Privacy Policy

Effective Date: 1 June 2025

This Privacy Policy explains how Ryan Hook Coaching Ltd (trading as ARC Online Coaching, referred to as “we”, “us”, or “our”) collects, uses, discloses, and protects your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By accessing our website, purchasing coaching services, or engaging with our communications, you agree to the terms of this Privacy Policy.

1. Who We Are

Ryan Hook Coaching Ltd
Trading Name: ARC Online Coaching
Registered Address: Oxford House, 15-17 Mount Ephraim Road, Tunbridge Wells, England, TN1 1EN
Company Number: 14228917
Email: ryan@arc-onlinecoaching.com

We are the data controller for the purposes of the UK GDPR.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

A. Identification & Contact Information

• Name

• Email address

• Telephone number

• Social media handles (if applicable)

  
  

B. Health & Fitness Data

• Medical history and health status

• Lifestyle habits (e.g. alcohol, sleep, stress)

• Fitness goals and training history

• Nutritional preferences and dietary restrictions
  

  
  

C. Coaching Data

• Progress check-ins, photos, body stats, and biometrics

• Communication logs (e.g. WhatsApp, email, Loom)

• Coaching questionnaires and feedback forms
  

  
  

D. Payment & Transaction Data

• Billing address

• Payment confirmation data (handled via secure third-party processors; we do not store card details directly)
  

  
  

E. Website Usage & Marketing Data

• IP address

• Cookie and tracking data (see Section 9)

• Marketing preferences and communication history
  

  
  

3. How We Use Your Data

We use your personal data for the following purposes, in accordance with applicable data protection laws:

• To deliver, personalise, and improve our coaching services

• To track progress and provide feedback

• To communicate via email, messaging, or video platforms

• To manage billing, subscriptions, and client accounts

• To improve our website, communications, and content

• To comply with our legal and financial obligations

• To send marketing communications (with your explicit consent)
  

  
  

4. Lawful Basis for Processing

Under the UK GDPR, we rely on the following legal bases to process your data:

• Contractual necessity – to provide the services you have requested

• Consent – for marketing and processing sensitive health data

• Legal obligation – for record keeping, accounting, and regulatory compliance

• Legitimate interests – for improving service delivery and customer experience, where your rights are not overridden
  

  
  

5. How We Store and Protect Your Data

We implement appropriate technical and organisational security measures to safeguard your personal information, including:

• Encrypted cloud storage (e.g. Google Workspace)

• Password-protected devices and files

• Encrypted communication platforms (e.g. WhatsApp, Loom)

• Access restricted to essential personnel only
  
  

6. Data Retention

We retain your data only as long as necessary for the relevant purposes:

• Coaching data: up to 6 years after coaching ends (for legal/tax reasons)

• Marketing data: until you withdraw consent or unsubscribe

• Payment data: up to 6 years for compliance with financial regulations

After these periods, your data will be securely deleted or anonymised.

7. Sharing Your Data

We do not sell or rent your data. We only share it with trusted third parties under the following conditions:

• Payment processors (e.g. Stripe, PayPal) for secure transactions

• Marketing software (e.g. MailerLite, Mailchimp) with your consent

• Cloud-based platforms (e.g. Google Sheets, Loom) for service delivery

• Professional advisers (e.g. accountants, legal consultants)

• Regulatory bodies, if required by law or legal process

All third-party service providers are contractually required to safeguard your data and comply with the UK GDPR.

8. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you

• Request rectification of inaccurate or incomplete data

• Request erasure of your data ("right to be forgotten")

• Restrict or object to certain processing activities

• Request data portability (where applicable)

• Withdraw consent at any time (for marketing or health data)

• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact: ryan@arc-onlinecoaching.com

9. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to:

• Understand visitor behaviour

• Improve site functionality and user experience

• Support marketing and retargeting efforts

You can manage or disable cookies in your browser settings. On visiting our website, you will be presented with a cookie banner and have the option to accept or decline tracking, in line with PECR requirements.

10. Children’s Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect data from individuals under the age of 18. If we become aware that such data has been collected, we will delete it immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted to this page with an updated “Effective Date.” We encourage you to review this policy regularly to stay informed.

12. Contact Us

For questions or concerns about this policy or your personal data, contact:

Ryan Hook Coaching Ltd
Trading as ARC Online Coaching
Email: ryan@arc-onlinecoaching.com
Address: Oxford House, 15-17 Mount Ephraim Road, Tunbridge Wells, England, TN1 1EN