Privacy Policy

Who we are

Swann Fit is operated by Julie Swann, trading as Swann Fit (“we”, “us”). We're the data controller for the personal data described below.

Postal address: Marylands Farm, Colehouse Lane, Clevedon, BS21 6UT.
Email: info@swannfit.co.uk

What we collect, and why

We only collect what running your coaching relationship actually needs:

• Account details — name, email, and (for face-to-face and online clients) the role you hold on the platform. Used to identify you, log you in, and let your coach find your record.
• Health screening (PAR-Q) — date of birth, emergency contact, phone number, and answers to standard pre-exercise screening questions (heart conditions, chest pain, dizziness, joint problems, blood pressure or heart medication, and anything else you tell us). This is health data, and UK GDPR treats it as a special categorythat needs extra care — we collect it only to assess whether an activity is safe for you and to shape your programme accordingly, we don't use it for anything else, and we don't share it beyond your coach without your consent.
• Messages and attachments — the content of messages between you and your coach, including any photos or videos you attach (form checks, progress photos). Used to deliver coaching and keep a record of what's been discussed.
• Training data— which programme sections you've completed, any comments you leave against them, and personal bests you log or that get detected automatically. Used to track your progress and let your coach adjust your programming.
• Booking and payment records — which sessions, classes, programmes, or courses you've booked or bought, and payment status. We never see or store your card details — payment is handled directly by Stripe (below).
• Push notification token — only if you opt in, a device identifier used to send you notifications (e.g. a coach reply, a rebooking window opening). You can turn this off at any time in Preferences.
• Enquiries — if you contact us before becoming a client, whatever you submit through the contact form (name, email, optional phone, message).

Who we share it with

We use a small number of service providers to run the platform. Each only receives what it needs to do its job:

• Supabase — our database, authentication, and file storage.
• Stripe — payment processing for bookings and purchases. Stripe handles your card details directly; we never receive or store them.
• Resend — transactional email (booking confirmations, rebooking invitations, password resets).
• OneSignal— delivery of push notifications, only if you've opted in.
• Bunny.net — hosting for video attachments (form checks and corrections).
• Anthropic — we use Claude to help your coach draft things faster (a suggested reply to your message, or a first pass at a new programme). This is a coach-side tool only: every AI-generated draft is reviewed and can be edited or discarded by your coach before anything is sent to you or changes your programme — nothing generated by AI reaches you without a human reviewing it first.
• Vercel — hosting for the website and app.

We don't sell your data, and we don't share it with anyone for their own marketing purposes.

How long we keep it

• Video attachments you send are deleted automatically after 30 days. Videos your coach sends back (corrections) are kept for as long as they're useful reference material.
• Photo attachments are kept for as long as the message thread exists.
• Messages, training data, and health screening answers are kept for as long as you're an active client, so your coach has continuity if you pause and come back.
• Booking and payment records are kept after your account is closed — this is standard accounting practice, and in the UK we're required to keep financial records for a number of years regardless of account status.

Deleting your account

Clients can delete their account at any time from Preferences, in the app. This disables your login and clears your name and email from our records immediately. Your coach keeps your booking, payment, and personal best history for their own accounting records — this is the same reason booking and payment records outlive account deletion above — but it's no longer linked to identifying information about you once deleted.

For anything the in-app control doesn't cover, email info@swannfit.co.uk.

Your rights

Under UK GDPR you can ask us to confirm what data we hold about you, correct anything that's wrong, delete it (subject to the accounting-record exception above), or export it. Email info@swannfit.co.uk for any of these. If you're not satisfied with how we've handled a request, you can complain to the Information Commissioner's Office (ico.org.uk).

International transfers

Some of the providers listed above may process data outside the UK. Where that happens, we rely on their own compliance with UK-recognised data protection safeguards (such as standard contractual clauses).

Children

Swann Fit is intended for adults. We don't knowingly collect data from anyone under 16 — if you believe a minor has given us their information, contact us and we'll remove it.

Changes

If this policy changes materially, we'll update the date at the top of this page. Continuing to use Swann Fit after a change means you're okay with the update.