Privacy

Who we are

Coach Caelum Ltd (company no. 16909997), 7 Victoria St, Tamworth B79 7HS, United Kingdom. We are the "controller" of the personal data described here. Contact: caelum@coachcaelum.com.

The short version

• This website sets no cookies and runs no trackers or analytics.
• The apply form collects the minimum needed to assess your application.
• Coaching involves health information; we only process it with your explicit consent.
• We never sell your data.
• You can see, correct or delete your data at any time by emailing us.

What we collect, and why

If you visit this website: nothing, beyond standard server logs kept by our hosting provider (Vercel) which include your IP address, used for security and operation of the site. Lawful basis: legitimate interests (running a secure website).

If you use the calculator or apply: your name, email address, current weight, target weight, weekly training commitment, age bracket, goal, timeline and programme interest, used to assess and respond to your application and, if you opt in, to follow up about coaching. Lawful basis: taking steps at your request before entering a contract; explicit consent for health information; legitimate interests for follow-up, with an opt-out in every message.

If you become a client: the information needed to coach you, including training, nutrition and check-in data, body weight, progress photos, and any injury or health information you share. Providing this data is part of how the coaching works; without it we cannot deliver the programme. Lawful basis: performing our contract with you, plus the explicit consent described below for health information.

Health information

Weight, progress photos, injuries and medical history count as special category health data under UK GDPR. We process it only with your explicit consent, which we ask for separately at onboarding, and only to run your programme safely. You can withdraw that consent at any time by emailing us; withdrawing it ends the parts of the coaching that depend on it.

Photos in marketing

Client before and after photos appear on this site only with that client's separate, specific consent, which is never a condition of coaching and can be withdrawn at any time. On withdrawal we remove the photos from active marketing promptly.

Who we share it with

We use a small number of service providers to run the business:

• GoHighLevel (CRM): receives apply-form submissions.
• Kahunas (coaching app platform): holds client training and check-in data.
• WhatsApp (Meta): used for coach-client messaging where you choose it.
• ManyChat: messaging automation, if you message us on Instagram.
• Vercel (website hosting): server logs.
• Stripe: payment processing; we never see your full card details.
• Our accountant, for legally required financial records.

Each acts under contract as our processor or as an independent controller of payment data. We never sell personal data.

Where your data goes

GoHighLevel is a US company. Transfers are protected by the UK Extension to the EU-US Data Privacy Framework, with standard contractual clauses and the UK Addendum as fallback. Coaching-app data is held by Kahunas; transfers are protected by the UK International Data Transfer Agreement or standard contractual clauses with the UK Addendum. Email us for a copy of the relevant safeguards.

How long we keep it

• Applications that don't become clients: deleted 12 months after last contact, or immediately on request.
• Contracts, invoices and payment records: 6 years, as required for tax and company law.
• Coaching records: check-in photos and chat media deleted within 12 months of your programme ending; a minimal record kept up to 6 years to handle any legal claims.
• Marketing photos: for as long as your consent stands.

Your rights

You can ask for a copy of your data, have it corrected or deleted, restrict how it's used, or take it elsewhere. Where we rely on consent, you can withdraw it at any time, as easily as you gave it. Email caelum@coachcaelum.com; we respond within one month.

Right to object: you also have the right to object to any processing we base on legitimate interests, including follow-up emails. Object once and it stops.

Marketing messages

We only send marketing emails or text messages if you actively opt in on one of our forms. Every marketing email has an unsubscribe link and every text tells you how to stop them (reply STOP). Your text-message opt-in and consent records are never shared with third parties, and message and data rates may apply to texts you receive.

Complaints

If you think we've mishandled your data, email caelum@coachcaelum.com with "Data complaint" in the subject. We acknowledge within 30 days and respond without undue delay. You can also complain to the ICO: Wycliffe House, Water Lane, Wilmslow SK9 5AF · 0303 123 1113 · ico.org.uk/make-a-complaint.

Cookies

This website does not use cookies, analytics or tracking of any kind. The fonts and icons are served from our own domain; your browser makes no third-party requests.

Changes

We'll post any changes here with a new date. No automated decision-making is used, and our services are for adults 18 and over.

Last updated · July 2026 · Draft pending review