Who we are

Motion Fitness Education Ltd ("MFE", "we", "us", "our") is a fitness education provider based in the United Kingdom. We are registered in England and Wales under company number 13865064. Our registered office address is 71–75 Shelton Street, London, WC2H 9JQ.

We are the data controller for the personal information we collect about you. This means we are responsible for deciding how and why your personal data is used.

If you have any questions about this policy or how we handle your personal data, please contact us at:

Email: [email protected] Phone: 0800 229 4930

What This Policy Covers

This Privacy Policy explains:

- What personal information we collect about you

- Why we collect it and how we use it

- Who we share it with

- How long we keep it

- Your rights in relation to your personal data

- How to contact us or the Information Commissioner's Office (ICO) if you have concerns

This policy applies to information collected through our website (motionfitnesseducation.com), our course enrolment and delivery processes, and any other way you interact with us directly.

The Information We Collect

Information you give us directly

When you enquire about a course, book a call, download our course guide, enrol on a course or contact us, you may provide us with:

- Your name and contact details (email address, phone number)

- Your payment information (processed securely via our payment processors — we do not store your card or bank account details)

- Details about your existing qualifications and professional background (where relevant to course eligibility)

- Any other information you choose to share with us via forms, email, WhatsApp or phone

Information collected automatically

When you visit our website, we may automatically collect certain technical information, including:

- Your IP address and browser type

- Pages visited, time spent on pages and links clicked

- Device type and operating system

- Referring website (how you found us)

This information is collected using cookies and similar tracking technologies. Please see our Cookie Policy for more information.

Information from third parties

We may receive information about you from third parties, such as referral partners or affiliates, if they have directed you to us and shared your contact details with your consent.

Why We Collect Your Information and Our Legal Basis

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following legal bases:

Performance of a contract — when you enrol on a course with us, we need to process your personal data to deliver that course, register your qualification with the relevant awarding organisation, and provide the support and communication that forms part of our service to you.

Legitimate interests — we may use your information to improve our services, analyse how our website is used, contact you about courses or qualifications that are directly relevant to your existing study with us, and protect our business against fraud or misuse.

Consent — where we send you marketing communications (such as news, promotions or information about new courses), we will only do so with your consent. You can withdraw your consent at any time.

Legal obligation — we retain certain financial and business records to comply with our legal and regulatory obligations, including HMRC requirements.

How We Use Your Information

We use the personal information we collect to:

- Respond to your enquiries and provide information about our courses and qualifications

- Process your enrolment and take payment for courses

- Register your qualification with the relevant awarding organisation (including Focus Awards and YMCA Awards)

- Register your CIMSPA membership where this is included with your course

- Deliver your course, provide tutor support and assess your progress

- Issue your certificate on successful completion

- Send you important course-related communications (such as updates to your course, assessment deadlines or changes to our policies)

- Send you marketing communications about our courses and services, where you have consented to receive these

- Improve and develop our website, courses and services

- Meet our legal and regulatory obligations

Who We Share Your Information With

We do not sell your personal data to third parties. We share your information only where necessary to deliver our services or meet legal obligations:

Awarding Organisations We share relevant learner information (name, contact details, course and assessment records) with our awarding organisations — including Focus Awards, YMCA Awards, Transcend Awards and Formally Active IQ (for Historic Students) — for the purpose of registering your qualification and issuing your certificate. These organisations are independent data controllers and their own privacy policies apply.

CIMSPA Where your course includes CIMSPA membership, we share your name and contact details with the Chartered Institute for the Management of Sport and Physical Activity to facilitate your membership registration.

Course Delivery Partners Some MFE courses are delivered in collaboration with partner organisations who are involved in course delivery, practical training or assessment. Where this is the case, we will share relevant learner information (such as your name, contact details and enrolment details) with those partners to the extent necessary for the delivery of your course.

This currently includes Sports Therapy Scotland, with whom we collaborate on the delivery of Sports Massage Therapy qualifications. These organisations are responsible for their own data protection compliance in respect of any personal data they hold, and their own privacy policies apply. We will inform you at the point of enrolment if your course is delivered in collaboration with a partner organisation.

Payment Processors Payments are processed securely through authorised third-party payment processors. Card payments are handled by our card payment provider (currently Stripe or an alternative authorised gateway), PayPal is available as an alternative checkout method, and Direct Debit payments for payment plan instalments are collected via GoCardless. These providers are independent data processors operating under their own privacy policies and security standards. We do not store your payment card or bank account details. The payment processor applicable to your transaction will be identified at checkout.

Email and Communication Platforms We use third-party platforms to send emails and manage communications with learners and enquirers. These platforms process data on our behalf as data processors and are bound by data processing agreements.

Analytics Providers We use tools such as Google Analytics to understand how our website is used. This involves sharing anonymised or pseudonymised data about website usage. No personally identifiable information is shared with these providers.

Legal and Regulatory Bodies We may share information with HMRC, the ICO or other regulatory bodies where we are legally required to do so.

Business Transfers In the event that Motion Fitness Education Ltd is sold, merged or restructured, your personal data may be transferred to the relevant third party as part of that transaction, subject to the same privacy protections.

How Long We Keep Your Information

We retain your personal data for as long as is necessary for the purposes described in this policy:

- Enquiry data (where you did not go on to enrol): up to 12 months from last contact, unless you have consented to ongoing marketing communications

- Enrolment and course records: up to 10 years from the date of your enrolment, to allow us to verify your qualification if needed

- Financial transaction records: 7 years from the date of transaction, as required by HMRC

- Marketing preferences and consent records: until you withdraw consent or for as long as we maintain an active marketing relationship with you

When data is no longer required, we securely delete or anonymise it.

Your Rights

Under UK data protection law, you have the following rights in relation to your personal data:

- Right to access — you can request a copy of the personal data we hold about you (known as a Subject Access Request).

- Right to rectification — you can ask us to correct inaccurate or incomplete information we hold about you.

- Right to erasure — in certain circumstances, you can ask us to delete your personal data. Note that we may not always be able to comply, for example where we are required to retain records by law or to fulfil a contractual obligation.

- Right to restrict processing — in certain circumstances, you can ask us to limit how we use your data.

- Right to data portability — you can ask us to provide your personal data in a structured, machine-readable format so it can be transferred to another service provider.

- Right to object — you can object to our processing of your data where we rely on legitimate interests, and you have the right to withdraw consent for marketing at any time.

- Rights in relation to automated decision-making — we do not use automated decision-making or profiling in a way that produces legal or similarly significant effects on you.

To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month. We may need to verify your identity before processing your request.

Cookies

We use cookies and similar tracking technologies on our website. For full details of the cookies we use and how to manage them, please see our Cookie Policy.

Marketing Communications

If you have consented to receive marketing communications from us, we may contact you by email about our courses, qualifications, promotions and industry news. You can withdraw your consent and unsubscribe at any time by:

- Clicking the unsubscribe link in any marketing email

- Contacting us at [email protected]

Third-Party Links

Our website may contain links to third-party websites (such as awarding organisations, CIMSPA and industry bodies). We are not responsible for the privacy practices of those websites and recommend you review their privacy policies before providing any personal information.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the "Last reviewed" date at the top of this page. We encourage you to review this policy periodically.

How to Contact Us or Make a Complaint

If you have any questions, concerns or complaints about how we handle your personal data, please contact us in the first instance:

Email: [email protected]

Phone: 0800 229 4930

Registered address: Motion Fitness Education Ltd, 71–75 Shelton Street, London, WC2H 9JQ

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority:

Website: ico.org.uk Helpline: 0303 123 1113