1) Who we are (Controller)

Geared Coaching — Gilles Arteel, Tumulusstraat 39, 8800 Roeselare, BE
Contact: info@gearedcoaching.com

2) Scope

This notice explains how we collect, use, share, and protect your personal data when you inquire about, purchase, or receive coaching services, and when you use our website and forms.

3) What data we collect

• Identity & contact: name, email, phone, country/time zone.

• Coaching data: training and nutrition logs, check-in photos/videos you provide, progress notes, preferences, availability.

• Health data (special category): information you choose to share such as PAR-Q+ responses, injuries/surgeries, medications, lab results.

• Billing data: address, VAT (if applicable), transaction identifiers.

• Technical (site): basic analytics/cookies as per our Cookie Policy (if used).

4) Where data comes from

Directly from you via our forms, emails, messages, or check-ins; limited billing data via our payment provider; basic site analytics where enabled.

5) Purposes & legal bases

• Provide and manage coaching, billing, and communications — Contract (GDPR Art. 6(1)(b)).

• Process health data solely to design and monitor your plan — Your explicit consent (GDPR Art. 9(2)(a)). You can withdraw consent at any time (see §10).

• Customer support & account management — Contract / Legitimate interests (Art. 6(1)(b)/(f)).

• Marketing emails (optional) — Consent (Art. 6(1)(a)).

• Accounting/tax compliance — Legal obligation (Art. 6(1)(c)).

We do not prescribe, supply, or facilitate access to controlled substances. Any PED-related info you disclose is used only to tailor risk-aware programming.

6) Processors / recipients

We use trusted service providers acting under our instructions, for example:

• Form & workspace: Google Forms/Workspace or Jotform

• E-signature: Jotform Sign 

• Payments: Stripe

• Website/hosting: Jouwweb 

• Storage & email: Google Drive/Workspace 
  A current list is available on request.

7) International transfers

If any provider stores data outside the EEA, we use appropriate safeguards (e.g., Standard Contractual Clauses or equivalent). Details are available on request.

8) Retention

• Coaching records: coaching term + 6 months, then deletion or anonymisation.

• Financial/ invoicing data: 7 years (or as required by law).

• Emails/support: typically 24 months unless needed longer for legal reasons.

9) Security

We use reasonable technical and organisational measures (encrypted transit, role-based access, least-privilege accounts, regular review of access). No method is 100% secure, but we aim to protect your data appropriately.

10) Your rights

You can request access, rectification, erasure, restriction, portability, and objection under GDPR.

• Withdraw consent: You may withdraw your explicit consent to health-data processing at any time by emailing info@gearedcoaching.com (If withdrawn, we may be unable to continue coaching.)

• To exercise rights, contact info@gearedcoaching.com

11) Complaints

You can lodge a complaint with the Belgian Data Protection Authority (APD/GBA):
Rue de la Presse 35, 1000 Brussels — contact@apd-gba.be — dataprotectionauthority.be

12) Is providing data required?

To receive coaching we need sufficient information to program training/nutrition and manage the service. If you decline to provide health data or later withdraw consent, we may have to pause or end coaching.

13) Children

Our services are not directed to persons under 16. Do not submit data for minors unless you are the parent/guardian and we have agreed in writing.

14) Cookies

See our Cookie Policy for details on any non-essential cookies and how to manage preferences. (Link your cookie page here.)

15) Changes

We may update this notice from time to time. Material changes will be posted on this page with a new “Last updated” date.