Effective Date: july 1, 2025
Last Updated: july 1, 2025

Introduction

At Coach D. Santos CrossFit Coaching, we are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you use our fitness and nutrition coaching services, visit our website, or interact with us through various channels.

By using our services, you acknowledge that you have read and understood this policy and agree to our data handling practices.

1. Information We Collect

Personal Information

We collect information that you provide directly to us, including:

• Contact Information: Name, email address, phone number, mailing address

• Fitness & Health Data: Current fitness level, exercise history, health conditions, injuries, fitness goals

• Nutrition Information: Dietary preferences, allergies, eating habits, nutrition goals

• Coaching Records: Progress notes, workout logs, meal plans, session recordings

• Payment Information: Billing details, payment methods (processed securely through third-party providers)

Website Usage Information

We automatically collect certain information when you visit our website:

• Technical Data: IP address, browser type, operating system, device information

• Usage Data: Pages visited, time spent on site, referral sources, click patterns

• Cookies: Small data files stored on your device (see Cookie Policy section below)

Communication Records

We maintain records of:

• Email correspondence

• Text messages and phone calls

• In-person coaching session notes

• Online consultation recordings (with your consent)

2. How We Use Your Information

We use your personal information for the following purposes:

Service Delivery

• Provide personalized CrossFit training and nutrition coaching

• Develop customized workout programs and meal plans

• Monitor your progress and adjust programs accordingly

• Schedule and conduct coaching sessions

• Provide ongoing support and motivation

Communication

• Respond to your inquiries and provide customer support

• Send program updates and progress reports

• Share relevant fitness tips and nutritional guidance

• Notify you of schedule changes or important announcements

Business Operations

• Process payments and manage billing

• Improve our services and develop new programs

• Conduct internal research and analytics

• Maintain accurate records for continuity of care

Marketing (with consent)

• Send newsletters and fitness tips

• Inform you about new programs or services

• Share success stories and testimonials (with permission)

3. Legal Basis for Processing (GDPR Compliance)

We process your personal information based on:

• Contract Performance: To provide coaching services you've requested

• Legitimate Interest: To improve our services and communicate effectively

• Consent: For marketing communications and non-essential data processing

• Legal Obligation: To comply with health and safety requirements

4. Information Sharing and Disclosure

We respect your privacy and do not sell, trade, or rent your personal information. We may share information only in these specific circumstances:

With Your Consent

• Sharing progress photos or testimonials (only with explicit permission)

• Referrals to other health professionals when beneficial

Service Providers

We work with trusted third-party providers who assist with:

• Payment processing (Stripe, PayPal)

• Email communications (Mailchimp, ConvertKit)

• Website hosting and analytics

• Scheduling software

All service providers are bound by strict confidentiality agreements and data protection requirements.

Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests

• Protect our rights, property, or safety

• Prevent fraud or investigate suspected illegal activities

• Protect the safety of our clients or others

5. Data Security

We implement comprehensive security measures to protect your information:

Technical Safeguards

• Secure Socket Layer (SSL) encryption for data transmission

• Secure servers with restricted access

• Regular security updates and monitoring

• Encrypted storage of sensitive information

Physical Safeguards

• Locked filing cabinets for physical records

• Secure office spaces with restricted access

• Proper disposal of confidential documents

Administrative Safeguards

• Employee training on data protection

• Access controls on a need-to-know basis

• Regular security assessments and audits

• Incident response procedures

6. Your Rights and Choices

You have the following rights regarding your personal information:

Access Rights

• Request to see what personal information we have about you

• Obtain copies of your data in a readable format

• Understand how your information is being used

Correction Rights

• Request corrections to inaccurate or incomplete information

• Update your contact details and preferences

• Modify your fitness and health information

Deletion Rights

• Request deletion of your personal information

• Close your account and remove associated data

• Note: Some information may be retained for legal or safety reasons

Control Rights

• Opt-out of marketing communications at any time

• Withdraw consent for data processing (where applicable)

• Request restriction of processing in certain circumstances

Data Portability

• Request your data in a portable, machine-readable format

• Transfer your information to another service provider

To exercise any of these rights, contact us at demetrius@unioncitycrossfit.com. We will respond within 48 hours.

