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Privacy Policy

Last updated: 11 September 2026

Nikos Trainer respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, why we collect it, how it is used and shared, and the rights available to you under UK data-protection law.

1. Who We Are

Nikos Trainer is operated by Nikolaos Moumouris, a personal trainer and strength and conditioning coach based in Edinburgh, Scotland.

For the purposes of UK data-protection law, Nikolaos Moumouris trading as Nikos Trainer is the data controller for the personal information described in this policy.

Website: https://nikostrainer.com
Email: nikosmoumou@gmail.com

If you have a question about this policy or how your information is handled, please contact Nikos using the email address above.

2. Information We May Collect

Depending on how you use the website and coaching services, we may collect:

Identity and contact information

  • Your name
  • Email address
  • Telephone number
  • Account username and related account details
  • Preferred method of communication

Booking and transaction information

  • Services, sessions or workshops booked
  • Appointment dates and times
  • Booking, cancellation and rescheduling history
  • Products or programmes purchased
  • Order status and payment confirmation
  • Billing information
  • Communications relating to a booking or purchase

Nikos Trainer does not normally receive or store your complete payment-card details. Card payments are processed by the selected payment provider.

Coaching information

  • Training goals
  • Training experience and current activity
  • Exercise preferences
  • Available equipment and training schedule
  • Progress information
  • Feedback and check-in responses
  • Exercise or technique videos you choose to submit
  • Information needed to personalise your training programme

Health and readiness information

Where relevant to a consultation, assessment or coaching service, we may collect information about:

  • Injuries and previous injuries
  • Medical conditions
  • Pain, symptoms or physical limitations
  • Medication relevant to exercise participation
  • Exercise readiness
  • Other health information you choose to provide

Health information is treated as special-category personal data and receives additional protection.

Website and technical information

We may also collect:

  • IP address
  • Browser and device type
  • Pages visited
  • Login and account activity
  • Basket and checkout activity
  • Cookie preferences
  • Security and diagnostic information

More information is available in our Cookie Policy.

3. How We Collect Information

We may collect information when you:

  • Complete a contact or enquiry form
  • Book a consultation, taster session or workshop
  • Purchase a programme or coaching service
  • Create or use a website account
  • Complete a health, readiness or pre-assessment questionnaire
  • Communicate by email, telephone, WhatsApp or another agreed channel
  • Submit training feedback or technique videos
  • Use the website, basket or checkout
  • Change your cookie preferences

We may also receive necessary information from services used to operate bookings, payments, calendars, communications and programme delivery.

4. How and Why We Use Your Information

We may use personal information to:

  • Respond to questions and enquiries
  • Arrange consultations and assessments
  • Manage appointments, cancellations and rescheduling
  • Process purchases and maintain order records
  • Create and deliver personalised training programmes
  • Assess exercise readiness and relevant coaching considerations
  • Provide coaching guidance and support
  • Monitor progress and adjust programmes
  • Send booking confirmations and service-related notifications
  • Maintain client accounts
  • Prevent fraud, misuse and security incidents
  • Meet accounting, tax and other legal obligations
  • Establish, exercise or defend legal claims
  • Improve the operation and accessibility of the website
  • Send marketing communications where valid consent has been provided

5. Lawful Bases for Processing

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

Processing may be necessary to take steps requested before entering into a contract or to provide a service you have purchased.

This includes managing bookings, payments, programmes, coaching support and client accounts.

Legal obligation

We may retain and use certain information when required for accounting, taxation, consumer protection or another legal obligation.

Legitimate interests

We may process information where reasonably necessary to:

  • Respond to enquiries
  • Administer the business
  • Maintain records
  • Protect the website and client accounts
  • Prevent fraud or misuse
  • Improve our services

We consider the effect on your rights before relying on legitimate interests.

Consent

We rely on consent where required, including for certain marketing communications and non-essential cookies.

Where health information is processed, we will normally ask for explicit consent unless another lawful condition applies.

You may withdraw consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn. In some circumstances, withdrawing consent to use essential health information may mean that we cannot safely provide a coaching service.

6. Clients Aged 16 or 17

The website and coaching services may be used by individuals aged 16 or over.

