This policy explains how Vicki Horner collects, uses and protects personal information provided through this website. Vicki Horner is the data controller for the purposes of UK data protection law.
Vicki Horner is a sole trader offering personal training, small group coaching and wellness retreats. Our contact email for data-related matters is vicki@vickihorner.com. Our registered address will be published here once confirmed.
We collect information you give us directly through the contact form on this website:
If you complete our Pre-Training Health Questionnaire (PARQ), we also collect the information described in the Pre-Training Health Questionnaire section below.
In future we may also collect information automatically when you visit the site, such as your IP address, browser type and pages visited, if we introduce analytics. We will update this policy before doing so.
We use the information you submit through the contact form solely to respond to your enquiry and discuss how we might work together. We will not use it to send you marketing without your separate consent.
We process your contact form data on the basis of legitimate interest — specifically, our mutual interest in responding to your enquiry. We have assessed that this interest is not overridden by your rights and freedoms, given the limited nature of the data and the direct relevance of the communication.
Where you complete the Pre-Training Health Questionnaire, we rely on your explicit consent to process the health information you provide, as described below.
Enquiry data will be kept only as long as necessary to handle your request and any resulting relationship. If no coaching or retreat relationship follows, we will delete your details within 12 months of your enquiry.
Before starting training with us, we ask you to complete a Pre-Training Health Questionnaire (PARQ). This includes information about your physical health that is classed as special category data under UK data protection law, so we handle it with extra care.
The questionnaire collects:
Legal basis: we only collect and process this information with your explicit consent, given by ticking the consent checkbox on the questionnaire. You can withdraw consent and ask us to delete this information at any time by emailing vicki@vickihorner.com.
Purpose: we use this information solely to assess whether it's safe for you to begin or continue an exercise programme, and to tailor your training plan accordingly.
How it's stored and shared: on submission, a copy of your completed questionnaire (including a PDF) is emailed to Vicki and to you. We use Resend to deliver these emails and Cloudflare to host the site and protect the form from automated abuse (via Cloudflare Turnstile) — both act as data processors on our behalf under data processing agreements. We do not store your questionnaire in any other database.
Retention: we keep your questionnaire for as long as you remain an active client, and for up to 24 months after your last session, in case it's needed for insurance, safeguarding or legal purposes. After that, we securely delete it.
We do not sell or rent your personal data, and we do not share it with third parties for their own purposes. The third-party services that process data on our behalf — currently Resend (for sending emails) and Cloudflare (for hosting and bot protection) — only do so under appropriate data processing agreements and solely to provide their service to us. If we introduce further third-party services, we will update this policy.
This website does not currently use cookies. In future we plan to introduce a client portal that will require session cookies to keep you logged in. We will add a cookie notice before this is introduced and will seek your consent where required by law.
We do not currently use any analytics tools. We plan to introduce Google Analytics in the future to understand how visitors use the site. When we do, we will update this policy and implement appropriate consent mechanisms before any tracking begins.
Under UK data protection law you have the right to:
To exercise any of these rights, email vicki@vickihorner.com. We will respond within one month.
If your request relates to a Pre-Training Health Questionnaire, please include the name and approximate date of submission so we can locate it in our email records.
If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
We will update this page when our practices change. The date at the top of this page shows when it was last revised.
Questions about this policy? Email vicki@vickihorner.com. See also our Terms & Conditions.