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Privacy Policy

Version 2026-10-09Last updated 14 October 2026

On this page
  1. 1. Who is the data controller?
  2. 2. What we collect
  3. 3. Why we use it (lawful bases)
  4. 4. Sharing
  5. 5. Apple App Store disclosures
  6. 6. International transfers
  7. 7. How long we keep your data
  8. 8. Your rights
  9. 9. Security
  10. 10. Health information, progress photos and body data
  11. 11. Age: 16 or over
  12. 12. Cookies and similar technologies
  13. 13. Changes

This Privacy Policy explains how FitDesk handles personal data under the UK GDPR and the Data Protection Act 2018. It applies to anyone who uses our website, mobile app or services.

1. Who is the data controller?

  • When you sign up directly with FitDesk (as a Trainer or as an end user of fitdesk.co.uk), FitDesk is the controller of your account data.
  • When a Trainer uses FitDesk to manage their Clients (bookings, notes, plans, payments), the Trainer is the controller of their Clients' data and FitDesk acts as a processor on the Trainer's behalf, see our Data Processing Agreement. This includes health information that a Trainer collects about their Clients, as explained in section 7 of our Terms.
  • FitDesk is run by Pickle Labs Collective Ltd, a company registered in England and Wales with company number 17219315. Our registered office is 69a Barton Street, Tewkesbury, GL20 5PY. Contact us at privacy@fitdesk.co.uk.

2. What we collect

  • Account data: name, email, phone, password hash, role.
  • Profile and branding: photo, bio, specialties, business branding.
  • Booking and training data: sessions, attendance, workouts, exercise logs, body measurements and progress photos (if uploaded).
  • Client details a Trainer records: date of birth, emergency contact name, relationship and phone number, health tags, body measurements, progress photos and notes. Health tags and some notes are health information (see section 10). Emergency contact details are about another person, so Trainers should only add them if they need them.
  • Meal plans your trainer gives you, including calorie and nutrient figures. Calorie figures are an estimate.
  • Payment data: invoice details, Stripe customer and payment method IDs, card brand, last four digits and expiry date, and payout references. We never store full card numbers. Stripe handles them.
  • Communications: in-app messages, attachments, email notifications and push notification tokens (when you enable push on the mobile app).
  • Technical data: IP address, device, browser, log and diagnostic data. We link some of it to your account, for example to keep your account secure.
  • Site statistics, only if you turn them on: the pages you open and the actions you take on our website, so we can improve it. Separately, our hosting provider counts visits to our web pages even if you do not turn statistics on. See section 12.
  • How you found FitDesk: if you allow Site statistics, the link or advert that first brought you to our website. If not, only the link you used on the page where you signed up. Trainers can also tell us how they heard about us, if they want to. We use this to see which marketing works. We do not use it to show you ads.
  • PT tips sign ups: your email address, your name if you give it, and a record of the wording you agreed to and when.

3. Why we use it (lawful bases)

  • Contract: to provide the Service you signed up for.
  • Legitimate interests: to keep the Service secure, prevent fraud and improve the product, and to understand which marketing works (using how you found FitDesk, see section 2).
  • Legal obligation: tax, accounting and responding to lawful requests.
  • Consent: for optional marketing emails such as PT business tips, optional cookies on our website, and push notifications on your phone. You can withdraw at any time. For emails, use the unsubscribe link or email privacy@fitdesk.co.uk. For cookies, use Cookie settings in the footer. For push notifications, use your device settings.

4. Sharing

We share data with sub processors that help us run the Service, including:

  • Supabase (database, authentication, file storage)
  • Lovable (application hosting and managed services, including sign-in handling and the AI gateway)
  • Lovable (email delivery, using Mailgun)
  • Stripe (payments and Connect payouts)
  • Cloudflare (edge hosting, DDoS protection)
  • Expo (push notification relay for the mobile app: receives your device push token and the notification text)
  • Apple (Sign in with Apple; Apple Push Notification service for delivery on iOS)
  • Google (Sign in with Google, Google Calendar if a Trainer connects it, and Firebase Cloud Messaging to deliver push notifications on Android)
  • OpenAI and Google, as AI model providers, reached through the Lovable AI gateway. They are used only when a Trainer uses the AI assistant, asks for an AI plan or estimates meal figures. They receive the request, including anything the Trainer types into it, and only the client details needed to answer it, which can include a client's first name and fitness details such as weight. Lovable has agreed not to use this data to train AI models.
  • Firecrawl (reads a Trainer's own website address to extract branding when the Trainer asks)