If you are 16 or 17, we may require the involvement or approval of a parent or legal guardian before:

  • Accepting a paid coaching arrangement
  • Processing certain health information
  • Conducting an assessment
  • Beginning an exercise programme
  • Agreeing contractual or payment arrangements

Parents and guardians should contact Nikos before purchasing a service for someone under 18.

The services are not directed at children under 16, and they should not submit personal or health information through the website.

7. Sharing Personal Information

We share personal information only when reasonably necessary to operate the website, process bookings or payments, communicate with you, deliver coaching, or meet legal obligations.

Services that may process relevant information include:

  • Website hosting and email providers
  • WordPress and Elementor
  • WooCommerce
  • Stripe and other enabled payment methods
  • Hydra Booking
  • Forminator
  • Google Calendar and related Google services
  • Telegram, where used for booking notifications
  • WhatsApp, where you choose to communicate through it
  • Trainerize or another coaching-delivery platform
  • Technical, accounting or professional advisers where necessary

Each provider processes information according to its role, contractual arrangements and privacy terms.

We do not sell or rent your personal information.

We may disclose information where required by law, to protect someone’s vital interests, to prevent fraud or misuse, or to establish, exercise or defend legal claims.

8. International Data Transfers

Some service providers may store or process information outside the United Kingdom.

Where UK data-protection law requires safeguards for an international transfer, we take reasonable steps to ensure an appropriate transfer mechanism or other recognised protection is in place.

The safeguards available may depend on the provider, destination country and nature of the information being processed.

9. How Long We Keep Information

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected.

When deciding how long to retain information, we consider:

  • Whether you remain a client
  • The type of coaching or service provided
  • Whether the information remains relevant to safe programme delivery
  • Accounting and tax requirements
  • Consumer and contractual obligations
  • Insurance requirements
  • The possibility of complaints or legal claims
  • Security and fraud-prevention needs

Information that is no longer required will be deleted, anonymised or securely archived where appropriate.

You may contact Nikos to ask how the retention approach applies to your information.

10. Marketing Communications

We will send promotional or marketing communications only where there is an appropriate lawful basis.

You can withdraw your marketing consent or unsubscribe at any time by:

Withdrawing from marketing does not prevent us from sending necessary messages about an active booking, purchase, account or coaching service.

11. Cookies

The website uses cookies and similar technologies for purposes that may include:

  • Website security
  • Login and account functionality
  • Basket and checkout operation
  • Remembering preferences
  • Measuring website use
  • Supporting embedded or third-party functionality

Strictly necessary cookies may operate without consent where legally permitted. Non-essential cookies should not be activated unless the required consent has been provided.

Further information will be available in the Cookie Policy:

https://nikostrainer.com/cookie-policy/

12. Information Security

Reasonable technical and organisational measures are used to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Improper disclosure
  • Alteration
  • Misuse or destruction

Access to personal information is limited to people and providers who reasonably require it for legitimate business purposes.

No internet transmission or storage system can be guaranteed to be completely secure.

13. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

  • Request access to your personal information
  • Ask for inaccurate information to be corrected
  • Ask for information to be erased
  • Ask for processing to be restricted
  • Object to certain processing
  • Receive certain information in a portable format
  • Withdraw consent
  • Complain about how your information has been handled

Not every right applies in every situation. We may need to confirm your identity before responding to a request.

To exercise a right, email:

nikosmoumou@gmail.com

We aim to respond within the period required by applicable data-protection law.

14. Complaints

If you are concerned about how your personal information has been handled, please contact Nikos first so the concern can be investigated.

You also have the right to complain to the UK Information Commissioner’s Office.

Information Commissioner’s Office:
https://ico.org.uk/make-a-complaint/

15. Third-Party Websites

The website may contain links to external websites, platforms or services.

Nikos Trainer is not responsible for the privacy practices or content of third-party websites. You should review the privacy information provided by those organisations before submitting personal information to them.

16. Automated Decision-Making

Nikos Trainer does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.

17. Changes to This Policy

This Privacy Policy may be updated when:

  • Website functionality changes
  • New providers or coaching platforms are introduced
  • Data practices change
  • Legal or regulatory requirements change

The latest version will be published on this page with an updated revision date.

18. Contact

For questions, requests or concerns relating to privacy or personal information, contact:

Nikolaos Moumouris
Trading as Nikos Trainer
Email: nikosmoumou@gmail.com
Website: https://nikostrainer.com