Privacy Policy

ROSY Nutrition & Personal Training

Last updated: 14 October 2026

 

1. Introduction

At ROSY Nutrition & Personal Training, we are committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect your information when you visit our website, contact us, subscribe to our newsletter or use our nutrition coaching, personal training and cancer exercise rehabilitation services.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of data protection law, Rosy Allan, trading as ROSY Nutrition & Personal Training, is responsible for the personal information described in this policy.

Contact details

Email: rosynutritionandpt@gmail.com

Telephone: 07713 752 122

Website: https://www.rosynutritionandpt.com

​

2. Information We Collect

Depending on how you interact with ROSY, we may collect the following information.

 

Personal and contact information

• Your name

• Email address and telephone number

• Date of birth, where relevant to your coaching

• Information provided through contact forms, enquiries or bookings

• Communications between you and ROSY

 

Health, nutrition and exercise information

Where necessary to provide personalised coaching, we may collect information about:

• Medical history and relevant health conditions

• Cancer diagnosis, treatment history and treatment-related effects, where relevant

• Current medications and relevant medical advice

• Physical activity, exercise experience and fitness goals

• Dietary habits, food preferences and nutritional requirements

• Injuries, mobility restrictions and rehabilitation needs

• Body composition measurements and progress records, where appropriate

• Other information you voluntarily provide that is relevant to your coaching

Health information is classified as special-category personal data under UK GDPR and receives additional legal protection.

We aim to collect only the information reasonably necessary to provide appropriate, individualised services.

 

Website and subscription information

When you visit our website or subscribe to our newsletter, we may collect:

• Your email address and any name you provide

• Newsletter subscription preferences

• Information about your interactions with our website or emails

• Technical information collected through website cookies and similar technologies

 

Payment information

Where you purchase services, we may process transaction details, invoices and payment records.

Online payments may be handled by third-party payment providers. Their handling of your payment information is also subject to their applicable privacy notices.

​

3. How We Use Your Information

We use personal information for the following purposes.

Providing coaching services: To assess your needs, prepare personalised nutrition or exercise programmes, monitor progress and adapt recommendations.

Managing appointments: To arrange consultations, communicate about bookings and provide relevant service information.

Maintaining client records: To document assessments, progress, coaching recommendations and relevant communications.

Processing payments: To manage invoices, payments and financial records.

Responding to enquiries: To answer questions and provide information about our services.

Sending newsletters: To share nutrition education, exercise information, Journal articles and occasional ROSY news or offers where you have subscribed or where another permitted marketing basis applies.

Meeting legal obligations: To maintain appropriate business and financial records and comply with applicable legal requirements.

We do not sell your personal information to advertisers.

 

4. Our Legal Basis for Processing Information

We process personal information only where we have an appropriate lawful basis under UK GDPR.

Depending on the purpose, these may include:

Performance of a contract: Where processing is necessary to provide coaching services you have requested or to take steps before entering into a coaching agreement.

Legal obligations: Where we need to retain or disclose information to meet applicable legal requirements.

Legitimate interests: Where necessary for reasonable business administration, service management, website security or handling enquiries, provided these interests are not overridden by your rights and freedoms.

Consent: Where you have agreed to particular activities, such as receiving marketing emails.

 

Health and other special-category information

Because our services may involve sensitive health information, we must also identify an appropriate additional condition under Article 9 of UK GDPR.

Where we rely on your explicit consent for processing health information needed for personalised coaching, we will explain what information is required, why it is needed and how it will be used.

You may withdraw consent where consent is our legal basis or special-category condition. We will explain the implications if withdrawing consent means we can no longer provide a particular service safely or appropriately.

The specific Article 9 condition used by ROSY will be confirmed and documented before this policy is published.

​

5. How We Store and Protect Your Information

Client records, including relevant health questionnaires, coaching notes and progress documents, are stored using Google Drive.

We also use Wix to operate our website and manage relevant website enquiries and subscriber information.

Other service providers may be used for business email, appointments and payment processing.

We take reasonable technical and organisational measures to protect personal information, including appropriate access controls, account security and limiting access to those who need the information to provide services.

Access to client records is restricted to authorised individuals involved in providing or administering the relevant services.

No electronic storage system can guarantee absolute security, but protecting client confidentiality remains a priority.

 

6. Use of Artificial Intelligence (AI)

ROSY may use artificial intelligence tools to assist with certain administrative and documentation tasks.

These may include:

• Organising or summarising coaching notes

• Preparing draft consultation summaries

• Assisting with the creation of nutrition education materials

• Drafting exercise programme explanations and supporting documents

• Improving the clarity and structure of client communications

• Preparing general business and administrative content

AI is used as a supporting tool and does not replace professional judgement.

Any AI-generated material used in client coaching is subject to review by the relevant ROSY professional before it is relied upon or shared.

We remain responsible for the recommendations and services we provide.

 

Protecting client information when using AI

Where AI tools are used to process personal information, we will assess their suitability, privacy arrangements and data protection safeguards before using them.