A current list of sub-processors is available in our DPA. We do not sell personal data. We do not use client data or health information for advertising. If you accept advertising cookies on our website, Google uses them to tell us how our adverts perform. None of the SDKs we embed in the iOS app perform cross-app or cross-site tracking as defined by Apple's App Tracking Transparency framework, so the app does not present an ATT prompt. If this ever changes we will request your permission through the standard iOS ATT prompt before any tracking begins.

5. Apple App Store disclosures

For users of our iOS app, the following Apple-specific disclosures apply:

  • App Privacy labels: the data types declared on our App Store listing ("App Privacy" / nutrition labels) match the categories described in section 2 of this policy. The data is linked to your user account and used only to operate the Service.
  • Apple frameworks we use: the FitDesk iOS app uses Sign in with Apple (to create or access your account), Apple Push Notification service, and your device's Face ID or Touch ID to unlock the app on that device. Biometric data stays on your device and is never received by FitDesk. FitDesk does not use HealthKit, HomeKit, CarPlay, Game Center or any other Apple first-party data framework. We do not read from or write to Apple Health.
  • Push notifications: if you grant permission, we use Apple Push Notification service to deliver booking reminders, message alerts and account notifications. You can disable these at any time in iOS Settings → Notifications → FitDesk.
  • Tracking: we do not track you across apps or websites owned by other companies and we do not share data with data brokers.

6. International transfers

Our main database is hosted in the EU (Sweden). Some of our providers may process data outside the UK. We are confirming the transfer safeguards each provider uses and will update this section.

7. How long we keep your data

While you have an account, we keep your data so we can run FitDesk for you.

When you delete your account, we delete your login, profile, photos, files and messages straight away. A few records are kept for a limited time, as set out below. After that, they are deleted too.

  • Deletion record. We keep a short record that your account was deleted for about 14 days. It holds a scrambled version of your email address, the account type, the date, a reference and technical details of the deletion steps. We use it to confirm the deletion and answer questions. If you ask us to, we will delete it sooner.
  • Terms acceptance record. We keep a record of which versions of our Terms, Privacy Policy and Data Processing Agreement you accepted, when, and how. It does not include your name. In place of your email address it holds a scrambled code made from it with a secret key. The code cannot be turned back into your email, but it lets us confirm a record is yours if you contact us from that address. We delete this record 2 years after your account is deleted.
  • Email records. We keep a record of emails we send you, including your email address, for 180 days. This includes the email confirming your account was deleted. We use it to fix delivery problems and show that important notices were sent.
  • Notifications. If we notified someone you were linked to, such as your trainer or a client, the notification may show your first name. Notifications are deleted after 90 days.
  • Invoices and payments. We keep invoices and payment records for 6 years after the end of the financial year they belong to, because tax and accounting law requires it. They may include your name, for example on an invoice line or in a payment note. We then delete them, or remove your name and other details from them.
  • Your trainer's records. If you were a client, your trainer's records will show "Deleted client" in place of your name, so their session and payment history still adds up.
  • Backups. Our database backups are overwritten within about 14 days, so deleted data can stay in a backup for that long. Photos, videos and other uploaded files are not kept in backups, so they are gone as soon as they are deleted.

When you delete your account we also remove the stored connections to Apple, Google and Stripe where possible. If you signed in with Apple, we try to remove FitDesk's access to your Apple ID when you delete your account. You can also remove it yourself on your iPhone: open Settings, tap your name, then Sign in with Apple. Records of changes to payments and packages are kept as long as the payment records they relate to. If you sign up for PT business tips, we keep your email address and your consent record until you unsubscribe or ask us to delete them. Site statistics about how you use our website while signed in are kept while your account is open and deleted with it. Our hosting providers keep their own technical logs for set periods. You can ask us to delete your data at any time, apart from records we must keep by law.

