Privacy notice

Dark Warrior Coaching is the personal training and online coaching business of Ciaran Duncan, a Level 3 personal trainer based at Extreme Gym, Glasgow. Ciaran is responsible for the personal information described in this notice (the “data controller”). When this notice says “we” or “us”, it means Ciaran and Dark Warrior Coaching.

• Enquiries. Your name, email address, phone number if you give it, your goal and your message.
• Free starter plan. Your name and email address.
• Free consultation bookings. Your name, email address, phone number if you give it, the time you choose and anything you tell us about your goals. If Ciaran runs the call on Microsoft Teams, a transcript of the call may be used to prepare a written summary and recommendations for you.
• Coaching clients. Your account details, your answers to the starting questionnaire (including date of birth, height, weight, training history, injuries, medical conditions and dietary notes), workouts and weights you log, check ins with progress photos and measurements, habits, food diary entries and food photos you choose to analyse, and the messages you exchange with Ciaran.
• Technical information. Sign in cookies that keep you logged in, your light or dark theme choice stored on your device, and push notification settings if you turn notifications on. When you send a form your IP address is used briefly to block spam; it is not saved in our database.

Injuries, medical conditions and body measurements and photos are health information, which the law treats as especially sensitive. We only ask for what helps Ciaran coach you safely.

• Replying to enquiries and running consultations: because you asked us to, and to take steps before you decide whether to start coaching.
• Sending the free starter plan and telling Ciaran you downloaded it: our legitimate interest in following up with people who have shown interest. You can ask us to stop at any time.
• Coaching you: writing and updating your programme, reviewing check ins, messaging and showing your progress, to perform our agreement with you.
• Health information: your explicit consent, which you give when you fill in the questionnaire or send a check in. You can withdraw it at any time, although Ciaran may then be unable to coach you safely.
• Keeping the service secure and free of spam: our legitimate interest in protecting the platform and its users.

We never sell your information. We use a small number of service providers who process it on our behalf and only on our instructions:

• Supabase hosts our database, sign in and file storage (including progress photos).
• Render hosts the website and app.
• Microsoft 365 sends our emails and runs Teams video consultations.
• Anthropic provides the AI that helps Ciaran draft programmes, messages and consultation summaries, and estimates nutrition from food photos you choose to analyse. Ciaran reviews the programmes, messages and summaries it drafts before they reach you.
• Your browser's push service (for example Apple or Google) delivers notifications if you turn them on.

We do not take payments on this website at the moment. If that changes, this notice will be updated to name the payment provider.

Some of these providers may process information outside the UK. Where they do, they rely on safeguards recognised under UK law, such as the International Data Transfer Addendum or standard contractual clauses.

• Enquiries, starter plan requests and consultation details that do not lead to coaching: up to 12 months after we last heard from you.
• Coaching records: for as long as you are a client, then up to 12 months afterwards in case you return, unless you ask us to delete them sooner.
• We may keep basic records longer where the law requires it, for example for tax.

Under UK data protection law you can ask us to:

• give you a copy of the information we hold about you;
• correct anything that is wrong or incomplete;
• delete your information;
• restrict or object to how we use it, including stopping any follow up;
• give you your information in a portable format;
• withdraw your consent where we rely on it.

We will reply within one month. There is no charge. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113, but we would appreciate the chance to put it right first.

To make a request or ask a question about this notice, message Ciaran on Instagram at @ciaran_duncan_pt, or, if you are a client, through messages in the coaching app. You can also reply to any email we have sent you.