Privacy Policy
Last updated: [16-08-26]
PT Marbella Collective (“PT Marbella Collective”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you contact us, book or participate in personal training, massage therapy or other fitness and wellness services provided through PT Marbella Collective.
This policy applies to information collected through our website, enquiry forms, booking processes, client intake forms, Jotform forms, email, WhatsApp and other communication channels used to provide our services.
1. Who is responsible for your data?
Data Controller: Fitness Guaro
Trading as: PT Marbella Collective
Address: Diseminado, 7, Monda, 29110
Email: contact@ptmarbella.com
Website: https://ptmarbella.com
For questions relating to your personal data or this Privacy Policy, please contact us using the details above.
Where an individual trainer, massage therapist or other professional independently determines the purposes and means of processing personal information, that professional may also have their own data protection responsibilities. We will make this clear where applicable.
2. What information do we collect?
Depending on the services you request, we may collect:
Personal and contact information
Name
Date of birth
Email address
Telephone number
Address or training location
Emergency contact information
Booking and service information
Preferred trainer or therapist
Training or massage preferences
Availability
Session history
Booking and cancellation information
Service and package information
Fitness and health information
For personal training, fitness and massage services, we may ask for information relevant to safely providing your sessions, including:
Injuries
Medical conditions
Physical limitations
Medication where relevant to exercise or treatment
Pregnancy or recent childbirth
Previous surgeries
Pain or areas of discomfort
Mobility or movement limitations
Relevant medical or treatment information
Health information is treated as special-category personal data under applicable data protection legislation and receives additional protection.
We only ask for information that is relevant to providing or safely adapting the service.
3. How do we use your information?
We may use your personal information to:
Respond to enquiries
Arrange and manage appointments
Match you with an appropriate trainer or therapist
Communicate with you regarding your sessions
Provide personal training, massage therapy and other wellness services
Adapt sessions according to relevant information you provide
Manage payments and invoices
Process cancellations and enforce applicable booking policies
Maintain appropriate client records
Provide customer support
Deal with complaints or disputes
Protect the health and safety of clients and professionals
Meet legal, accounting and administrative obligations
Improve our services and client experience
Send marketing communications where you have provided the appropriate consent
We do not use your health information for unrelated marketing purposes.
4. Health information
Where you provide information about your health, injuries, medical conditions, medication or other health-related matters, we use that information only where necessary for the purposes explained to you.
Because health information is a special category of personal data, where consent is relied upon as the legal basis, we obtain explicit consent through the relevant client intake or health screening form.
You may withdraw your consent to the processing of health information at any time. However, withdrawing consent may mean that we are unable to safely provide certain services where that information is necessary.
Our personal trainers and massage therapists are not responsible for diagnosing medical conditions. Where appropriate, you may be advised to seek medical advice or clearance before participating in training or receiving treatment.
5. Legal bases for processing
Depending on the circumstances, we may process your information on one or more of the following legal bases:
Contract: where processing is necessary to provide the services you have requested.
Consent: where you have voluntarily provided consent, including where explicit consent is required for health information.
Legal obligation: where we are required to retain or disclose information to comply with applicable law.
Legitimate interests: where processing is necessary for legitimate business purposes, provided those interests do not override your rights and freedoms.
Protection of vital interests: where necessary to protect someone’s life or physical safety.
The specific legal basis may vary depending on the type of information and purpose of processing.
6. Personal trainers, massage therapists and other professionals
PT Marbella Collective works with freelance and self-employed personal trainers, massage therapists, sports coaches and other fitness and wellness professionals.
Where necessary to provide your requested service, we may share relevant client information with the trainer or therapist assigned to you.
For example, your assigned professional may need access to:
Your name and contact details
Appointment information
Relevant fitness goals
Relevant health or injury information
Massage treatment information
Information necessary to safely deliver your session
Professionals are expected to maintain appropriate confidentiality and handle client information securely.