8. Your rights

You have the right to access, correct, delete, restrict or port your data, and to object to certain processing. You can exercise most of these from Settings, including the "Download my data" and "Delete account" tools, or by emailing privacy@fitdesk.co.uk. You can also delete your account yourself from Settings, or see Delete your FitDesk account for the steps and what we keep. The download in Settings includes most of your data. For anything it does not include, email privacy@fitdesk.co.uk and we will send it to you.

You can complain to us about how we use your personal data. Email privacy@fitdesk.co.uk. We will confirm we have received your complaint within 30 days, look into it, keep you updated and tell you the outcome without undue delay. If your complaint is about information your Trainer controls, such as your health information, contact your Trainer, and we will help them respond. You can also complain to the ICO, the UK data protection regulator, at ico.org.uk.

9. Security

We use Row Level Security in our database, hashed passwords and sign in with Apple or Google. Data is sent over TLS. Our database, file storage and backups sit on encrypted disks (AES-256) run by Supabase, the provider behind Lovable Cloud. Our main database is hosted in the EU (Sweden). Access to production systems is restricted to people and tools that FitDesk has authorised. No system is perfectly secure. Please report suspected issues to security@fitdesk.co.uk.

10. Health information, progress photos and body data

Health information (such as injuries, medical conditions, medications, allergies and answers to health questionnaires) is special category data under UK GDPR. A Trainer decides what to ask a Client and is the controller of the health information they collect; FitDesk processes it on the Trainer's behalf, as explained in section 7 of our Terms and in our Data Processing Agreement. Progress photos, body measurements and similar fitness data are also sensitive, and we treat them with extra care:

  • Stored in private, access-controlled storage with Row Level Security. Access is limited to you, your linked Trainer and the limited staff access described in our Terms.
  • Transmitted over TLS and encrypted at rest by our storage provider.
  • Not used for advertising, and never sent to any third party other than the infrastructure sub-processors listed in section 4 that store or transmit the file on our behalf.
  • Deletable at any time from within the app. Deleted records drop out of our database backups within about 14 days.
  • Profile photos are stored at a web link that is not listed anywhere. Anyone who has the link can open the photo. We are changing this so only people you are linked to on FitDesk can see it. Progress photos are stored privately.

11. Age: 16 or over

FitDesk is for people aged 16 or over. We do not knowingly let anyone under 16 create an account. If you think someone under 16 has an account, email privacy@fitdesk.co.uk and we will delete it. If you are 16 or 17, we do not use your details to target ads at you.

12. Cookies and similar technologies

We use a small number of cookies and similar technologies, such as local storage, on fitdesk.co.uk. Some are needed for the site to work, for example to keep you signed in, to remember your cookie choice and to protect the site from attacks. These are always on.

We only use optional cookies if you choose Accept in our cookie banner. Optional cookies help us see how people find us and how signed in users use our website. They also let Google tell us when someone who clicked or saw one of our ads signs up. If you choose Accept, we also remember which link first brought you to our site until you sign up.

If you choose Decline, we do not set optional cookies. You can change your choice at any time with Cookie settings in the footer. Our hosting provider Lovable also counts visits on every page of our website, including website pages shown in our apps, with a cookie called session-id, and collects error reports and app events. This happens even if you choose Decline. It records the page, the site you came from, your browser, your language and your approximate country. We are asking Lovable to stop the visit counting, or to make it wait for your choice.

Our sign in provider Supabase and our hosting provider Lovable process the technical data needed to run the site on our behalf. Google is a separate controller for the data its Google Ads cookies and tag collect. This means Google decides how it uses that data, under its own privacy policy. You can read more at policies.google.com/technologies/partner-sites.

You can see the full list of cookies, what each does and how long it lasts on our Cookies page at fitdesk.co.uk/cookies.

13. Changes

We will notify you of material changes by email or in-app and ask you to re-accept where required.

Questions? Email privacy@fitdesk.co.uk.