We will limit the personal information shared to what is necessary for the task and use anonymised or appropriately de-identified information where possible.

Identifiable health information will not be entered into an AI service unless an appropriate lawful basis, Article 9 condition and suitable data protection arrangements have been established.

Where an AI provider processes personal information on our behalf, we will consider its contractual responsibilities, security measures, retention arrangements, international data transfers and any use of information for AI model training.

 

Consultation recording and transcription

Routine use of AI to assist with documentation does not necessarily involve recording consultations.

If we propose to record or transcribe a consultation using an AI-enabled service, we will explain this in advance, including the purpose of the recording, the provider involved and how the resulting information will be handled.

We will obtain any agreement or consent required for that activity before it takes place.

 

Professional oversight

AI does not independently determine a client's suitability for exercise, diagnose medical conditions or make final coaching decisions.

Individual recommendations remain subject to professional review, relevant qualifications, scope of practice and appropriate referral arrangements.

 

7. Sharing Your Information

We do not sell or rent your personal information.

Where necessary, information may be shared with trusted service providers who support the operation of ROSY, including:

• Wix, for website and associated services

• Google, for email and Google Drive document storage

• Booking and payment service providers

• Approved AI service providers, where personal data processing has been appropriately assessed

• Professional advisers where needed for legitimate business or legal purposes

We may also communicate with relevant healthcare professionals, such as physiotherapists, oncology dietitians or other clinicians, where this is appropriate and lawful.

For example, we may collaborate with another professional involved in your rehabilitation to support coordinated care.

We will obtain your permission before sharing your information for routine professional collaboration where appropriate and will explain any circumstances where disclosure is otherwise legally required or permitted.

We may disclose personal information when required by law or necessary to establish, exercise or defend legal claims.

 

8. International Data Transfers

Some of the technology providers supporting our services may process or store personal information outside the United Kingdom.

Where international transfers take place, we will ensure that an appropriate legal transfer mechanism and relevant safeguards are in place, as required by UK data protection legislation.

Further information about applicable safeguards can be requested using the contact details in this policy.

 

9. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, regulatory, accounting and record-keeping requirements.

Retention periods vary depending on the information involved.

Enquiry information: Retained for a reasonable period to respond to enquiries and manage potential bookings.

Client coaching and health records: Retained for a documented period following the end of the coaching relationship, taking account of confidentiality, continuity of service and potential legal obligations.

Financial records: Retained for the period required by applicable tax and accounting rules.

Newsletter information: Retained while you remain subscribed, with limited records retained where necessary to honour unsubscribe requests or demonstrate marketing compliance.

When information is no longer required, it will be securely deleted or anonymised as appropriate.

 

10. Newsletter and Marketing Communications

If you subscribe to the ROSY newsletter, we may send you:

• Evidence-based nutrition and exercise information

• ROSY Journal articles

• Updates about our services

• Free resources and educational materials

• Occasional promotional information

Subscribing to our newsletter is optional and is not a requirement for purchasing our coaching services.

You can unsubscribe at any time using the link included in our marketing emails or by contacting us directly.

We will not automatically add someone to our marketing mailing list simply because they enquire about or purchase a coaching service, unless another lawful marketing arrangement applies and the relevant requirements have been met.

 

11. Cookies and Website Analytics

Our website is built using Wix and may use cookies and similar technologies to operate the website, remember preferences, support security and understand website activity.

Some cookies are necessary for the website to function.

Other technologies, including certain analytics or marketing cookies, may require your consent or another applicable legal exemption.

Where required, we will provide appropriate information and choices through our website's cookie settings.

You can also manage cookies through your browser settings.

 

12. Your Data Protection Rights

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

• Request access to personal information we hold about you

• Request correction of inaccurate or incomplete information

• Request erasure of your information in certain circumstances

• Request restriction of processing in certain circumstances

• Object to certain processing activities

• Request data portability where applicable

• Withdraw consent where processing relies on consent

• Receive information about relevant automated decision-making

These rights are subject to applicable legal conditions and exceptions.

You also have the right to object to the use of your personal information for direct marketing at any time.

To exercise your rights, please contact:

rosynutritionandpt@gmail.com

We will respond in accordance with applicable data protection requirements.

 

13. Complaints

If you have concerns about how ROSY handles your personal information, please contact us in the first instance so we can investigate.

You also have the right to raise a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO).

Website: https://ico.org.uk

Telephone: 0303 123 1113

 

14. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, business practices, technology or legal obligations.

The latest version will be available on our website, with the date of the most recent update shown at the top of the page.

Where a change materially affects how we use your information, we will provide additional information or seek consent where legally required.

 

15. Contact Us

For any questions about this Privacy Policy or the handling of your personal information, please contact:

ROSY Nutrition & Personal Training

Email: rosynutritionandpt@gmail.com

Telephone: 07713 752 122

Website: https://www.rosynutritionandpt.com