Refunds and Cancellations | Niki Walker Fitness and Nutrition

Privacy Policy

Last Updated: 27th August 2026

1. Introduction and Data Controller Information

Welcome to Niki Walker Personal Training. I am committed to protecting and respecting your privacy in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

This Privacy Policy explains how we collect, use, store, and safeguard your personal data when you visit www.nikiwalkerfitnessandnutrition.co.uk, sign up for our newsletter, download free resources, make a payment, or use our personal training and nutrition coaching services.

Data Controller Details

Business Name: Niki Walker Personal Training
Trading Address: 10 Clevedon Gardens, Wroughton, Wiltshire, SN4 9EZ
Email Address: nikijwalker@gmail.com
ICO Registration Number: CSN1396614

2. The Types of Personal Data We Collect

We collect and process various categories of personal data depending on how you interact with us:

A. General Personal & Contact Data

First name, last name, and title.
Email address, telephone number, and postal/billing address.
Account login details created on our website or client portal.

B. Special Category Data (Health & Nutrition Data)

To provide safe, effective, and tailored exercise and nutrition programming, we collect health-related information:

Physical Activity Readiness Questionnaires (PAR-Q) and medical history.
Information regarding injuries, medical conditions, medications, allergies, or intolerances.
Physical metrics (height, weight, body measurements, progress photos, workout performance logs).
Dietary logs, lifestyle habits, and nutritional goals.

C. Financial & Transaction Data

Records of services purchased, payment dates, amounts, and transaction IDs.
Note: All payment transactions are processed securely via Stripe through Wix. We do not store or have direct access to your credit/debit card numbers or bank account details.

D. Marketing & Lead Magnet Data

Name and email address submitted via sign-up forms on our website.
Preferences regarding receiving our fitness/nutrition newsletters and marketing communications.
Download history and engagement with our email communications (e.g., open rates, click rates).

E. Technical & Website Usage Data

IP address, browser type, operating system, pages visited, time spent on pages, and device information gathered automatically via cookies on Wix.

3. Lawful Bases for Processing Your Data

Under the UK GDPR, we must have a valid lawful basis to process your personal data. We rely on the following:

Purpose - Category of Data - Lawful Basis (UK GDPR)

Delivering Coaching & Programming

Contact details, fitness goals

Article 6(1)(b) – Performance of a Contract

Processing Health & Nutrition Data

Health status, PAR-Q, medical history, diet

Article 6(1)(b) – Performance of a Contract AND Article 9(2)(a) – Explicit Consent

Payment Processing & Billing

Billing address, transaction history

Article 6(1)(b) – Contract & Article 6(1)(c) – Legal Obligation (Tax & HMRC reporting)

Delivering Free Downloads (Lead Magnets)

Name, email address

Article 6(1)(b) – Performance of a Contract or Article 6(1)(a) – Consent

Sending Marketing Newsletters

Name, email address

Article 6(1)(a) – Consent (or Article 6(1)(f) – Legitimate Interests for soft opt-in existing customers under PECR)

Website Operation & Security

IP address, analytics, cookies

Article 6(1)(f) – Legitimate Interests / Article 6(1)(a) – Consent (for non-essential cookies)

4. How We Collect Your Data

We collect personal data through:

Direct Interactions: When you fill out contact forms, purchase packages, download resources, or register on our website.
Coaching App (PT Distinction): When you complete onboarding assessments, PAR-Qs, upload check-in photos, or track workouts and nutrition.
Automated Technologies: Via cookies and analytics tools as you navigate our Wix website.

5. Third-Party Service Providers (Data Processors)

We work with carefully selected third-party service providers who process your data strictly under our instructions and in compliance with data protection laws:

Wix.com: Hosts our website, contact forms, and e-commerce infrastructure.
Stripe Payments: Processes all payment transactions securely adhering to PCI-DSS compliance.
PT Distinction: Provides our online coaching platform, workout delivery, nutrition tracking, and client health record management.
Wix Email Marketing: Manages our email newsletter distribution and lead magnet automations.

6. International Data Transfers

Some of our third-party software providers (such as Wix, Stripe, and PT Distinction) are based in or operate servers in jurisdictions outside the United Kingdom (e.g., the United States or the European Economic Area).