7. Cookie Policy

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze website performance.

Types of Cookies We Use

Essential Cookies

These cookies are necessary for the website to function properly:

• Session management

• Security features

• Basic functionality

Analytics Cookies

We use Google Analytics to understand how visitors use our site:

• Page views and user behavior

• Traffic sources and popular content

• Website performance optimization

Preference Cookies

These remember your choices and settings:

• Language preferences

• Display settings

• Previous form entries

Marketing Cookies (with consent)

Used to provide relevant advertisements and track campaign effectiveness:

• Social media integration

• Advertising performance

• Personalized content delivery

Managing Cookies

You can control cookies through your browser settings:

Google Chrome: Settings > Privacy and Security > Cookies
Firefox: Options > Privacy & Security > Cookies
Safari: Preferences > Privacy > Cookies
Edge: Settings > Cookies and Site Permissions

Note: Disabling cookies may affect website functionality and your user experience.

Third-Party Cookies

Our website may include content from third parties (social media, analytics) that set their own cookies. We don't control these cookies - please review their privacy policies:

• Google Analytics: Google Privacy Policy

• Facebook: Facebook Privacy Policy

• Instagram: Instagram Privacy Policy

8. Data Retention

We retain your personal information for different periods depending on the type of data:

Active Clients

• Personal and health information: Duration of coaching relationship plus 7 years

• Communication records: 3 years after last contact

• Payment records: 7 years for tax and accounting purposes

Former Clients

• Essential health and safety information: 7 years after service termination

• Marketing preferences: Until you unsubscribe or request deletion

• Website analytics: 26 months (Google Analytics default)

Legal Requirements

Some information may be retained longer to comply with:

• Health and safety regulations

• Tax and accounting requirements

• Legal proceedings or investigations

9. International Data Transfers

Your information may be processed in countries outside your residence, including the United States. We ensure appropriate safeguards are in place:

• Standard Contractual Clauses for EU data transfers

• Adequacy decisions where applicable

• Binding corporate rules for international service providers

10. Children's Privacy

Our services are designed for adults (18+) interested in CrossFit training and nutrition coaching. We do not knowingly collect information from children under 18.

If you are under 18 and interested in our services:

• A parent or guardian must contact us directly

• Parental consent is required for all data processing

• Special protections apply to minors' data

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

Right to Know

• Categories of personal information collected

• Sources of personal information

• Business purposes for collection

• Third parties with whom information is shared

Right to Delete

• Request deletion of personal information

• Exceptions for legal compliance and legitimate business needs

Right to Opt-Out

• Opt-out of sale of personal information (Note: We do not sell personal information)

Right to Non-Discrimination

• Equal service and pricing regardless of privacy choices

To exercise CCPA rights, email us at demetrius@unioncitycrossfit.com with "California Privacy Request" in the subject line.

12. Changes to This Policy

We may update this privacy policy to reflect:

• Changes in our business practices

• New legal requirements

• Technological developments

• Enhanced security measures

Notification Process

We will notify you of material changes through:

• Email notification (30 days advance notice)

• Prominent website banner

• Updated "Last Modified" date at the top of this policy

Your Options

If you disagree with policy changes:

• Contact us to discuss concerns

• Opt-out of affected data processing

• Terminate services if necessary

13. Contact Information

For questions about this privacy policy or our data practices:

Coach D. Santos CrossFit Coaching

📧 Email: demetrius@unioncitycrossfit.com
🌐 Website: www.coachdsantos.com
📍 Address: 529 3rd St, Union City, NJ 07087
⏰ Response Time: Within 48 hours for privacy inquiries

Data Protection Officer

For EU residents or complex privacy matters:

• Email: demetrius@unioncitycrossfit.com

• Include "Data Protection Inquiry" in subject line

14. Consent and Acknowledgment

By using our services, you acknowledge that:

✅ You have read and understood this Privacy Policy
✅ You consent to the collection and use of your information as described
✅ You understand your rights and how to exercise them
✅ You may withdraw consent at any time (where applicable)

This policy is effective as of January 1, 2025, and will remain in effect until superseded by an updated version.

Last updated: july 1, 2025
© 2025 Coach D. Santos CrossFit Coaching. All rights reserved.