Privacy Notice

Who is responsible for your information

Alex is the data controller for the Neon Rhino processing described in this notice and is responsible for deciding how personal information, including PT Health Readiness information, is used. Privacy questions and requests can be sent to hello@neonrhino.co.uk.

What information we collect

• Contact and programme enquiries: name, email address, message, relevant package/theme context and the reason for your enquiry.
• Bookings and client records: service, coach, appointment requests and changes, programme information, agreed actions and other information needed to deliver your service.
• Route Finder: selected outcomes, interests, barriers, chosen support frequency, recommendation scores and resulting route. If a postcode is supplied during the session, the analytics record stores only whether one was supplied, not the full postcode.
• PT Health Readiness Questionnaire: limited health answers, relevant details, emergency and guardian information, signatures, consent records, Alex's review decision, review dates and retention information where PT forms part of your service.
• Calendar and online meetings: appointment date and time, coach, attendee details, meeting link and limited calendar-event information needed to arrange and deliver an appointment. Detailed PT Health Readiness answers are not placed in calendar events or meeting invitations.
• Successful Client App sign-ins: client identity, sign-in time and method, retained for 90 days and visible only to authorised Admin users. No login codes, tokens, raw IP addresses or detailed device fingerprints are recorded in this log.

Why we use it and our lawful basis

We use personal information to respond to enquiries, arrange and deliver Neon Rhino services, manage bookings and client access, communicate with clients and prospects, and administer the client relationship.

Where this processing is necessary to take steps at your request before entering into a contract, or to deliver an agreed Neon Rhino service, we rely on UK GDPR Article 6(1)(b), necessary for contract.

We may also use limited operational information to maintain and improve Neon Rhino services, understand how the Route Finder is being used, keep appropriate service records and protect the security and reliability of our systems. Where appropriate, we rely on legitimate interests for this processing after considering the impact on individuals.

For the minimum health information needed for PT Health Readiness, Neon Rhino relies on UK GDPR Article 6(1)(b), necessary for contract, because that screening is necessary to assess safe participation and provide the PT service the client has requested. For active processing of health information, which is special-category data, Neon Rhino relies on Article 9(2)(a), explicit consent.

PT Health Readiness information

We collect this health information only to assess and manage safe participation in personal training. Full answers can be seen by Alex for PT safety review. Tim can see only the client's PT readiness status, not the detailed production health answers. Clearance is a human decision made by Alex, not an automated decision based on questionnaire answers.

The information is stored in Neon Rhino's protected client system behind authenticated routes. We do not ask clients to upload GP letters, medical certificates or other medical documents.

Withdrawing health-data consent

You can withdraw your explicit consent at any time by emailing hello@neonrhino.co.uk. Neon Rhino will then stop using that health information for active PT readiness assessment. This may mean Alex cannot continue to provide personal training where the information is required to assess safe participation.

Withdrawal does not automatically erase an historic record where Neon Rhino has a separate, documented need to retain it for legal, insurance or record-keeping purposes. In that situation the questionnaire is removed from active PT workflow, moved to a restricted retention archive and is not reused for new PT readiness decisions. The reason and scheduled deletion date are recorded.

How long we keep information

PT Health Readiness records are normally retained for seven years after the Neon Rhino service ends. Where the client was under 18, the record is retained until at least their 25th birthday. Where both rules apply, Neon Rhino uses the later applicable date.

This is Neon Rhino's adopted retention policy. Alex reviews records when their retention date is reached. If there is a documented legal or insurance hold, deletion may be delayed until that matter has ended. The deletion log records that a record was removed, without reproducing the health answers.

Sharing and service providers

We do not sell personal information.

Cloudflare provides the core hosting, Worker, database and access services used by Neon Rhino.

Google services may be used to support scheduling and online appointments. Where Google Calendar is connected, limited booking information may be used to check availability and create calendar events. Google Meet may be used to provide online coaching, personal-training or introductory conversations. Google may process information needed to provide those services, such as meeting participation, technical and performance information.

Other service providers may process only the information needed to provide their service, for example transactional email.

Detailed PT Health Readiness answers are not included in ordinary CRM notes, calendar event descriptions, email or push notifications.

Route Finder analytics

Completed Route Finder sessions are logged without intentionally including your name, email address or full postcode. Test sessions run in debug mode are marked separately from normal use.

Your rights

Under UK data-protection law, you have rights in relation to your personal information. Depending on the circumstances, these may include access, correction, deletion, restriction and objection. Where processing relies on consent, you can withdraw that consent at any time. You can also raise a concern with the Information Commissioner's Office (ICO).

Contact

For privacy questions, rights requests or to withdraw PT health-data consent, email hello@neonrhino.co.uk.