Whenever personal data is transferred outside the UK, we ensure adequate safeguards are in place, including:

Transfers to countries deemed adequate by the UK Government.
The use of the UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses (SCCs) with UK Addendums.
Adherence to the UK-US Data Bridge / Data Privacy Framework where applicable.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

Client Health & Coaching Records: Kept for 7 years following the end of our coaching relationship in accordance with fitness industry insurance and professional liability requirements.
Financial & Accounting Records: Retained for 6 years following the end of the relevant tax year to comply with UK HMRC statutory obligations.
Newsletter & Marketing Subscribers: Retained until you withdraw consent or click "Unsubscribe", after which your details are added to a suppression list to ensure no further marketing emails are sent.
Non-Converting Enquiries: Deleted after 12 months.

8. Data Security

We implement appropriate technical and organisational security measures to protect your personal and health data against accidental loss, unauthorised access, alteration, or disclosure. This includes encrypted connections (HTTPS/SSL), restricted access controls, secure passwords, and multi-factor authentication on all administrative accounts.

9. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to ensure core website functionality, analyse site traffic, and enhance user experience.

You can manage your cookie preferences at any time via the Cookie Settings banner on our website or through your web browser settings. Non-essential cookies (such as analytics and marketing pixels) will only be activated with your explicit consent.

10. Your Legal Rights

Under the UK GDPR, you have the following rights regarding your personal data:

Right of Access: You can request a copy of the personal data we hold about you (a Subject Access Request).
Right to Rectification: You can request that inaccurate or incomplete data be corrected.
Right to Erasure ("Right to be Forgotten"): You can ask us to delete your personal data where there is no ongoing legal basis or statutory requirement for us to keep it.
Right to Restrict Processing: You can ask us to suspend processing your data under certain conditions.
Right to Data Portability: You can request the transfer of your data to another service provider in a structured, machine-readable format.
Right to Withdraw Consent: Where processing is based on consent (e.g., health data processing or newsletter marketing), you have the right to withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at nikijwalker@gmail.com. We respond to all legitimate requests within one calendar month.

11. How to Lodge a Complaint

If you have concerns about how we handle your personal data, we ask that you contact us first at nikijwalker@gmail.com so we can resolve the issue.

However, you have the right to lodge a complaint at any time with the UK’s supervisory authority:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113

12. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in our services, technology, or legal obligations. Any updates will be published on this page with an updated "Last Updated" date.

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Terms & Conditions

1. Contract Duration & Renewal

Agreement Term: Your subscription or service agreement begins immediately upon checkout completion and confirmation of initial payment.
Billing Cycle: Services are billed on a recurring monthly or annual basis depending on your selected plan. Billing occurs automatically on the same calendar date each cycle.
Auto-Renewal: Unless cancelled prior to the end of the current billing cycle, your subscription will automatically renew under the same terms.

2. Billing, Payments & Price Changes

Payment Processor: All transactions are securely processed via our integrated third-party payment gateway, Stripe.
Failed Payments: If recurring billing fails, you will have a 7-day grace period to update billing details before service access is temporarily suspended.
Fee Adjustments: We reserve the right to alter pricing upon providing at least 30 days’ written notice via email prior to your next renewal date.

3. Cancellation & Notice Periods

Standard Notice: You may cancel your subscription at any time via your account dashboard or by emailing nikijwalker@gmail.com.
Effective Date: Cancellation notices must be submitted at least 48 hours prior to the next scheduled billing date to avoid charges for the following period. Service access remains active through the end of the paid period.

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Refund & Cancellation Policy

1. Statutory 14-Day Cooling-Off Period Under the UK Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, consumers have the statutory right to cancel an agreement within 14 calendar days without providing a reason.

Commencement: The cooling-off period begins the day after entering into the contract.
Digital Content / Immediate Delivery Waiver: If you request immediate access to digital content or services during the 14-day window, you acknowledge that you waive your statutory right to cancel once full delivery has begun, or will only be refunded proportionally for unused services up to the cancellation date.

2. Early Cancellation Terms

Monthly Subscriptions: Cancellations submitted outside the 14-day statutory window take effect at the conclusion of the current prepaid billing period. No partial or prorated refunds are issued for mid-cycle cancellations.
Fixed-Term Contracts: If you terminate a fixed-term agreement prior to expiration outside statutory rights or breach of terms, remaining contract balances remain payable in full unless explicitly agreed in writing.

3. Refund Processing

Approved refunds are credited directly to the original payment method through Stripe within 5–10 business days.
To initiate a statutory withdrawal or dispute a charge, contact nikijwalker@gmail.com with your order confirmation number and account email.