Privacy Policy

Last updated: 21 July 2026

1. Who we are

Not So Typical Limited, trading as Not So Typical Fitness, is the data controller for the personal information described in this policy.

Registered address: 17 Leveson Crescent, Codsall, Wolverhampton, WV8 1FG Company number: 16627942 ICO registration: ZC062341 Contact: rhiannon@notsotypicalfitness.co.uk | ‭07348 946337‬

This policy covers our website, our coaching and consultancy services, and our AI assistant.

2. What we collect

Contact details: name, email address, phone number.

Health and fitness information: health questionnaires, medical conditions or injuries you disclose, neurodivergence or disability information you choose to share, fitness goals, progress data (weight, measurements, performance), dietary preferences. This is special category data under UK GDPR and receives additional protection — see section 4.

Payment information: processed directly by Stripe. We do not store or have access to your full card details.

Website usage data: IP address, browser type, device type, pages visited, referral source — collected via cookies and analytics.

Booking information: name, email and appointment details when you book a discovery call.

AI assistant data: the name and email address you provide at sign-up, and the content of your conversations with the assistant.

3. Lawful bases for processing

4. Health and special category data

We only collect health information you actively give us, and only to deliver training safely and appropriately. We ask for your explicit consent before processing it, separately from our general terms. You can withdraw that consent at any time — though it may mean we can no longer coach you safely, and we may need to end the service.

We do not use health information for marketing, and we do not share it with third parties except the secure systems described in section 6.

Please do not share health information with our AI assistant. It is not designed to receive it, the platform provider does not accept special category data, and it is not a substitute for advice from a qualified professional.

5. Our AI assistant

Our AI assistant is built and hosted by Coachvox Limited. Please read their privacy policy alongside this one before signing up: https://coachvox.ai/privacy/

How responsibility is split:

• Your sign-up details (name, email) — we are the data controller. Coachvox processes this on our instructions. Send any requests about this data to us.
• Your conversations with the assistant — we and Coachvox are joint controllers. You can exercise your rights with either of us: contact rhiannon@notsotypicalfitness.co.uk or hello@coachvox.com.
• Platform security logs (IP addresses, timestamps, abuse flags) — Coachvox controls these independently under their own policy.

We may read conversations to improve the assistant and our services. Coachvox does not use personal data to fine-tune AI models.

The assistant provides general fitness and accessibility guidance based on our coaching approach. It is not medical advice and does not replace consultation with a qualified professional.

The assistant is for over-18s only.

6. Who we share your data with

We never sell your personal data. We share it only with the following, and only as far as needed:

We may also share data with our accountant, insurer or legal advisers where necessary, and with authorities where required by law.

International transfers. Some of these providers process data outside the UK, including in the United States. Where that happens, transfers are protected by the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or a UK adequacy decision.

7. How long we keep your data

Where the law requires us to keep certain records, we keep the minimum necessary and delete them once that reason no longer applies.

8. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate or incomplete data
• Erase your data (subject to our legal retention obligations)
• Restrict processing in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Object to processing based on legitimate interests, and to direct marketing at any time
• Withdraw consent at any time, without affecting processing already carried out
• Not be subject to solely automated decision-making with legal or similarly significant effects (we do not do this)

To exercise any right, email rhiannon@notsotypicalfitness.co.uk. We will respond within one month. If your request is complex we may need longer, and we will tell you within that first month.

For AI conversation data specifically, you may contact us or Coachvox at hello@coachvox.com.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office — ico.org.uk/make-a-complaint or 0303 123 1113.

9. Security

Client information is stored in password-protected, encrypted systems accessible only to Rhiannon Cooper, the sole person handling client data. Devices and accounts are secured with strong passwords and two-factor authentication where available.

No system is completely secure, but we take this seriously and will notify you and the ICO of any breach that poses a risk to your rights and freedoms.

10. Cookies

Our website uses essential cookies needed for the site to function, and — with your consent — analytics and marketing cookies. You can change your preferences at any time via the Cookie Preferences link in our footer, or in your browser settings.

11. Children

Our services and AI assistant are for adults. We do not knowingly collect data from anyone under 18. If you are under 18 and want to train with us, a parent or guardian must give consent and be involved in the arrangement.

12. Changes to this policy

We may update this policy from time to time. If we make significant changes, we will notify you by email where we hold your address. The date at the top shows when it was last revised.