Privacy Policy

Last updated: June 2026

1. Who we are

PTDocuments operates ptdocuments.co.uk, a subscription service providing business document templates for UK personal trainers. We are the data controller for the personal data we process in connection with this service.

Contact: [email protected]

2. What data we collect

We collect the minimum data necessary to provide the service:

• Email address — used for account creation, login, and service communications
• Payment information — processed directly by Stripe. We do not store any card or payment card data on our systems
• Subscription status — which plan you hold, to determine document access

We do not collect or process any data about your PT clients. When you fill in document templates, your client details remain entirely on your device or in any files you save — they are not transmitted to or stored by us.

3. Legal basis for processing

We process your email address and subscription data on the basis of contract performance — it is necessary to provide the subscription service you have purchased. Payment processing by Stripe is subject to Stripe's own privacy policy and terms.

4. How we use your data

• To create and manage your account
• To verify your subscription and control document access
• To send service-related communications (account confirmations, renewal reminders)

We do not sell your data to third parties. We do not use your data for unsolicited marketing without your consent.

5. Third-party services

We use the following sub-processors to operate the service:

• Stripe — payment processing (USA, adequacy/SCCs apply)
• Supabase — user authentication and account data (EU-hosted)
• Netlify — website hosting (USA, SCCs apply)
• Microsoft Advertising (UET) — performance advertising measurement, activated only on your consent

6. Cookies

We use two types of cookies:

• Stripe — essential for payment processing (set on checkout pages)
• Microsoft Advertising UET — advertising performance measurement. This cookie is only set if you click Accept on our cookie banner. You can decline or withdraw consent at any time by clearing your browser cookies

We do not use Google Analytics or any other analytics tracking.

7. Data retention

We retain your account data (email address and subscription record) for the duration of your active subscription and for 6 months after it ends. After this period, your account data is deleted. Stripe may retain payment records for longer as required by financial regulations — see Stripe's privacy policy.

8. Your rights under UK GDPR

You have the right to:

• Access — request a copy of the personal data we hold about you
• Erasure — request deletion of your data (subject to legal retention requirements)
• Portability — receive your data in a structured, machine-readable format
• Restriction — ask us to limit how we process your data
• Object — object to processing based on legitimate interests
• Correction — request correction of inaccurate data

To exercise any of these rights, email [email protected]. We will respond within one month.

9. Complaints

If you believe we have not handled your personal data in accordance with UK GDPR, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk or call 0303 123 1113.

10. International transfers

Where your data is transferred outside the UK (for example, to Stripe or Netlify's US servers), we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved under UK GDPR.

11. Governing law

This privacy policy is governed by the laws of England and Wales. Any disputes will be subject to the jurisdiction of the courts of England and Wales.

12. Changes to this policy

We may update this policy when we change how we operate or when required by law. Material changes will be communicated by email to active subscribers. The date at the top of this page always shows when the policy was last updated.

Questions about this policy? Email us at [email protected]