Last Updated : 21 October 2025
Company : FIT Holdings (Pty) Ltd (Trading as FIT Online Coaching)
Registration No. : 2025/385110/07 – South Africa
1. Introduction
At FIT Online Coaching (“we”, “us”, “our”), your privacy is our priority.
This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).
By visiting our website, using our app, or engaging our services, you consent to the processing of your personal information as outlined below.
2. Information We Collect
We collect personal information directly from you to provide fitness and wellness services effectively and safely.
Identification Information - Full name, ID number, contact details - To identify and communicate with clients.
Health & Fitness Information - Weight, height, allergies, medical conditions, fitness goals - To design safe and effective programs.
Payment Information - Bank details, proof of payment - To process and record payments.
Marketing Information - Email, phone, social media handles - To send updates, newsletters, or promotions (only with consent).
Media & Images - Photos or videos taken during training - For promotional use (only with explicit consent).
Identification Information - - To identify and communicate with clients.
Health & Fitness Information - Weight, height, allergies, medical conditions, fitness goals - To design safe and effective programs.
Payment Information - Bank details, proof of payment - To process and record payments.
Marketing Information - Email, phone, social media handles - To send updates, newsletters, or promotions (only with consent).
Media & Images - Photos or videos taken during training - For promotional use (only with explicit consent).
We may also collect limited data automatically via our website or app (e.g., IP address, device type, or usage data) for analytics and performance improvements.
3. How We Use Your Information
We process your information to:
Provide fitness, nutrition, and wellness coaching services.
Communicate session details, updates, and progress.
Ensure your health and safety during programs.
Process payments and maintain accounting records.
Send newsletters or promotions (only if you opt in).
Maintain legal, tax, and compliance records.
Your information will only be used for purposes consistent with these or with your explicit consent.
4. Lawful Basis for Processing
We rely on these POPIA grounds for processing:
Consent – for collecting and using health, media, and marketing information.
Contractual Necessity – to deliver our services and fulfil agreements.
Legal Obligation – to retain records required by law (e.g., tax or accounting).
5. Special Personal Information
Health, fitness, and related data are considered special personal information under POPIA. We process this only with your explicit written consent, using secure systems and restricted access at all times.
6. How We Protect Your Information
We take reasonable and appropriate technical and organisational steps to safeguard your personal information, including:
Password-protected and encrypted cloud storage (e.g., OneDrive, Kahunas, Xero)
Limited, role-based access for authorised staff only
Multi-factor authentication for online systems
Regular reviews of our security measures
We do not sell, rent, or trade your information.
7. Data Retention
Data Type and Retention Period
Client health and training records - Duration of client relationship.
Financial and accounting records - 5 years (per SARS).
Consent forms and contracts - 5 years post-termination.
Marketing lists - Until consent withdrawn.
General communications - 1 year.
After these periods, data is securely deleted or destroyed unless required by law.
8. Sharing and Disclosure
We may share limited personal data with trusted service providers who support our operations, such as:
Kahunas – training management software
Xero – accounting system
PayPal / Paystack – payment processors
Marketing platforms – e.g., Meta (Facebook, Instagram), TikTok, and similar networks
All partners operate under Data Processing Agreements (DPAs) and are POPIA-compliant.
9. Cross-Border Transfers
If your data is processed or stored outside South Africa, we ensure that those service providers maintain equal or stronger protection standards as required by POPIA.
10. Your Rights Under POPIA
You have the right to:
Access and request a copy of your personal information
Request correction or deletion of your data
Withdraw consent at any time
Object to specific processing activities
Lodge a complaint with the Information Regulator of South Africa
Information Regulator Contact
11. Withdrawing Consent
You may withdraw your consent for data processing at any time by emailing eden@fitcoaching.co.za.
However, this may affect our ability to provide certain services (e.g., ongoing coaching).
12. Policy Updates
This Privacy Policy may be updated periodically to reflect operational or legal changes. The latest version will always be available on our website.
13. Contact Us
If you have questions about this policy or wish to exercise your POPIA rights, please contact: eden@fitcoaching.co.za
Privacy Notice
At FIT Online Coaching, we respect your privacy and protect your personal information in line with POPIA (Protection of Personal Information Act, 4 of 2013). By using our website or services, you consent to the collection and processing of your personal data for service delivery, communication, and support purposes. We never sell or share your information without consent, and you may withdraw permission or request data deletion at any time. For full details, read our Privacy Policy.