Last updated 8 November 2026 (face-to-face clients and optional saved cards added)
Who looks after your information
Katherine Sayer, trading as Katie Sayer Fitness (a sole trader), is responsible for your information in this app. In data protection law that makes Katie the "controller". Contact Katie at katiesayerfitness@gmail.com about anything in this notice.
What the app keeps
- About you: your name, your private code and, if you give it to Katie, your mobile number (only used so she can video call you on FaceTime or WhatsApp).
- Your training: the workouts you log (weights, reps, cardio, ticks) and any notes, like "knee a bit sore".
- Your day: water, food, drinks and protein you log, including nights out.
- Your weekly check-in: your answers about energy, sleep, how your body feels, eating, hunger, steps, scales and clothes, and anything you ask Katie for help with. Weight and waist, if you share them.
- Your body, if you choose to add it: measurements (weight, height, body fat, waist, hips, chest, arms, thighs) and progress photos (front, back and sides). Only you and Katie can see your photos, and you can delete any of them in the app at any time. Nothing is shared unless you tap Share yourself.
- Your PT terms and conditions: the name you type to sign them and the date, so Katie has a record that you agreed. Receipts and invoices are made from your payment records when you open them.
- Your health questionnaire (PAR-Q): your answers to a few health questions, any details you add, your typed signature and an emergency contact (name and phone number), so Katie can keep your training safe. You're asked again every 12 months.
- Your date of birth, if you give it to Katie: so she can fit your programme to your age and wish you happy birthday. Only Katie sees it.
- A profile picture, if you choose to add one: a small photo of you so Katie can put a face to your name. Only Katie sees it (never other community members), and you can remove it in the app at any time.
- In-person PT sessions, if you train with Katie in person: the dates and times of your sessions (read from Katie's booking calendar), whether each one was attended, missed or cancelled, and what you've paid for (blocks of sessions or single sessions), so you both know how many you have left and what you're being charged for.
- If you train with Katie face to face (F2F) and use your private link instead of the app: your name and mobile, your health questionnaire and any aches (as above, including your date of birth and emergency contact), your signed terms, and your sessions and payments. Katie may also note an ache or injury you tell her about, so she can work around it. Only Katie sees this.
- From Katie: your plan, targets and notes.
- The KSF community, only if you join it: the nickname you pick, what you post in the chat and wins wall, your reactions, what you add to a challenge, and nudges between buddies.
Some of this is health information, which the law treats as extra sensitive.
Why, and what allows it
- To coach you: build your plan, check your progress and get in touch when you need help. This is to provide the coaching you've signed up for.
- Health information is only used because you've given your explicit consent when you first opened the app (or, for face-to-face clients, when you signed your health form on your private link). You can withdraw it at any time (see below).
Your information isn't sold, used for adverts or marketing, or used to make automatic decisions about you. The app has no tracking, analytics or advertising cookies.
Who else is involved
Only Katie sees your information. The one exception is the KSF community, which is optional and off unless you join. Other members can then see your nickname, anything you post, your reactions and your challenge total. If you choose to be on the leaderboard they see how many workouts you've logged this month, and your buddy (if you agree to one) sees how many you've done this week. Your full name, weight, measurements, photos, food and check-ins are never shown to other members. Don't post health details you'd want kept private. You can leave the community at any time in the app, and everything you posted is deleted straight away.
The app is hosted by Netlify, which stores it for us under a data processing agreement and can't use it for anything else. Netlify also handles your IP address to deliver the app and stop misuse.
Netlify stores the data in the USA. Its agreement with us covers transfers from the UK with UK-approved safeguards (the UK Extension to the EU-US Data Privacy Framework, or standard contractual clauses with the UK addendum). Data is encrypted while it's sent and while it's stored.
Saved cards (optional, pay-as-you-go face-to-face clients only). If you choose to save a card on your private link, you type it on Stripe's secure page. Stripe keeps your card details under its own privacy policy; we never see or store the full number, only the card type, last 4 digits and expiry so we know which card it is. We only charge it for sessions you owe, including cancellations with under 24 hours' notice. You can remove it any time on your link.
On your phone
Your phone keeps your code and a copy of your plan and logs, so the app works without signal. Tap "Sign out on this phone" at the bottom of the app to remove them.
How long it's kept
- Day-by-day water, food and drinks: the last 120 days.
- Workouts, check-ins, measurements and photos: while you're training with Katie.
- Records of what you've paid Katie (amount, month and how): 6 years, because the law says business records must be kept for tax.
- When you finish, your code is switched off and everything is deleted within 12 months, or sooner if you ask.
Your rights
You can ask Katie to:
- see a copy of your information
- correct it
- delete it
- limit or object to how it's used
- send it to you in a file you can take elsewhere
You can also withdraw your consent at any time by telling Katie. Anything used before then stays lawful, but Katie can't keep coaching you through the app without it. Katie will reply within one month.
If you're unhappy with how your information is handled, please tell Katie first. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Keeping it safe
Katie keeps a backup copy of the app's information on her own passcode-protected phone and private cloud storage, so nothing is lost if something goes wrong. Backups are deleted on the same timescale as above.
Keep your code private: it's your key to the app. Lost your phone or think someone has your code? Tell Katie and she'll make you a new one straight away. The old one stops working.
Who the app is for
Adults aged 18 and over who are coached by Katie.
Changes
If this notice changes in a way that matters, the app will ask you to read and agree to it again.
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