CoachDesk

Privacy Policy

Last updated May 24, 2026

This Privacy Policy explains how CoachDesk ("we", "us", or "our") collects, uses, and protects your personal information when you use our website at https://coachdesk.co.uk and our related services (the "Services").

We are committed to protecting your privacy and handling your data in an open and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

CoachDesk is a web-based CRM application built for self-employed personal trainers. We are the data controller for personal information you provide to us as a trainer account holder, and a data processor for personal information you store about your own clients.

2. Information we collect

We collect the following categories of information:

  • Account information: name, email address, password (hashed), business name, and any profile details you choose to add.
  • Client information you input: names, contact details, training notes, session history, measurements, photos, and other coaching-related data you store in your account.
  • Payment information: subscription billing is processed by our payment provider; we do not store full card details on our servers.
  • Technical data: IP address, browser type, device information, and usage analytics to help us operate and improve the Services.
  • Communications: any messages you send to our support email.

3. How we use your information

We use your information to:

  • Provide, operate, and maintain the Services
  • Process subscription payments and manage your account
  • Send service-related notifications and respond to support requests
  • Improve, personalise, and develop new features
  • Detect, prevent, and address technical issues or fraud
  • Comply with legal obligations

4. Lawful basis for processing

We process your personal data on the following lawful bases:

  • Contract: to provide the Services you have signed up for.
  • Legitimate interests: to improve and secure the Services.
  • Legal obligation: to meet tax, accounting, and regulatory requirements.
  • Consent: for any optional marketing communications, which you can withdraw at any time.

5. Sharing your information

We do not sell your personal information. We only share data with trusted service providers who help us run CoachDesk, including:

  • Cloud hosting and database providers
  • Payment processors for subscription billing
  • Email delivery services for transactional notifications
  • Analytics providers (anonymised usage data only)

We may also disclose information where required by law, or to protect the rights, property, or safety of CoachDesk, our users, or others.

6. Data retention

We keep your personal data for as long as your account is active and for a reasonable period afterwards to comply with legal obligations, resolve disputes, and enforce our agreements. You can request deletion of your account at any time.

7. Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request erasure of your data ("right to be forgotten")
  • Object to or restrict processing in certain circumstances
  • Receive a copy of your data in a portable format
  • Withdraw consent for any consent-based processing
  • Lodge a complaint with the Information Commissioner's Office (ICO)

8. Security

We use industry-standard technical and organisational measures to protect your data, including encryption in transit, secure password hashing, and access controls. However, no online service can guarantee absolute security.

9. International transfers

Some of our service providers may process data outside the UK or EEA. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK or European Commission.

10. Children

CoachDesk is not intended for use by anyone under 18. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect the most recent revision. Significant changes will be communicated to you via email or in-app notice.

12. Contact us

If you have questions about this Privacy Policy or how we handle your personal data, please contact us at hello@coachdesk.co.uk.