Privacy Policy
How we protect and handle your personal information
Last Updated: October 2025
Our Commitment to Your Privacy
At FitPro Incubator, we take your privacy seriously. This Privacy Policy explains how we collect, use, protect, and share your personal information when you participate in our program.
We are committed to transparency and giving you control over your personal data in compliance with UK GDPR and applicable data protection laws.
1. Information We Collect
Personal Information:
Name, email address, phone number
Business information (business name, type, location)
Payment information (processed securely by Stripe)
Communication preferences
Business Information:
Current revenue and business metrics
Business goals and challenges
Marketing and operational details
Progress and results data
Technical Information:
IP address and device information
Website usage data and analytics
Platform interaction data (LeadDec, Dorothy AI)
Communication logs and recordings (with consent)
2. How We Use Your Information
Program Delivery:
Provide access to coaching, tools, and resources
Customize program content to your business needs
Track your progress and provide personalized support
Facilitate community interactions and networking
Communication:
Send program updates and important announcements
Provide customer support and technical assistance
Share relevant business tips and resources
Conduct satisfaction surveys and feedback collection
Business Operations:
Process payments and manage billing
Prevent fraud and ensure platform security
Comply with legal and regulatory requirements
Improve our services and develop new features
3. Legal Basis for Processing
Under UK GDPR, we process your personal data based on the following legal grounds:
Contract Performance:
Processing necessary to deliver the FitPro Incubator program and fulfill our contractual obligations.
Legitimate Interests:
Improving our services, preventing fraud, and conducting business operations that benefit both parties.
Consent:
Marketing communications and optional features (you can withdraw consent at any time).
Legal Compliance:
Meeting tax, accounting, and other legal obligations.
4. How We Share Your Information
Service Providers:
Stripe for payment processing
Email service providers for communications
Cloud hosting providers for data storage
Analytics providers for website optimization
Program Community:
Basic information (name, business type) may be shared within the program community to facilitate networking and collaboration. You control what additional information to share.
Legal Requirements:
We may disclose information when required by law, court order, or to protect our rights and safety.
We Do NOT:
Sell your personal information to third parties
Share your business data with competitors
Use your information for unrelated marketing
Provide access to unauthorized parties
5. Data Security
We implement industry-standard security measures to protect your personal information:
Technical Safeguards:
SSL encryption for data transmission
Secure cloud storage with encryption at rest
Regular security audits and updates
Access controls and authentication systems
Organizational Measures:
Staff training on data protection
Limited access on a need-to-know basis
Regular backup and recovery procedures
Incident response and breach notification protocols
6. Data Retention
Active Participants:
We retain your information for the duration of your participation in the program plus any necessary period for business operations.
After Program Completion:
Contact information: 3 years (for potential future programs)
Business data: 2 years (for case studies and improvement)
Financial records: 7 years (legal requirement)
Marketing data: Until you opt out
Deletion:
You can request deletion of your data at any time, subject to legal retention requirements.
7. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Access:
Request a copy of your personal data
Erasure:
Request deletion of your data
Restriction:
Limit how we process your data
Rectification:
Correct inaccurate or incomplete data
Portability:
Receive your data in a portable format
Objection:
Object to certain types of processing
To exercise any of these rights, contact us at [email protected]
8. Cookies and Tracking
Essential Cookies:
Required for website functionality, login, and security. These cannot be disabled.
Analytics Cookies:
Help us understand how you use our website to improve user experience. You can opt out in your browser settings.
Marketing Cookies:
Used to show relevant content and track campaign effectiveness. Requires your consent.
9. International Data Transfers
Some of our service providers may be located outside the UK/EU. When we transfer your data internationally, we ensure adequate protection through:
Adequacy decisions by the UK government
Standard contractual clauses
Certification schemes and codes of conduct
Binding corporate rules
10. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:
Notify you of material changes via email
Post the updated policy on our website
Update the "Last Updated" date
Provide a summary of key changes
Contact Us About Privacy
If you have questions about this Privacy Policy or how we handle your data, please contact us:
Data Protection Officer: Holly McParland
Email: [email protected]
Address: FitPro Lead Gen, Nonia House, Cardiff Road, Nantgarw, Cardiff CF15 7SR
Phone: +447464265976
Supervisory Authority:
You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your data properly.
ICO Website: ico.org.uk | Phone: 0303 123 1113
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