LEGAL

Privacy policy

Ashfak Ahmed Performance Ltd

Last updated: November 2026

1. Who we are

Ashfak Ahmed Performance Ltd is a personal training and coaching company registered in England and Wales (company number 17555223), with its registered office at 66 Paul Street, London EC2A 4NA. Ashfak Ahmed Performance Ltd is the data controller for the personal data described in this notice. Our director, Ashfak Ahmed, is responsible for data protection.

Email: ashfak@ashfakahmed.com

Phone: 07356 171237

Website: ashfakahmed.com

This notice: ashfakahmed.com/privacy-policy

ICO registration number: ZC290547

2. What data we collect

When you enquire about or use our coaching services, we may collect:

  • Your name, contact details (email address, phone number, home address) and date of birth

  • Your emergency contact's name, relationship to you and phone number

  • Health information: your health screening (PAR-Q) answers, injuries, medical conditions, medication and any GP clearance

  • Assessment results: height and resting heart rate; weight, waist measurement and blood pressure only with your agreement; movement screen notes; strength, mobility and fitness test results

  • Training history, lifestyle information (such as sleep, stress, travel and nutrition), goals and progress data

  • Consultation records, session notes and programme records

  • Videos of your movement that you send us, and progress photos only with your agreement

  • Payment information (processed securely by Stripe; we never see or store your card details)

  • Messages and emails we exchange

  • Anything you enter in the cancellation form on our website

  • Basic information about how you use our website, only if you accept analytics cookies

If you give us an emergency contact, please let them know. We only use their details if we need to reach them in an emergency.

3. How we collect it

Directly from you: through our consultation forms (the Initial Consultation Form for online clients, or the Pre-Session Consultation Form for face-to-face clients), at your consultation and sessions, through the Kahunas app, through the cancellation form on our website, and in the messages and emails you send us.

From our website: if you accept analytics cookies, our website provider records basic information about your visit, such as the pages you view and the type of device you use.

4. Why we collect it

We use your data to:

  • Deliver safe, appropriate and personalised coaching

  • Build and adjust your programme based on your health, assessment results and goals

  • Track your progress and repeat your assessments

  • Take payment for our services

  • Communicate with you about your sessions and programme

  • Process a cancellation if you send one

  • Contact your emergency contact if there is an emergency

  • Understand how visitors use our website, if you accept analytics cookies

  • Meet our legal obligations, including financial record-keeping

  • With your agreement only, use anonymised results in case studies and marketing. We never use your name, photos or videos in marketing without your separate permission.

5. Legal basis for processing

We rely on the following legal bases:

  • Contract: to provide the coaching services you have agreed to, and to process a cancellation

  • Legal obligation: to keep financial records for HMRC

  • Legitimate interests: to communicate with you about your coaching, keep proper records and hold your emergency contact's details

  • Explicit consent: for your health information and assessment results, which are special category data, and which you agree to through our consultation forms

  • Consent: for anonymised case studies, progress photos and website analytics cookies

You can withdraw your consent at any time by contacting us. This won't affect anything we did before you withdrew it, but without your health information we may not be able to coach you safely.

6. Who we share your data with

We do not sell, rent or share your personal data for marketing.

We use these trusted providers to run our services:

  • Google Workspace: email, calendar, forms and document storage

  • Squarespace: our website, including the cancellation form and website cookies

  • Stripe: payment processing

  • Kahunas: programme delivery and client management

  • DocuSign: electronic signing of your client agreement

  • Notion: internal client records, including contact details, consultation and health notes, session notes and progress

  • WhatsApp: messages, voice notes and videos

  • ANNA: business banking, bookkeeping and accounts

Each provider handles your data under its own privacy and data protection obligations.

We may also share information with emergency services if your health or safety is at risk, and with our insurer or legal advisers if needed for a claim.

7. Transfers outside the UK

Some of these providers store or process data outside the UK, including in the United States. Where they do, they rely on safeguards recognised under UK law, such as the UK International Data Transfer Addendum or the UK–US Data Bridge.

8. Cookies

Our website uses cookies. Some are essential: they make the website work and can't be switched off. Others are analytics cookies, which show us how visitors use the website. We only use analytics cookies if you accept them in the cookie banner when you first visit. You can delete cookies at any time in your browser settings.

9. How long we keep your data

We keep your personal data for 6 years after our coaching relationship ends. This matches HMRC's requirements for financial records and covers any possible claims.

After this period, your data is securely deleted.

Payment records needed for tax purposes may be kept for the full legal period even if you ask us to delete your other data.

10. Your rights

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

  • Access: ask for a copy of the personal data we hold about you

  • Correction: ask us to correct inaccurate or incomplete data

  • Deletion: ask us to delete your data (subject to legal retention requirements)

  • Restriction: ask us to limit how we use your data

  • Portability: ask for your data in a portable format

  • Objection: object to how we use your data

  • Withdraw consent: at any time, where we rely on your consent

To use any of these rights, contact us at ashfak@ashfakahmed.com. There is no charge. We will respond within one month, or tell you within that month if we need longer for a complex request.

11. Data security

Your data is stored securely using Google Workspace, Notion and the other providers listed above, which use encryption and access controls. We take reasonable steps to protect your information from unauthorised access, loss or disclosure.

If a data breach is likely to put your rights at risk, we will report it to the Information Commissioner's Office (ICO) within 72 hours and tell you without undue delay.

12. Complaints

You have the right to complain to us about how we use your personal data. You can do this in any way that suits you: email ashfak@ashfakahmed.com, call or message 07356 171237, or contact us on social media.

We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.

If you are not happy with our response, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

13. Changes to this notice

We may update this privacy notice from time to time. The current version is always available at ashfakahmed.com/privacy-policy and on request. The date at the top shows when it was last updated.