Effective Date: October 2025
Company: FIT Holdings (Pty) Ltd (Trading as FIT Online Coaching)
Registration No.: 2025/385110/07 – South Africa

1. Terms and Conditions

1.1. Introduction

Welcome to FIT Online Coaching, a division of FIT Holdings (Pty) Ltd. By accessing our website, mobile app, or coaching services, you agree to these Terms of Service (“Terms”).

Please read them carefully before using our services. If you do not agree, you must not access or use our website or programs.

1.2. Services Provided

FIT Online Coaching provides online fitness and wellness coaching through the FIT App and digital platforms.

Our services may include:

• Personalised workout programming

• Nutrition guidance

• Progress tracking and check-ins

• Communication and support via digital channels

We reserve the right to update or modify our service offerings at any time without prior notice.

1.3. Payments and Billing

• Coaching services are billed in advance at the agreed monthly rate.

• Payments are non-refundable once services commence.

• Payment must be made through approved methods (e.g., EFT, PayPal, Paystack).

• Clients are responsible for ensuring timely payment to maintain active access to services.

• If a payment fails or is not received, access to the program may be paused until payment is resolved.

1.4. Cancellations and Refunds

• Clients may cancel their subscription with 30 days’ written notice via email to edent@fitcoaching.co.za.

• No refunds are issued for unused portions of a month once access has been granted.

• Refunds are only processed in cases of duplicate billing or verified system error.

• Remote coaching: because our coaching is personalised and digital in nature, all payments are final.

1.5. Health and Safety Declaration

By engaging our services, you confirm that:

• You are medically cleared to participate in exercise and nutrition programs.

• You understand that physical training involves inherent risks.

• You accept full responsibility for your participation and results.

FIT Online Coaching and its coaches are not liable for injury, illness, or loss arising from program participation.

1.6. Liability Disclaimer

To the fullest extent permitted by law, FIT Holdings (Pty) Ltd and its affiliates will not be held responsible for:

• Any injury or health issue that may arise during or after program participation.

• Any indirect, incidental, or consequential damages.

• Any loss of data or system errors beyond our reasonable control.

1.7. Intellectual Property

All materials provided — including training programs, videos, images, and written guides — remain the intellectual property of FIT Online Coaching. You may not reproduce, distribute, or modify any material without prior written consent.

1.8. Confidentiality and Privacy

Your personal information is handled in accordance with POPIA (the Protection of Personal Information Act, 4 of 2013). For detailed information on how we collect and protect your data, please refer to our Privacy Policy.

1.9. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes shall be resolved under South African jurisdiction.

1.10. Updates to These Terms

FIT Online Coaching may update these Terms periodically. The latest version will always be available on our website, and continued use of our services constitutes acceptance of any changes.

1.11. Contact Information

For questions about these Terms or your account, please contact: eden@fitcoaching.co.za

2. Privacy Policy

2.1. 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.

2.2. 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.

2.3. 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.

2.4. 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).

2.5. Special Personal Information

Health, fitness, and related data are considered special personal information under POPIA. We process this only with your explicit written consent, always using secure systems and restricted access.

2.6. 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.

2.7. 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.

2.8. 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.

2.9. 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.

2.10. 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

inforeg@justice.gov.za

www.inforegulator.org.za

2.11. 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).

2.12. 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.

2.13. Contact Us

If you have questions about this policy or wish to exercise your POPIA rights, please contact: eden@fitcoaching.co.za

3. Important Disclaimer:

By accessing or using this website/app, you agree that:

1. FIT Online Coaching (a division of FIT Holdings Pty Ltd) may collect, store and process your personal information for the purposes of providing coaching services, account management, communication and service improvement, in accordance with the Protection of Personal Information Act (POPIA), 2013.

2. We are committed to protecting your privacy and will not sell, share or disclose your personal information to third parties without consent, except where required by law.

3. By submitting your information, you consent to:

   • The collection and processing of your personal information,

   • Communication via email, SMS, WhatsApp or phone,

   • Secure storage of your data on approved systems.

4. You have the right to:

   • Request access to your personal information,

   • Request correction or deletion,

   • Withdraw consent,

   • Lodge a complaint with the Information Regulator.

5. Although we apply reasonable security measures, you acknowledge that electronic communication and data transfer carry inherent risks, and the Company will not be held liable for unauthorised access beyond our control.

Contact for POPIA Queries:
Email: eden@fitcoaching.co.za
Information Officer: Eden Harmse