted or anonymised.

We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access. Access is limited to people who need it for their work.

We use one type of cookie: a secure, essential session cookie set only when Steve logs in to the site's admin area, which keeps him signed in. This cookie is strictly necessary for the admin area to function and is not set for visitors browsing the public website, submitting the booking form, or joining the mailing list.

We do not currently use analytics, advertising or tracking cookies. If this changes in future (for example, adding website analytics), we will update this policy and ask for your consent first where required.

Where consent is required, we ask before placing optional cookies. Visitors can withdraw that consent through the website's cookie controls.

Depending on the circumstances, you may ask us to:

• Provide access to your personal information.
• Correct inaccurate or incomplete information.
• Delete information or restrict its use.
• Provide a portable copy of information.
• Stop processing based on legitimate interests.

You can object to direct marketing at any time and withdraw consent where we rely on it.

Contact Steve@thefitfoundry.cc to make a request. We normally respond within one month. If a lawful extension is needed, we will explain why. We may request information to confirm your identity.

Please contact us if you have concerns about how we handle your information.

You also have the right to complain to the Information Commissioner's Office:

Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

We will update this policy when our services or information-handling practices change. The latest version will appear on this page with its updated date.