We aim to limit the information shared to what is necessary for the provision and safe delivery of the service.
Where a professional acts as a data processor on our behalf, appropriate contractual arrangements and instructions will apply as required by applicable data protection legislation.
7. Other service providers
We may use trusted third-party service providers to help operate our business, including providers of:
Website hosting
Online forms
Booking and scheduling systems
Email
Payment processing
Accounting and invoicing
Client management systems
Communication platforms
Fitness and training applications
These providers may process personal information on our behalf where necessary to provide their services.
We take reasonable steps to ensure that service providers handling personal information provide appropriate safeguards.
8. WhatsApp and other communication services
We may use WhatsApp, email, telephone and similar communication services to communicate with clients regarding enquiries, appointments, changes, cancellations and service-related matters.
Please be aware that these services are operated by independent third parties and may process information in accordance with their own privacy policies.
We will avoid sending unnecessary health information through general messaging platforms where possible.
9. Payments and invoices
We may collect and process information necessary to:
Issue invoices
Receive payments
Track outstanding balances
Manage refunds
Maintain accounting records
Payment card or banking information may be processed directly by our payment provider rather than being stored by PT Marbella Collective.
10. Marketing and photography
We may occasionally request permission to use photographs or videos taken during training, fitness or wellness sessions for marketing purposes, including our website and social media.
Photography or marketing consent is separate from your consent to receive training or massage therapy.
You are not required to consent to marketing photography in order to use our services.
Where consent is provided, you may withdraw it by contacting us.
11. Cookies and website information
Our website may use cookies and similar technologies to operate correctly, understand website usage and, where applicable, support marketing activities.
The types of cookies used and your available choices are explained in our Cookie Policy.
12. How long do we keep your information?
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.
The retention period may depend on:
The nature of the information
Whether you remain an active client
Legal and accounting requirements
The need to establish, exercise or defend legal claims
Our legitimate business requirements
Health and treatment information will not be retained indefinitely and will be deleted or securely disposed of when it is no longer necessary, subject to applicable legal retention requirements.
13. International transfers
Some of the technology providers we use may process information outside Spain or the European Economic Area.
Where personal information is transferred outside the EEA, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable data protection legislation and that appropriate safeguards are in place.
14. How we protect your information
We take reasonable technical and organisational measures to protect personal information against:
Unauthorised access
Loss
Misuse
Alteration
Disclosure
Destruction
Access to client information is limited to people who need it for legitimate business or service-delivery purposes.
However, no online system or method of electronic transmission can be guaranteed to be completely secure.
15. Your data protection rights
Subject to applicable law, you may have the right to:
Access your personal information
Request correction of inaccurate information
Request deletion of your information
Request restriction of processing
Object to certain processing
Request portability of certain information
Withdraw consent where processing is based on consent
Object to direct marketing
Request information about how your data is being processed
To exercise your rights, please contact:
[PRIVACY EMAIL]
We may need to verify your identity before processing certain requests.
The AEPD recommends that privacy information clearly explains the individual’s rights, how to exercise them, applicable retention periods, recipients and the legal bases for processing.
16. Right to complain
If you believe that your personal information has not been handled appropriately, please contact us first so that we can investigate and attempt to resolve the issue.
You also have the right to lodge a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos – AEPD) if you believe your data protection rights have been infringed.
17. Children’s information
Our services may occasionally be provided to minors.
Where services are provided to a child or young person, we may require appropriate parental or legal guardian consent and will collect only information reasonably necessary for providing the service and protecting the participant’s wellbeing.
18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology or applicable legal requirements.
The latest version will always be published on our website with the date of the most recent update.
19. Contact us
If you have any questions about this Privacy Policy or how PT Marbella Collective handles your personal information, please contact:
PT Marbella Collective
Data Controller: [LEGAL NAME]
Email: [EMAIL ADDRESS]
Address: [REGISTERED ADDRESS]
Website: https://ptmarbella.com
Last updated: [DATE]