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PRIVACY POLICY

Version 1.0 – September 2026

This Privacy Policy explains how Smartshape (“we”, “us” or “our”) collects, uses, stores and protects personal information in connection with our personal training and online coaching services.

We respect your privacy and process personal data in accordance with applicable privacy legislation, including the General Data Protection Regulation (GDPR).

1. WHO IS RESPONSIBLE FOR YOUR DATA?

Smartshape is responsible for the processing of personal data collected in connection with its personal training and online coaching services.

Smartshape
Visseringstraat 33H
1051 KH Amsterdam
The Netherlands

Chamber of Commerce (KvK): 72973161
Email: info@smartshape.nl

2. WHAT INFORMATION DO WE COLLECT?

Depending on the coaching service you use, we may collect information including:

  • Name and contact details

  • Age and relevant profile information

  • Training goals

  • Training history and experience

  • Exercise preferences

  • Available training facilities and equipment

  • Lifestyle information

  • Sleep and recovery information

  • Nutrition information

  • Training performance and progress

  • Body weight and body measurements where relevant

  • Questionnaire responses

  • Weekly and daily check-in information

  • Photos and videos voluntarily submitted for coaching purposes

  • Movement assessment videos

  • Exercise technique videos

  • Communication between you and your Coach

  • Payment and subscription information

Where necessary for safe and appropriate coaching, you may also provide information concerning injuries, pain, physical limitations or other health-related information.

We only request information that is reasonably relevant to providing the coaching service.

3. HEALTH AND PHYSICAL INFORMATION

Some information provided during online coaching may qualify as health-related or otherwise sensitive personal data.

This may include information concerning:

  • Injuries

  • Pain or recurring physical complaints

  • Previous surgery

  • Physical limitations

  • Movement restrictions

  • Recovery

  • Medical considerations relevant to exercise

This information is used where necessary to understand your current situation, provide appropriate coaching and help determine whether modifications to your training program may be appropriate.

Where required under applicable law, we will obtain the necessary consent or rely on another appropriate legal basis before processing such information.

Online coaching does not constitute medical diagnosis or treatment.

4. MOVEMENT ASSESSMENTS, PHOTOS AND VIDEOS

As part of the coaching process, you may be asked to upload photos or videos.

These may be used for:

  • Movement assessment

  • Exercise technique assessment

  • Program design

  • Progress monitoring

  • Providing coaching feedback

  • Comparing movement or performance over time

Photos and videos submitted for coaching purposes will not automatically be used for marketing or social media.

Use of identifiable photos, videos, testimonials or results for marketing purposes requires separate permission as described in Section 10.

5. WHY DO WE USE YOUR PERSONAL DATA?

We may use personal data to:

  • Provide online coaching services

  • Create and adjust individual training programs

  • Conduct movement assessments

  • Monitor training progress

  • Review check-ins

  • Provide nutrition, lifestyle and recovery guidance where applicable

  • Communicate with Clients

  • Manage coaching subscriptions

  • Process and administer payments

  • Improve the quality of our coaching services

  • Maintain appropriate business and administrative records

  • Meet applicable legal and regulatory requirements

We will not use personal information for purposes incompatible with the purpose for which it was originally collected unless permitted by law.

6. THIRD-PARTY SERVICES

We may use third-party platforms and service providers to operate our coaching business.

These may include:

1Fit
Used for online coaching, training programs, questionnaires, assessments, check-ins, progress tracking and/or Client communication.

Stripe
Used to securely process payments and recurring coaching subscriptions.

Wix
Used to operate and host the Smartshape website and related online services.

These providers may process certain personal data on our behalf or as independent data controllers, depending on the service concerned.

Their processing of personal data may also be governed by their own privacy policies and terms.

7. PAYMENT INFORMATION

Payments for Online Coaching may be processed through Stripe.

Smartshape does not need to directly store complete credit or debit card information where payments are processed by Stripe.

Smartshape may receive information necessary to administer the subscription, including:

  • Payment status

  • Transaction information

  • Subscription status

  • Billing dates

  • Failed or successful payments

8. HOW LONG DO WE KEEP YOUR INFORMATION?

Personal data will not be retained for longer than reasonably necessary for the purposes for which it was collected or for as long as required by applicable legal, tax or administrative obligations.

The appropriate retention period may depend on the type of information and the reason for processing it.

Information that is no longer required will be deleted, anonymised or otherwise handled in accordance with applicable data-protection requirements.

9. HOW DO WE PROTECT YOUR INFORMATION?

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, disclosure, alteration or destruction.

Where third-party platforms are used, those providers are also responsible for security measures applicable to their systems.

No online service can guarantee absolute security, but reasonable measures are taken to protect Client information.

10. CLIENT RESULTS, TESTIMONIALS AND SOCIAL MEDIA

Smartshape may wish to share Client successes and coaching results for educational or marketing purposes.

Examples may include:

  • Training progress

  • Strength improvements

  • Movement improvements

  • Body composition results

  • Testimonials

  • Before-and-after photos

  • Training videos

  • Movement progress videos

  • Screenshots of Client feedback

  • Other coaching achievements

Identifiable Client information, photos, videos, testimonials or results will not be used for public marketing or social media solely because the Client has accepted the Terms & Conditions or this Privacy Policy.

Smartshape will request separate permission before using identifiable Client content for marketing purposes.

Providing marketing consent is optional. Declining permission will not affect the Client’s coaching service.

Where consent is used as the legal basis for marketing use, the Client may withdraw that consent for future use at any time by contacting info@smartshape.nl.

Withdrawal of consent will not affect processing that was lawfully carried out before consent was withdrawn.

11. ANONYMISED RESULTS

Smartshape may use genuinely anonymised or aggregated information to illustrate coaching outcomes, improve its services or communicate general results.

Information will only be treated as anonymised where an individual can no longer reasonably be identified from it.

Where information remains identifiable or can reasonably be linked to a particular Client, it will continue to be treated as personal data.

12. YOUR PRIVACY RIGHTS

Subject to applicable law, you may have the right to:

  • Request access to your personal data

  • Request correction of inaccurate information

  • Request deletion of certain personal data

  • Request restriction of certain processing

  • Object to certain processing

  • Request transfer of certain personal data

  • Withdraw consent where processing is based on consent

  • Submit a complaint to the relevant data-protection authority

Some rights are subject to legal limitations or exceptions.

Requests concerning your personal data can be sent to info@smartshape.nl.

13. WITHDRAWING CONSENT

Where Smartshape processes personal data based on your consent, you may withdraw that consent at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Withdrawal of optional marketing consent will not result in termination of your coaching service.

14. INTERNATIONAL DATA PROCESSING

Some third-party service providers may process or store personal data outside the Netherlands or European Economic Area.

Where applicable, appropriate safeguards will be used in accordance with applicable GDPR requirements for international transfers of personal data.

15. CHILDREN

The Online Coaching Program is primarily intended for adults.

Where coaching services are provided to a minor, additional consent from a parent or legal guardian may be required depending on the circumstances and applicable law.

16. CHANGES TO THIS PRIVACY POLICY

This Privacy Policy may be updated from time to time to reflect changes in our services, technology, third-party providers or legal requirements.

The current version will be made available through the Smartshape website.

The version date shown at the top indicates when the Privacy Policy was last updated.

17. CONTACT

For questions regarding this Privacy Policy, the processing of your personal data, withdrawal of consent or the exercise of your privacy rights, please contact:

Smartshape
Visseringstraat 33H
1051 KH Amsterdam
The Netherlands

Chamber of Commerce (KvK): 72973161
Email: info@smartshape.nl

Version 1.0 – September 2026

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